Personnel Policies and Procedures The Chapel of the Cross An Episcopal Parish, effective as of January 1, 2001 Revised by the Vestry February 13, 2003, February 19, 2004, January 27, 2005, October 26, 2005, February 15, 2007, and November 18, 2007, revised June 30, 2009 and summeroctober 2013.
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Table of Contents 1. INTRODUCTION... 5 2. MISSION STATEMENT... 5 3. GENERAL POLICIES... 5 4. EMPLOYMENT... 6 5. EMPLOYEE CLASSIFICATIONS... 6 6. HIRING... 7 7. SUPERVISION... 8 8. COMPENSATION... 98 9. BENEFITS... 109 10. EVALUATIONS... 1615 11. PERFORMANCE STANDARDS... 1716 12. SEPARATION... 19 13. COMPUTER USE POLICY.... 2019 Page 3 of 24
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PERSONNEL POLICIES AND PROCEDURES The Chapel of the Cross An Episcopal Parish 1. Introduction We welcome each staff member to the Chapel of the Cross. We consider you to be a gift from God and look forward to working with you. We appreciate your skills and the gifts and talents you bring to your position. Be sure to let your supervisor know if we can be of assistance to you as you provide the best possible service to our parish. The intent of the Vestry of the Chapel of Cross is to provide fair and equitable personnel policies and guidelines for clergy and staff regarding work expectations, benefits, evaluation, and related matters. These policies are to be administered without regard to race, color, ancestry, national origin, gender, marital status, sexual orientation, physical handicap, medical consideration, or age. These policies do not constitute a contract of employment. 2. Mission Statement... The Chapel of the Cross welcomes you with an open door. We are: called by tradition and mission to minister in the heart of the university and local community; committed to the sacramental worship of God, engaging the richness and beauty of Anglican liturgy and music; growing as disciples of Jesus through preaching, teaching, service, and fellowship; and bringing Gospel witness to the world. The Chapel of the Cross, historically linked to the University of North Carolina at Chapel Hill and the Town of Chapel Hill, bears faithful witness to the presence of the Living God on the campus, in the community, in the Episcopal Diocese of North Carolina, and throughout all the world. We are called to worship the Lord in the beauty of holiness, to learn and teach the Christian faith, to love one another, to strive for justice and peace among all people, to care for those in need, to share our many blessings, and to do all with truly thankful hearts in the name of Jesus. 3. General Policies The basic policies regarding personnel of the Chapel of the Cross are adopted by the vestry upon recommendation of the personnel committee, in consultation with Page 5 of 24
the rector and in conformity to the canons of the General Convention of the Episcopal Church and of the Diocese of North Carolina. These personnel policies and procedures may be reviewed and updated as necessary. All personnel of the Chapel of the Cross will be provided a copy of this document along with revisions as they become available. Copies will be available for members of the vestry and members of the personnel committee. They will also be on file in the parish office. The rector, in consultation with the chief parish administrator and the chair of the personnel committee, may resolve any personnel policy or procedural situation not covered herein. The personnel committee may then consider whether revision to these policies is warranted. 4. Employment 4.1. Employment at will. Employment of lay persons is with the mutual consent of the employee and the Chapel of the Cross. Consequently, both the employee and the Chapel of the Cross have the right to terminate the employment relationship at any time, with or without cause. This at will employment relationship may not be modified by any oral or implied agreement. The employment relationship between the Chapel of the Cross and members of the clergy called to the positions of rector or assistants to the rector is governed by provisions of the national and diocesan canons. 4.2. Non-discrimination policy. The Chapel of the Cross is committed to equal employment opportunities for all qualified persons without regard to race, color, ancestry, national origin, gender, marital status, sexual orientation, physical handicap, medical consideration, or age. 4.3. Background checks. The Chapel of the Cross performs background checks on all new employees. 5. Employee Classifications 5.1. Definitions: 5.1.1. Full Time. Full-time employment is 40 hours per week for lay employees and 50 hours per week for the rector and assistants to the rector. This can be either regular or temporary employment. Page 6 of 24
