The Chancellor serves as the chief notary and secretary of the diocesan curia (c. 482-485). He or she is the principal recordkeeper of the diocese and responsible for maintaining the security, integrity, and confidentiality of documents including maintaining the archives in accordance with Canon Law (c.486 - 491).
Acts of the Bishop and Vicar General, the nature of which are designed to have a juridical effect must, as requirement for validity, be signed by the Chancellor or a notary (c 483). The Chancellor has additional duties at the discretion of the bishop.
THE VICAR GENERAL
The Vicar General is a priest who functions as the Bishop’s deputy. He has wide-ranging responsibility for the executive functioning of the Diocese.
• The Vicar General is the principal deputy of the Bishop for the exercise of administrative authority. As vicar of the bishop, the Vicar General exercises the bishop’s ordinary executive power over the entire diocese (c. 475, §1). He is delegated to act as the Bishop in the absence of the Bishop.
• The Vicar General, by virtue of his office, can perform all administrative acts, except those, which the Bishop has reserved to himself or which by law require a special mandate (c. 479, §1).
• The Vicar General advises the Bishop on a wide variety of issues and represents the Diocese on behalf of the Bishop to a variety of internal and external publics.
• He participates in decisions regarding the assignment of priests and responds to requests from extern priests to perform ministerial service within the Diocese.
• He serves as Vicar for Religious, and serves on the Priests Mutual Benefit Society (PMBS). He also serves as an ex officio member of the Presbyteral Council, the Diocesan Council of Consultors, and the Diocesan Finance Council.
• Oversees the work of Permanent Diaconate Formation.
• Oversees the Director of Deacons in coordinating the ministry of permanent deacons.
THE MODERATOR OF THE CURIA
Under the authority of the Bishop, the Moderator of the Curia is to coordinate the exercise of administrative responsibilities, to oversee that all members of the Curia dutifully fulfill the offices entrusted to them, and to assist the Bishop in coordinating the activity of the members of the Curia in accord with the prescripts of Canon 473 §2 of the Code of Canon Law. The Moderator of the Curia fosters unity, identity, and purpose within the Curia. He guides and directs diocesan departments in the implementation of the Diocese’s mission and the priorities of the Bishop.
This Employee Handbook has been prepared to provide employees of the Diocese of Springfield – Cape Girardeau working at The Catholic Center with information about the conditions, policies and benefits affecting them as employees. The goals of the Employee Handbook are to facilitate satisfying working conditions and to inspire collaborative relationships. It is understood that these policies are subject to change from time to time at the discretion of the Diocese and that these policies are not intended to be and do not constitute an employment contract.
All employees shall perform their duties in accordance with state and federal law, Diocese of Springfield – Cape Girardeau policies and procedures, in compliance with the Safe Environment requirements and ethical standards.
Mutually Shared Vision
DIOCESE OF SPRINGFIELD-CAPE GIRARDEAU
OUR SACRED PURPOSE:
The sacred purpose of the Diocese of Springfield- Cape Girardeau is to joyfully live our Catholic faith as intentional disciples, leading all to a full life in Jesus Christ.
THREE GUIDING VALUES FOR US AS DISCIPLES:
PRAYER
Through intimacy with Jesus and inspired by the Holy Spirit, we enter into union with the Father—in solitude and when gathered—offering our praise, thanksgiving, blessing, petition, and intercession.
GENEROUS SERVICE
The love of Christ impels us to charitably serve as instruments of hope, mercy, and peace.
ZEAL
Filled with the joy experienced through our relationship with Jesus Christ, we passionately live our faith in word and action
OUR DIOCESAN VISION:
One Church, East to West: Loving Jesus, Serving Jesus, Sharing Jesus
OUR THREE PRIORITIES:
GROWING IN HOLINESS
Do we offer opportunities to intimately encounter Christ and experience his grace? How do we help individuals deepen their prayer life, fully participate in the Sacraments, come to know the Living Word of God in Scripture, and foster the call to ongoing conversion and holiness?
