Suggested Human Resources Policies

ARCHDIOCESE OF INDIANAPOLIS Suggested Human Resources Policies Recommended for Parish, School, and Deanery Staff January 2014

Table of Contents Page Introduction 1 The Employment Process Types of Employment 2 Establishing Positions 2 Hiring and Reorganizing 2-3 Employment of Relatives 3 Our Pay Practices Reimbursement of Expenses 4 Pay Increases 4 Time Away From Work Vacation Benefits (for non-school staff) 5-6 Holidays (for non-school staff) 6 Sick Leave 6 Spiritual Enrichment Days 6 Personal Leave 7 Funeral Leave 7 Military Leave 7 Jury Duty and Subpoenaed Court Appearances 7-8 Performance Management Performance Appraisal 9 Professional Development 9 Discipline 9 Administrative Leave 9 Termination 10 Other Policies Emergency Closures 11 Lunch and Break Time 11 Personal Appearance 11 Smoke-Free Workplace 11 Telephone Use 11 Use of Church Name 12 Working Hours Local Amendments to Human Resources Manual 13

Introduction These suggested policies were developed to provide guidance to parishes, schools, and other institutions of the Archdiocese of Indianapolis who wish to establish comprehensive human resources policies and practices. This document is intended to supplement the Employment Law Manual for Parish, School, and Deanery Employees. Whereas the Employment Law Manual contains policies that are required by federal or state law or by the Archdiocese, the suggested policies in this document can be modified at the local level. Likewise, the pastor, principal or other administrator may choose to add other policies or delete some policies that may not be pertinent. The term archdiocese as used in this manual refers collectively to all of the parishes, schools and other institutions of the archdiocese, not specifically to the administrative offices of the archdiocese. Therefore, the duties and responsibilities assigned to the archdiocese in this manual would typically be performed by the parish, school, or other institution for which the employee works. While the Archdiocese believes wholeheartedly in the policies and procedures described, it is committed to reviewing them continually and reserves the right to change or terminate any or all of them at any time. The language in this document is not intended to create a contract between the Archdiocese and any or all of its employees. The intent of the document is to establish policies that embrace our values as a Church and promote the just and fair treatment of our employees. The Director of Human Resources is responsible for the overall administration and interpretation of these policies, and any questions should be directed to the Human Resources Office. 1

The Employment Process Types of Employment Contract A person is employed under contract when both the employer and the employee sign a written agreement which specifies the terms of employment. At-Will An employee without a contract is an at-will employee. An at-will employee may resign at any time. Similarly, the employer may terminate an at-will employee at any time, but may not terminate an at-will employee in violation of state or federal laws. The Archdiocesan Human Resources Office recommends that employees are not offered contracts for employment, with the exceptions of school administrators and teachers. Establishing Positions 1. When a parish, school, or institution establishes a position, it represents a major commitment of resources in support of the mission of the Church and in response to the needs of Church and society. 2. In parishes, pastors have the authority to establish positions, change them, or abolish them in consultation with their respective councils (Pastoral, Finance, etc.), commissions, and other advisory groups. Hiring and Reorganizing 1. Position Descriptions: It is recommended that all employees should have written up to date position descriptions. The position description states: a) Purpose for the position and how it responds to the needs of the organization or community b) Description of the responsibilities and tasks of the position c) Examples of the work to be done d) Qualifications necessary in an applicant Position descriptions should normally be reviewed and updated annually, which may occur in conjunction with a performance appraisal meeting. The Archdiocesan Human Resources Office has drafts of position descriptions for a wide variety of positions that may be helpful in the development process. 2. Vacancy Posting and Current Staff: Employers should normally consider the qualifications of current staff members when vacancies exist. Current staff may be notified of vacancies and may apply for the position(s) 3. Application: Employers shall require applicants for vacancies to complete a standard Archdiocesan 2