5.1.2. Part Time. Employees who work less than full-time will be considered part-time. This can be regular or temporary employment. 5.1.3. Regular. Employment for work on a job that is expected to continue beyond six months after the hire date, unless terminated by the employee or the Chapel of the Cross. 5.1.4. Temporary. Employment is generally for a specific project, job, or assignment with the understanding that it is for a period of six months or less. 5.2. Classification Exempt Employees: 5.2.1. Ordained Clergy. Ordained clergy. 5.2.2. Program Staff. Parish Chief administrator, program directors, organist/choirmaster and Facilities Manager. Non-Exempt Employees: 5.2.3. Administrative and Support Staff. All other regular staff. 5.3. Probationary Period All persons hired for full- or part-time positions, except clergy, shall be required to complete a 90-day probationary period 6. Hiring 6.1. Ordained Clergy. The rector shall be elected and assistants to the rector appointed in accordance with diocesan Canon 26. Deacons shall be assigned by agreement of the bishop, the rector, and the vestry, in accordance with diocesan guidelines. 6.2. Program Staff. Program staff members and the chief administrator are appointed by the rector, who shall appoint a search committee to assist in identifying and evaluating candidates for the position. The search committee will receive applications, interview candidates, and recommend one or more finalists to the rector who will interview finalists before making the appointment. The search committee will recommend a Page 7 of 24
candidate to the rector who will interview him or her before making the appointment. 6.3 Administrative and Support Staff. When a new position is created or a vacancy occurs, the chief administrator will appoint an interview committee and identify qualified applicants for the committee to interview and evaluate. The interview committee will recommend one or more finalists to the chief administrator. The chief administrator will recommend a candidate to the rector who will make the final appointment. 6.3. Members of the administrative and support staff shall be appointed by the rector upon recommendation of the personnel committee and/or the parish chief administrator who shall appoint an interview committee to identify and evaluate candidates for the position. The interview committee will recommend a candidate to the rector who will interview the individual before an appointment is made. Job Description. All program staff and administrative and support staff positions will have documented job descriptions that will include primary roles and responsibilities, educational and personal qualifications, skill requirements and work schedule requirements. The chief administrator or rector, in consultation with the personnel committee, is responsible for preparing job descriptions for approval by the vestrycommittee review. Job descriptions may be modified as the need arises. Job descriptions for new positions must be approved by the vestry. 6.3.... 6.4. Approval of New Positions. New positions will be recommended to the personnel committee by the rector or chief administrator. The personnel committee and the finance committee must approve any new positions prior to the initiation of a search or appointment of an applicant. Formatted: List Paragraph, None, No bullets or numbering Formatted: Font: Bold Formatted: Indent: Left: 0.5", Hanging: 0.38", No bullets or numbering 7. Supervision 7.1. General Supervision. The rector is charged with the general supervision and direction of all employees of the Chapel of the Cross. 7.2. Clergy. Assistants to the rector and deacons serve under the authority and direction of the rector. 7.3. Program Staff. Program staff are under the immediate supervision of the rector. Page 8 of 24
7.4. Program Assistants. Program assistants are under the immediate supervision of the Program Director but the ultimate supervision of the Rector.. 7.5. Administrative and Support Staff. Immediate supervision of the administrative and support staff is carried out by the parish chief administrator or his/her designee. 7.6. Office Hours. Unless otherwise ordered by the rector, the parish office shall be open from 9:00 a.m. until 5:00 p.m. Monday through Friday. 7.7. Work Hours. The standard work day includes eight hours. The specific days and hours of work for each position shall be stated in the job description or letter of agreement.. 8. Compensation 8.1. General. Compensation for all positions, both clergy and lay, shall be established at the time of the adoption of the annual budget by the vestry. The budget amendment process may modify compensation. 8.2. Pay Periods. Monthly pay periods are used at the Chapel of the Cross. Timesheets are completed weekly. Advances in salary will not be made. 8.3. Time Sheets. Time sheets will be furnished to administrative and support staff. They are used primarily to document accrual and use of vacation and sick leave. All hours in an employee s work day that are not actually worked must be coded as vacation leave, sick leave, holiday, or compensatory time off. Timesheets are completed weekly. No employee may record the time of any other employee or request that another employee record his or her time. 8.4. Mandatory Payroll Deductions. Certain payroll deductions are required by law. These include federal income tax withholding, state income tax withholding, Social Security tax and Medicare tax. Each paycheck stub will itemize all required amounts that have been withheld. If there are questions about deductions, an employee should consult his/her immediate supervisor. 8.5. Optional Payroll Deductions. Optional payroll deductions may include life insurance, health insurance for family members and additional payments to pension plans. Page 9 of 24