FORMING INTENTIONAL DISCIPLES
Is our faith community a place of invitation, welcome, and hospitality for ALL? What opportunities do we offer to continue formation as a disciple of Christ? Do we accompany individuals on their faith journey? Do we lead them to a fuller knowledge, understanding, and practice of life in Christ through the Catholic faith?
BEING SENT FORTH TO WITNESS
Do we equip individuals to live and share their faith vibrantly within their everyday community, including with other Christians or those who do not know Christ? Do we act as the hands, feet, eyes, ears, and heart of Jesus–reaching out to those most in need (physically and spiritually)?
At-Will Employment
Equal Employment
Eligibility for Employment
Areas of Responsibility and Job Description
Background Screening
References and Verification of Employment
Outside Employment
Conflict of Interest
Pension
Benefit Plans
Section 125 Cafeteria plan – POA (Premium Only Arrangement)
Tax Deferred Retirement Savings Plan – 403(b)
Flexible Spending Account (FSA)
Family and Medical Leave
Paid and Unpaid Time Off
Vacation
Holidays
Sick Leave
Funeral Leave
Jury Duty Leave
Leaves of Absence
Inclement Weather – Snow Days
Continuing Education
Short-Time/Hour
Temporary Employees
On-Call
Employees Providing Professional Services
Work Hours
Regular Office Hours
Overtime Hours of Work
Overtime Compensation
Work from Home
Breaks
Absenteeism and Tardiness
Payroll
Expense Reimbursement
Employee Personnel File
Evaluation of Employees
Separation and Transition
Voluntary Resignation
Notice of Resignation
Exit Interview
Bridged Services
Termination of Employment
Final Paycheck
Termination of Benefits
Appearance and Dress Code
Confidentiality
Courtesy Discipline
Dishonesty, Fraud and False Statements
Honesty
Illegal or Immoral Activity
Insubordination
Interviews and Requests for Information Misuse of and Damage to Property Technology, E-Mail and Social Media
Issues Specifically related to E-Mail
Use of Personal “Hand-held Devices”
Off-premises use of laptops, other equipment
Use and Duplication of Computer Software
Music and Copyright Law
Theft
Unlawful Harassment, Discrimination, Violence or Retaliation
Sexual Misconduct MISCELLANEOUS
General Guidelines for the Use of the Pallotti Center
Emergency Procedures Fire
Tornado
Earthquake
Safety and Security Threats
Intruders
Bomb Threats
Mailroom Policies and Procedures
General Employment Information
AT-WILL EMPLOYMENT
Employees of the Diocese of Springfield-Cape Girardeau working at The Catholic Center are at-will employees. This Handbook is an informational statement provided to employees to convey self-imposed policies of The Catholic Center. The Diocese reserves the right to alter the Handbook, in whole or in part, at any time, for any reason and at its sole discretion. Anything in this Handbook notwithstanding, the Diocese reserves the right to terminate the services of any employee of The Catholic Center for any reason satisfactory to the Diocese and at the sole discretion of the Diocese.
EQUAL EMPLOYMENT
The Diocese is an equal opportunity employer. There shall be no discrimination against a present or prospective employee because of race, color, national origin, sex, age, citizenship, disability, or genetic information (including family medical history) as provided by applicable state or federal laws. As a religious organization, however, the Diocese retains its right to make employment decisions considering its religious beliefs and practices in accord with the teachings and laws of the Catholic Church. It is the policy of the Diocese to promote equal opportunity in the areas of recruitment, employment, training, development, transfer and promotion.
ELIGIBILITY FOR EMPLOYMENT
In compliance with the Immigration Reform and Control Act of 1986, all employees when hired will be required to verify their identity and eligibility for employment and are required to complete the Immigration and Naturalization Service Form I-9 as required by Law.
AREAS OF RESPONSIBILITY AND JOB DESCRIPTION
Upon employment, each employee should be provided with a written job description listing the specific duties as well as the minimum requirements of the job which has been signed and dated by the position supervisor. Job descriptions should be reviewed periodically by the employee and the supervisor to determine any revisions which might be required. The employee should be provided with a copy of the job description when it is revised and approved. This should be copied and provided to the Moderator of the Curia and Human Resources and placed in the personnel file, as well.