application form. Employers may add to the Archdiocesan application form questions appropriate to the position vacancy and to the employing location. 4. References: Before offering a position to a candidate, it is essential that the employer carefully and thoroughly check references, especially former employers and others who have worked with the candidate. Information about how to check references and forms to document references are available from the Human Resources Office. 5. Criminal History Check: The offer of employment is contingent on the results of a criminal history check, conducted by the Human Resources Office. Employment of Relatives In order to retain the objectivity that is essential to effective decision-making, relatives are not to hire or supervise one another or check, review, and/or process work of one another. Supervisors may further restrict the employment of relatives where close proximity might disrupt optimal performance of functions. A relative, for this purpose, is defined as: husband, wife, father, mother, stepfather, stepmother, child, grandparent, grandchild, in-law, brother, sister, niece, nephew, aunt, uncle, or cousin. The purpose of this policy is to prevent situations in which a supervisor s family responsibilities may create a conflict-of-interest with his or her job duties. It is recognized that there are employment arrangements within the Archdiocese that may violate this policy, since the hiring of relatives was not previously restricted. These current situations will be allowed to continue it they do not interfere with the work performance of the individuals involved or the effective functioning of the organizations. 3

Our Pay Practices Reimbursement of Expenses Employees will be reimbursed for expenses that are incurred as a result of job duties (meals, lodging, parking, tolls, etc.) Automobile mileage, other than the employee s normal commute from their homes, will be compensated at a rate set by the Archdiocese annually. Actual expenses incurred in attendance at conferences, conventions, and the like, with the prior approval of the supervisor, are reimbursed with appropriate funding. Expense accounts with supporting documentation must be approved by the supervisor before being presented for reimbursement. Budgetary guidelines for travel and continuing education should be considered and followed. Pay Increases In July, non school employees are normally eligible for salary increases based upon (a) the availability of funding and (b) the employee s job performance. Pay increases for school faculty are determined by approved salary schedules. 4

Time Away From Work Vacation Benefits (for non-school staff) Persons employed between January 1 and June 30 will be eligible for a vacation of five working days during that year after completing at least three months of employment. Persons employed between July 1 and December 31 receive no paid vacation during that calendar year, but will be eligible for a vacation of ten working days during the next calendar year after completing at least three months of employment. In succeeding years, employees are eligible for vacation during the calendar year as follows: Calendar Years of Service Working Days Granted as Vacation 2 10 3 12 4 14 5-6 15 7-8 16 9-10 17 11-12 18 13-14 19 15 + 20 In computing years of service for vacations, the calendar year during which employment began is counted as a full year regardless of the month employment began. Since the purpose of a vacation is to provide opportunity for rest, recreation, and safeguarding of health, an employee will not receive pay in lieu of vacation. Vacations, whenever possible, should be taken in units of one or two weeks or the portion less than one week that has been earned. No less than one-half day of vacation may be taken. You must receive prior approval from your supervisor at least one week in advance before taking any vacation time. Vacations are normally to be taken in the calendar year in which they are earned. Unused vacation may not be carried over to the next year except at the discretion of the supervisor, and then no more than 5 days may be deferred and must be taken before the following June 30. 5

At termination of employment, an employee will be compensated for any earned, but unused vacation time (pro rated based on the number of months worked thus far in the calendar year). No vacation time can be taken after an employee gives notice of resignation in order to promote a smooth transition of duties. Holidays (for non-school staff) Employees of the Archdiocese will normally observe the following holidays: New Year s Day Martin Luther King, Jr. Day Memorial Day Independence Day Labor Day Thanksgiving Friday following Thanksgiving Christmas Eve Christmas School holiday schedules differ. Archdiocesan organizations may allot specific holidays that vary, and each organization will determine if Holy Days will be observed through time off or in other appropriate ways. Please consult your supervisor for any necessary clarification. Sick Leave Sick leave with pay may be taken in case of the illness of the employee, his/her child, or other relatives living with the employee. Medical and dental appointments for the employee that cannot be arranged for evenings or other times may be included in sick leave. Full-time employees who work 12 months per year are granted 12 sick days per year. Teachers and other fulltime employees who work during the school year are allowed 9 days of sick leave per year (first year teachers receive 10 days of sick leave). Teachers with less than a full 192 days of contracted service will receive one sick leave day for each 18 days of teaching. Sick leave up to 90 days may be accumulated and carried over from year to year. The accumulation of part-time employees sick leave will be pro-rated. Sick leave may not be taken in increments of less than half a day. When additional time is needed, it is either charged to vacation time or considered leave without pay. The supervisor may, at any time, ask the employee to submit a doctor s statement regarding the absence for illness. There will be no payment for accumulated sick leave upon termination of employment. Spiritual Enrichment Days The Archdiocese believes that ongoing personal development is essential to the well-being and effectiveness of employees. As such, each Archdiocesan organization is encouraged to provide at least one spiritual enrichment day for staff members, which may include attendance at a retreat or participation in private or group reflection. Any reimbursement for cost that may be involved requires the prior approval of the supervisor. 6