8.6. Overtime. Exempt employees are exempt from the overtime provisions of state and federal law due to their job classification. The work week for non-exempt employees is a seven-day period beginning at 12:01 a.m. on Monday and ending at 12:00 midnight on Sunday. Overtime for administrative and support staff is work over 40 hours in any work week. Overtime must be approved in advance by the parish chief administrator. As a general rule, an a non-exempt employee who has worked overtime is entitled to overtime pay at 1.5 times his regular hourly rate. 9. Benefits 9.1. Annual Leave 9.1.1. Uses. Paid annual leave is intended to encourage and allow employees time to renew their physical, mental, and spiritual energies. Annual leave may also be used in lieu of sick leave, with agreement of the employee s supervisor. If an employee s accumulated sick leave is inadequate to cover a period of absence due to illness, injury, or death in the immediate family, the employee may be required to use available annual leave. An employee may also be required to use available annual leave for absences other than those for which sick leave may be used rather than approval of a request for leave without pay. 9.1.2. Duration. Members of the clergy and full-time lay employees are allowed paid annual leave as indicated below. Position Rector and Clergy Parish Chief Administrator and Program Directors Annual Leave One full calendar month, which may include as many as 23 working days and as many as 5 Sundays 0-10 years of service: 3 weeks or 10 hours per month More than 10 years of service: 4 weeks or 13.33 hours per month Administrative and Support Staff Child Care Director 0-5 years of service: 2 weeks or 6.67 hours per month 6-10 years of service: 3 weeks or 10 hours per month More than 10 years of service: 4 weeks or 13.33 hours per month First year of service: 1 Sunday More than one year of service: 2 Sundays Page 10 of 24
Child Care Assistants 1 Sunday 9.1.2.1 Annual leave time for the organist-choirmaster may include up to four Sundays which may be consecutive if taken between the Day of Pentecost and the First Sunday in Advent or such other time as may be acceptable to the rector. 9.1.2.2 Differences in length of vacation time reflect the extended hours and duties incorporated in the roles of clergy, parish chief administrator, and program directors. 9.1.3. Scheduling. Annual leaves will be scheduled in advance and approved as indicated below. Position Rector Other Clergy Parish Chief Administrator Program Staff Administrative Staff Sunday Child Care Staff Approval Authority Rector Rector Rector Parish Chief Administrator Director of Christian Formation 9.1.4. Leave earnings lay employees. A lay employee with a permanent or probationary appointment and who is on the payroll for at least one-half of the regularly scheduled work days and holidays in a given month earns annual leave for that month. Employees who are on workers compensation leave without pay continue to earn annual leave. Full-time employees earn annual leave at the rate specified in Sec. 7.1.2, above. Part-time employees earn leave, in hours, on a prorated basis according to the number of scheduled work hours each week. 9.1.5. Accrual of annual leave. Accrual of annual leave is based on a calendar year. When an employee is hired for less than a full calendar year, the accrual of annual leave will be prorated on the basis of the length of employment during the first year. With the approval of the employee s supervisor, annual leave may be taken in advance. Upon termination of employment, used but unearned annual leave shall be deducted from the employee s final pay and earned but unused annual leave shall be added to final pay. 9.1.6. Accumulation. Page 11 of 24
9.2. Sick Leave 9.1.6.1. For clergy and program staff: A maximum of one full calendar month, which may include as many as 23 working days and as many as 5 Sundays may be carried over to the following year. 9.1.6.2. For the lay staff: A maximum of 2 ½ weeks (100 hours) may be carried over to the following year. 9.1.6.3. Amounts in excess of the above number will be converted to sick time. 9.1.6.4. Employees may be paid additional compensation for unused earned annual leave upon separation. 9.2.1. Uses. Sick leave is to be used by an employee to recover from personal illness, injury, or disability which prevents performance of usual duties. Other uses of sick leave include absence due to 9.2.1.1. Adoption or birth of a child; 9.2.1.2. Medical or dental appointments for the employee or members of the immediate family; 9.2.1.3. Illness or injury of a member of an employee s immediate family or other dependents living in the household; or 9.2.1.4. Death of a member of an employee s immediate family or other dependents living in the employee s household 9.2.2. For purposes of this section, immediate family includes partner, children, parents, partner s parents, and any other dependents living in the household. 9.2.3. Leave earnings. An employee with a permanent or probationary appointment and who is on the payroll for at least one-half of the regularly scheduled work days and holidays in a given month earns sick leave for that month. Employees who are on workers compensation leave without pay continue to earn sick leave. A full-time employee earns sick leave at the rate of 6.7 hours per month or 2 weeks per year. Part-time employees earn leave, in hours, on a prorated basis according to the number of scheduled Page 12 of 24