Personal Leave It is expected that employees will conduct as much of their personal business as possible on non-working time. However, if an occasion arises when it is imperative for an employee to be absent for personal reasons, approval should be secured at least one week in advance from the supervisor, whenever possible. Regular full-time staff members only are eligible to receive two (2) days of personal leave with pay per year. Personal leave must be taken in increments of at least half a day. The personal leave eligibility for each staff member shall be effective with the beginning of each calendar or school year. Unused personal leave shall not be carried forward to the next year. New staff members are eligible for personal leave after three (3) months of employment. There will be no payment for unused personal leave upon termination of employment. Funeral Leave Employees are allowed up to five (5) days if needed, with pay, in the event of a death in the immediate family. The immediate family includes parents, spouse, sibling, child, grandparent, grandchild, and in- laws to the same degree. In the event of a death of a relative from other than the immediate family, up to one (1) day s absence with pay will be permitted. Time off to attend a funeral of a friend or other person may be taken as personal leave. Military Leave The Archdiocese will provide unpaid leave for required or voluntary military service that is authorized by an appropriate military authority. Employees may elect to use accrued vacation or personal days during a military leave. Employees must also provide reasonable notice of the need for military leave. Jury Duty and Subpoenaed Court Appearances If an employee is summoned for jury duty, he/she is responsible for submitting to the supervisor a letter from the Court (summons) verifying this fact as soon as possible before reporting to court. The Archdiocese will pay an employee for regularly scheduled hours of work when jury duty occurs during working hours. On any day that one is excused by the Court by noon, he/she is expected to return to work for the remainder of the day. An employee subpoenaed for Court appearances to testify or to be a witness is covered under the same guidelines. However, an employee who is a party to a civil or criminal action must use personal, vacation, or unpaid leave. 7

If an employee is subpoenaed to appear in Court or for a deposition or interview on Archdiocesan business, the employee should notify his/her supervisor immediately. A summons is different from a subpoena. A summons is a notice of a lawsuit. If anyone receives a summons directed to the Archdiocese or any of its institutions, the Chancellor s Office should be notified immediately. 8

Performance Management Performance Appraisal The Archdiocese deeply values the unique and essential contributions of every member of the staff. As an organization, we strive to promote excellence in all of our various ministries and ensure that we are fully meeting the needs of the people whom we are here to serve. Performance appraisal is intended to enhance our growth as individuals and as an organization. It is recommended that each employee participate in at least one performance appraisal per year. The format for the performance appraisal will be determined at each location. More information about performance appraisal and sample forms are available from the Office of Human Resources. Professional Development The Archdiocese supports the on-going professional development of staff members and will provide appropriate time off and funding, with the prior approval of the supervisor. Employees may request the parish to assist in the payment of expenses incurred for education and training taken to improve job performance. Attendance at some educational programs is required, such as the teacher s institute and semester days. Discipline It is the policy of the Archdiocese of Indianapolis to respond to misconduct and other infractions by employees in a rapid, clear, and just way. Clearly defined position descriptions, clarification of lines of supervision, and periodic performance appraisals will minimize the need for such measures. Continuing communication between supervisor and employee will help prevent infractions and build a good working relationship. All infractions should first be addressed at the lowest level of supervision. Responses to infractions should reflect the seriousness and/or repetitiveness of the infraction and include a warning of the consequences for a subsequent infraction. Administrative Leave Employees may be placed on administrative leave with pay if time is required to investigate allegations or document possible occurrences. Administrative leave may also be taken for other circumstances, at the discretion of the supervisor. If at all possible, supervisors must consult with the Director of Human Resources prior to placing employees on administrative leave. 9

Termination Termination takes two forms: 1. by the employee 2. by the employer A. Termination by the Employee. The employee may terminate employment under any of the following conditions: 1. Resignation. The employee is expected to give written notice of the resignation two (2) to four (4) weeks before the planned termination date. The earliest possible notice is appreciated. 2. Abandonment of Employment. The employee fails to report to work for three (3) consecutive days without notice to the employer. 3. Retirement. An eligible employee may retire in accordance with Archdiocesan policy and program provisions. B. Termination by the Employer. The following situations constitute grounds for termination by the employer of an employee: 1. Reorganization. The position occupied by the employee is ended due to reorganization. 2. Funding. Sufficient funds are not available to the employer for the position in question. 3. Unsatisfactory Performance. The employer, as a general rule, should document the employee s unsatisfactory performance and follow these procedures: a. Written notice of duties or responsibilities performed unsatisfactorily, with explicit warning of the consequences for continued unsatisfactory performance, should be given to the employee. b. If the employee s performance does not improve, the employee shall be dismissed. 3. Misrepresentation. Employment will be terminated if the employer discovers information about the employment or personal history of the employee which was not disclosed by the employee at the time of hiring and which, in the opinion of the employer, is a material misrepresentation which directly or indirectly affects the employee s ability to carry out the mission of the employer and perform his/her job. No notice is required. 4. Misconduct. Misconduct includes, but is not limited to, the employee s willful or intentional violation of laws or regulations, the employer s policies, rules or instructions or the commonly accepted norms of social and professional behavior appropriate to positions in the Church; breach of confidentiality; insubordination; dishonesty; or any other act deviant from those reasonably expected by the employer. No notice is required. Employers must consult with the Director of Human Resources (or the appropriate Archdiocesan agency director) before the employment of a staff member is terminated. Since individual circumstances differ greatly, the procedures described above are intended to be general guidelines, and some variance is permitted to allow for the use of good judgment and discretion in every situation. 10

Other Policies Emergency Closures If it is necessary to close an office or a building because of an emergency, (e.g., snow, fire, electrical outage, etc.), every employee will be paid for a normally scheduled day s work. School employees may be required to make up days due to state requirements. Unless the office or building is completely closed for all employees, those employees who are unable to reach the building due to snow or other conditions may use accumulated vacation time, personal leave, or leave without pay for their absence. Lunch and Break Time Employees scheduled for a full work day are entitled to a lunch period of at least thirty (30) minutes (typically without pay). Rest periods of fifteen (15) minutes are permitted twice during a full work day, but may neither be taken consecutively nor in conjunction with the lunch period. Lunch and break times should not interfere with the operation of the organization. Personal Appearance Personal appearance is important in every Archdiocesan organization. Neatness, cleanliness, and appropriate attire are essential for an attractive, professional appearance. An employee s appearance and conduct inspire the confidence of the public and other employees. Although styles of attire and hairstyles change, employees are expected to avoid extremes. Questions about what is considered proper attire or hairstyle should be taken up with your supervisor. Smoke-Free Workplace To safeguard the health of employees and guests, it is recommended that smoking is prohibited at all work sites. State law prohibits smoking within eight (8) feet of all entrances. Specific policies will be set at each location. Telephone Use Ordinarily, telephones are available for business use only. Personal phone calls should be kept to a minimum. 11

Use of Church Name The Archdiocese forbids employees to use its name or the name of any of its agencies in connection with sports teams or any other promotion without permission in writing from the Vicar General. Likewise, employees may not use the name of a parish, school, or other Archdiocesan organization for any non-approved purpose without the permission of the pastor, principal, or administrator. Working Hours Supervisors will establish appropriate work schedules for employees. If an unusual situation exists for an employee, working hours may be adjusted into a different time period, at the discretion of the supervisor. Any exception that is granted to normal working hours must not, in the judgment of the supervisor, interfere with the operation of the organization. 12

Local Amendments to Human Resources Manual No single set of policies can cover every contingency or address every employment situation. Your particular work location may require an amendment to one or more of these policies. Amendments should be documented on this form, and initialed and dated by the pastor, principal, or administrator prior to distribution of this manual to employees. Amendment Date 13