work hours each week. Up to one week of unused annual leave is automatically converted to sick leave effective January 1 if employment status is maintained through December 31. 9.2.4. Leave accumulation. Regular full-time employees may accumulate sick leave up to 30 working days or 240 hours. Parttime employees accumulate leave, in hours, on a prorated basis according to the number of scheduled work hours each week. Employees do not forfeit unused sick leave except upon separation. Employees are not entitled to additional compensation for unused sick leave. 9.2.5. Advancement of sick leave. The vestry rector or chief administrator may approve advancement of sick leave to an employee based on individual circumstances and organizational requirements. The maximum advancement is the amount that the employee could earn for the remainder of the current calendar year. An employee must be on the payroll for leave to be advanced. 9.3. Family Leave. After the probationary period, an employee may be allowed up to twelve weeks of unpaid leave for family obligations associated with the adoption or birth of a child. Family leave is appropriate for both mothers and fathers and shall be scheduled and approved in the same manner as annual leave. Accrued annual leave or sick leave may be taken during family leave time. Employees will not be compensated for family leave. Requests for family leave will be made to and approved by the employee s supervisor. 9.4. Medical Leave. A medical leave of absence may be granted for an illness or disability of an employee or an employee s immediate family. Employees who have completed at least one year of continuous service may submit a written request to his or her supervisor for medical leave of absence without pay for the length of any disability up to a maximum of three months. Requests for medical leave will normally be granted by the supervisor to eligible employees who present a physician s written statement that certifies the need for the leave and estimates the length of time the employee will be unable to work due to the disability. At any time during a medical leave of absence, an employee may be asked to provide medical evidence of disability. 9.5. Holidays. The following holidays are observed as paid holidays. If a paid holiday falls on a Saturday or Sunday, it will be observed on the nearest Friday or Monday as determined by the rector. If a holiday falls during an Page 13 of 24
employee s regular day off, the employee will be allowed to take another day off as the holiday. Current observed holidays are: New Year s Day, Martin Luther King Day, Monday in Easter Week, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday following, Christmas Day (except work related to Christmas services), and three days between Christmas and New Year s Day, to be determined by the rector in consultation with the parish administrator. Additionally, each employee will be given a paid holiday on his/her birthday. If a birthday falls on a Saturday or Sunday, this holiday may be taken on the nearest Friday or Monday. The actual date on which this holiday is taken may vary with the approval of the rector to meet the needs of the parish. 9.6. Health Insurance. Regular lay employees who work at least 30 hours per week are eligible for single-member medical and dental insurance coverage under the diocesan policy at a cost, if any, to be determined annually in the pay plan. no cost to the employee. The employee may secure family coverage by paying additional premiums which, if the employee desires, may be deducted from his/her paychecks. They may elect, with the approval of the rector and wardens, to have health insurance coverage through their spouse s insurance plan. Chapel of the Cross will reimburse the spouse the cost of the additional premium as long as the amount is less than or equal to the premium for similar insurance coverage offered through the Diocesan policy. Regular lay employees who work at least 20 hours per week, but less than 30 hours per week are eligible for medical and dental insurance under the Diocesan policy at their own expense. 9.6.1. Clergy Family Health Insurance. Regular clergy employees are eligible for family medical and dental coverage, if desired, under the diocesan policy at no cost to the employee. They may elect, with the approval of the rector and wardens, to have health insurance coverage for themselves and children through the employee s spouse s insurance plan. Chapel of the Cross will reimburse the spouse the cost of the additional premium as long as the amount is less than or equal to the premium for similar insurance coverage offered through the Diocesan policy. 9.7. Worker s Compensation. All employees are automatically covered by Worker s Compensation Insurance at the time they are hired. The Chapel of the Cross pays 100% of the premiums for this coverage. Employees must report any work-related injury or illness to his/her supervisor within 24 hours of the injury. Page 14 of 24
9.8. Unemployment Compensation. Employees are not eligible for unemployment compensation benefits since the Chapel of the Cross is not required to participate and does not do so. 9.9. Life Insurance. Regular lay employees who work at least 24 hours per week are eligible for term life insurance coverage under the diocesan policy. The Chapel of the Cross does not contribute to the cost of this coverage, but the employee may have the premium deducted from his/her paychecks. 9.9.1. Clergy Life Insurance. Regular clergy employees have life insurance coverage under the diocesan policy at no cost to the employee. 9.10. Lay Employees Pension. Regular lay employees who work at least 20 hours per week are eligible for participation in the Lay Employees Pension Fund after one month of employment. To participate, the employee must be between the ages of 21 and 60 and must have been employed by the Chapel of the Cross for 12 months prior to enrollment. 9.10.1. Clergy Pension. Members of the clergy are enrolled in the Church Pension Fund pursuant to diocesan Canon 36 and General Convention Canon I.8. 9.10.1.1. Jury Duty. When an employee is called for jury duty, he/she will be allowed paid leave for up to five days per year, or more with Vestry approval. This policy applies to jury duty only. It does not apply to other court appearances, such as in response to a subpoena. The employee will normally use annual leave time for this purpose. 9.11. Military Duty. The Chapel of the Cross complies with applicable state and federal laws concerning leaves for military service and will grant paid leave for up to two weeks service each year for regular employees. In the event an employee is called to active duty for more that two weeks, the extended time will be without pay. 9.12. Continuing Education. Clergy are expected to continue to grow in knowledge and understanding throughout their careers. The Chapel of the Cross encourages two weeks paid leave annually for continuing education for clergy. All employees are encouraged to attend staff development activities related to their job assignment with the approval the parish chief administrator or rector. Staff development days will be at full pay. Page 15 of 24
9.13. Clergy and Professional Program Staff Sabbatical Policy. Full-time clergy and full-time professional program staff at Chapel of the Cross shall be eligible for a paid sabbatical leave of up to three months duration after every five years of service at Chapel of the Cross. Full time professional staff shall be eligible for a paid sabbatical leave of one month s duration after every five years of service at the Chapel of the Cross. Sabbatical leave must be requested and should be taken within two years after the end of each five years of service. Sabbatical leave may not be accumulated. The actual length of the leave granted and the timing of the leave will be at the discretion of the rector and the vestry and will depend upon the nature of the leave proposed. The intention of the sabbatical is not to reward past service, but to renew and refresh the clergy and professional program staff for future service. A member of the clergy and professional program staff who requests and is granted sabbatical leave is expected to return to service at the Chapel of the Cross for at least one year. 10. Evaluations 10.1. The goal of the review process is to ascertain the effectiveness of employees in the ministry at the Chapel of the Cross, identify strengths and areas for improvement and to assist the employee in making the needed improvement. One benefit of the review process is the development of job descriptions and/or the annual update and review of such description. A job description encompasses the relationship of the staff person to the long range goal and mission statement of the Chapel of the Cross, the establishment of goals for the specific ministry, and the identification of work load measures and longer range objectives. A satisfactory performance evaluation does not guarantee a salary increase nor does it alter, modify or amend the at will employment relationship between the Chapel of the Cross and the employee. 10.2. Evaluation Process. Employees will participate in a performance review annually between Easter Day and the Day of Pentecost according to the format contained in the Chapel of the Cross Personnel Review System, revised October 21, 1999summer 2013. 10.3. Administrative and Support Staff. The parish chief administrator will review the administrative and support staff. 10.4. Sunday Nursery Supervisor. The Christian Formation Director will review the Sunday nursery supervisor. Page 16 of 24
10.5. Clergy Staff and Program Staff. The rector will review the parish chief administrator, the clergy staff, and the program directors. 10.6. Program Assistants. The Program Assistants (Chrisitian Formation Assistant and Youth Assistant) shall be reviewed by their respective Program Directors in consultation with the Rector. 10.7. Rector. A special committee composed of the personnel committee chair, the senior warden, and the junior warden will review the rector. Should either the rector or the rector s review committee request, an outside consultant may be retained to assist in the review. 11. Performance Standards 11.1. Work Assessment. At any time, the immediate supervisor may counsel a staff member for unsatisfactory job performance as determined by the supervisor. The purpose of this conference is to discuss the area of unsatisfactory job performance and state what changes are necessary. Examples of unsatisfactory job performance include, but are not limited to,: (1) excessive absence or lateness; (2) unacceptable work quality or quantity; (3) rudeness, lack of cooperation; (4) excessive personal use of the telephone; (5) insubordination or failure to follow instructions, or the Chapel of the Cross policies and procedures; and, (6) unsafe work practices. 11.2. Personal Conduct. Employee actions reflect directly on the Chapel of the Cross and, therefore all employees are expected to conduct themselves in a manner that reflects favorably on the Chapel of the Cross. 11.3. Attendance. All employees are expected to maintain their scheduled work hours. Tardiness and unexcused absences are unacceptable conduct. An employee who is unable to report to work or must be late is responsible for notifying his or her supervisor of the situation. Repeated tardiness and/or unexcused absences constitute grounds for dismissal. 11.4. Confidential Disclosures. Information of a confidential nature, existing in any form or medium, including, without limitation, electronic data, shall not be disclosed or discussed by an employee of Chapel of the Cross without the express permission of the employee s supervisor. Confidential information includes the following: (1) any information designated by the rector or a member of the clergy staff as confidential, (2) information, in whatever form, pertaining to pastoral counseling, (3) date books and appointment records of members of the clergy, (4) telephone logs and correspondence files (including email records) of members of the clergy, Page 17 of 24
(5) information pertaining to clergy discretionary funds, (6) pledge and contribution records, and (7) employment records. Records containing confidential information in any form shall not be left unattended where others can view them. Questions concerning the disclosure of sensitive information must be addressed to the rector or parish administrator. Improper disclosure of confidential information constitutes grounds for immediate dismissal. 11.5. Sexual Misconduct. The Chapel of the Cross maintains a strict policy prohibiting sexual harassment or misconduct of any kind whatsoever. Each employee must sign a statement during the employment process stating that they have received, read and understand the Chapel of the Cross Sexual Misconduct Policy and Procedure. Employees will attend any required workshops. Complete sexual misconduct policies follow these personnel policies. 11.6. Alcohol and Illegal Drugs. The use, sale, transfer, possession or being under the influence of alcohol or illegal drugs on duty is prohibited. 11.7. Disciplinary Action. When a lay employee either repeatedly violates a policy or continues to perform work tasks in an unsatisfactory manner, the supervisor will follow the disciplinary process described below. Members of the clergy are subject to the disciplinary procedures provided by canon law. 11.7.1. First Step. The supervisor will meet with the employee and issue a written warning making every effort to determine and resolve the cause of the problem. The supervisor will state specifically in the memo that the employee is receiving a formal warning. This memo will be placed in the employee s file describing the incident and actions being taken; a copy is to be given to the employee. 11.7.2. Second Step. If the inappropriate behavior continues, a second meeting will be held with the employee; the nature of the offense is again explained and the employee is warned that repetition will lead to discharge. A formal written warning of the offense, including reference to the prior incident, is placed in the employee s file; a copy is to be given to the employee. 11.7.3. Third Step. If there are further violations for the same offense, an employee may be discharged. 11.8. Immediate Termination. For lay employees, the following acts may result in immediate termination of employment : (1) theft of the Chapel of Page 18 of 24
the Cross property or that of others; (2) insubordination or refusal to follow instructions; (3) violation of the Chapel of the Cross policy on alcohol and illegal drugs; (4) Sexual harassment or misconduct; (5) deliberate destruction of the Chapel of the Cross property; (6) deliberate injury to another person; (7) unauthorized release of confidential information; and (8) any offense that the supervisor judges as a serious threat to the well-being of the Chapel of the Cross, parishioners or employees. 11.9. Grievance Procedures 11.9.1. This section applies only to lay employees. Grievances of assistants to the rector will be mediated by the Bishop as is provided by canon. 11.9.2. An employee has the right to present any grievance to his/her immediate supervisor who shall discuss the situation with the employee and determine an appropriate response. If the employee is not satisfied with the decision of the immediate supervisor, the employee may request a hearing by the rector, if the immediate supervisor is the parish chief administrator or other supervisor, or the senior warden if the immediate supervisor is the rector. The rector s (or senior warden s) decision as to the appropriate response to the grievance is final. In formulating his or her response, the rector (or senior warden) shall seek the advice of the personnel committee. When prompt action is required, the chair of the personnel committee may act for the full committee in this regard. If the grievant is dissatisfied with the response of the Rector or senior warden, the grievance would then go to the full personnel committee, which would hear the grievance and make a recommendation to the vestry. The vestry would make the final decision regarding action to be taken. 12. Separation The following procedure applies only to lay staff members since the termination of employment of a member of the clergy is governed by canon. 13. Voluntary Separation. Employees should try to give at least two weeks notice of voluntary separation; additional notice is encouraged where possible. Any unused vacation leave may be taken before the effective date of separation. All benefits will end on the last day of work except for health insurance which will terminate on the last day of the month of separation (See Sec. 12.6). 13.1. Involuntary Separation. Procedures for dismissal shall be followed as outlined in section 911. Page 19 of 24
13.2. Exit Interview. Individuals who leave employment with the Chapel of the Cross will be informed in writing of the opportunity to may participate in an exit interview with the chair of the personnel committee and at least one other member of the personnel committee. 13.3. Severance Pay. There shall not be expectations of severance pay upon separation of employment. 13.4. Suspension. In extraordinary circumstances, the rector may suspend any lay employee with pay pending resolution of that employee s continued employment status. Before taking such action, the rector may seek the advice of the wardens and personnel chair. 13.5. Continuance of Health Insurance. When a person leaves the employment of Chapel of the Cross, health insurance will continue until the end of the current month. 14. Computer Use Policy. 14.1. All members of the clergy and staff are expected to use ethical behavior in the use of computers, computer networks, and the Internet. Breach of these policies subjects the employee to disciplinary action or termination from employment per 9.7 and 9.8 for lay employees and the canons of the General Convention of the Episcopal Church and the Diocese of North Carolina for clergy. 14.2. Computer use in general. 14.2.1. Clergy and Staff. Clergy and lay staff have access to computers if it is part of their employment at Chapel of the Cross, and that computer access terminates with the end of employment. 14.2.2. Access to Files. Information that an employee saves or stores for his/her own personal use is not protected by confidentiality. In general, a lay employee s supervisor may access files and mailbox at any time. Chapel of the Cross reserves the right to inspect any files held on any of its computer system. 14.2.3. Confidentiality. If the information saved by an employee directly relates to a parishioner of Chapel of the Cross then confidentiality of this information is to be maintained. See 12.4 below. Page 20 of 24
14.2.4. Unauthorized Use. Employees should report unauthorized use of the computer system to their supervisor. Any suspected criminal activity will be reported to the police. 14.2.5. Personal Commercial Use. Computers are not to be used for private commercial work or for personal financial gain by employees. Employees may not use the computers or electronic mail for non-church sponsored or approved fund raising. 14.3. Internet usage, including e-mail, news groups and chat rooms. 14.3.1. Work Purposes. Internet access, including use of website and use of e-mail, news groups, and chat rooms is provided for work purposes. Inappropriate or excessive use of the Internet or e-mail for non-work purposes is prohibited. 14.3.2. Transmission of Offensive or Harassing Material. Employees may not use the internet, e-mail, chat rooms, and other forms of electronic transmission to knowingly access or send messages or data that are intended to be offensive or harassing to others. 14.3.3. Downloading Material. Employees may not use computers to knowingly access, download, print, store, forward, transmit or distribute defamatory or obscene materials or anything that is in violation of state or federal laws or user licenses, including copyright, trademark laws. 14.3.4. Computer Viruses, Worms or Rogue Programs. Employees may not use the computer system to knowingly launch a computer virus, worm and rogue program. 14.3.5. Reporting Viruses. If a computer virus, worm or any rogue program is suspected, necessary measures to isolate the program should be taken immediately, and the parish chief administrator notified promptly. Then, identification and repair of the problem can be undertaken. 14.4. Data Security for clergy and lay employees. 14.4.1. All employees have an obligation to protect the information stored by electronic means at Chapel of the Cross. This employee obligation Page 21 of 24
includes following recommended measures to avoid unauthorized disclosure of information and avoid contamination of the system by a virus, worm or rogue program. Refer also to 9.4. Page 22 of 24
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Employee Statement of Acknowledgment This is to acknowledge that I have received a copy of the Chapel of the Cross Personnel Policies and Procedures. I understand that it provides guidelines and summary information about the Chapel of the Cross personnel policies, procedures, benefits and rules of conduct. I also understand that it is my responsibility to read, understand, become familiar with, and comply with the standards that have been established. I further understand that the Chapel of the Cross reserves the right to modify, supplement, rescind, or revise any provision, benefit, or policy from time to time, with or without notice, as it deems appropriate. Employee s Name (Please Print) Employee s Signature Date A copy of this Statement of Acknowledgement will be placed in my personnel file. Page 24 of 24