BACKGROUND SCREENING
The Diocese reserves the right to conduct sufficient background screening, which may include criminal history, credit history, and drug screening. Background screening is viewed as a sound business and safety practice. It is not done as a reflection on the character of any particular employee. The Diocese requires all diocesan personnel, including clergy, employees, and adult volunteers to submit to a Safe Environment Background Screening in compliance with the USCCB Charter for the Protection of Children and Young People and the Federal and State Guidelines for employees
working with children, the elderly and dependent adults.
REFERENCES AND VERIFICATION OF EMPLOYMENT
As part of the Background Screening process, references provided by the employee may be contacted to verify dates of employment and eligibility for rehire. Responses to posttermination of employment inquiries into former employee’s work history by potential future employers will include the dates worked for the Diocese and the position(s) held.
OUTSIDE EMPLOYMENT
Concurrent employment at more than one Diocesan location (e.g., parish, school, etc.) must be coordinated with and approved by the Diocese Human Resources, Diocesan Finance Office, Department Supervisor, Superintendent, and/or Vicar General to ensure compliance with applicable employment and benefit laws, and the policies of the Diocese.
Concurrent employment with an unaffiliated workplace must not interfere with the duties and responsibilities of the job held at The Catholic Center, nor be in conflict with the policies and activities of the Diocese.
CONFLICT OF INTEREST
Employees of the Diocese, and particularly those at The Catholic Center, are required to behave in the best interest of the Diocese and the mission of the Catholic Church. Employees are expected to use sound and loyal judgment in the performance of duties and avoid being swayed by personal interests. In the performance of duties as an employee of the Diocese, employees must avoid the fact or the appearance of a conflict of interest. Any potential Conflict of Interest or questions with regard to Conflict of Interest should be immediately disclosed to the supervisor and Human Resources, and Moderator of the Curia.
Conflicts of interest arise when a reasonable person would question whether one’s motivations are aligned with the best interest of the Diocese and the people and ministries it serves. Questions of loyalty arise when an employee in the course of business uses Diocesan information for private gain; becomes involved in activities that are in conflict with the teachings of the Catholic Church; uses spouses or relatives as vendors or suppliers; or accepts commissions, kickbacks, gifts or gratuities from suppliers.
The Diocese recommends that employees be active in their communities and charitable organizations. Generally, volunteer activities do not require prior approval of the Diocese because their goals are not in conflict with the Catholic Church; nevertheless, there are occasions that compromise one’s good judgment and prevent an employee from acting in the best interest of the Diocese or create an impression that one is objectively not doing so.
Employment Status
EMPLOYMENT CATEGORIES
Employment categories fall into two classifications under the Fair Labor Standards Act: exempt and non-exempt.
Exempt: A staff position in which at least 80% of the work performed is executive, administrative or professional in nature and is paid on a salaried basis is an exempt position. The position might include supervision of other workers and use of discretionary powers in day-to-day performance of duties.
Non-exempt: An associate staff position in which work performed is other than executive, administrative or professional is considered a non-exempt position. Nonexempt positions are typically paid on an hourly basis and include clerical and other support positions.
EMPLOYMENT CLASSIFICATION
The Diocese uses the following classifications of employee positions:
Full-Time: Employees normally working forty (40) hours per week or an average minimum of twenty (20) hours per week on a permanent basis are considered full-time employees. Full-time employees are eligible for all benefits except as provided herein.
Part-Time: Employees normally working less than twenty (20) hours per week are considered part-time employees. Part-time employees are covered for Social Security and Workers’ Compensation benefits, but are not eligible for health or pension benefits.
Flex-Time: Full-time employees of The Catholic Center are paid for and expected to work 40 hours per week unless otherwise specified at the time of hiring. There are many different and unique events and circumstances that may require an employee to travel and to work outside of regular office hours, evenings and weekends. This may result in some flexibility in usual work hours, but should be coordinated with an approved by the supervisor.
There are some positions that require less than 40 hours per week. Generally, the hours required in the office for these employees occur between 8:00 a.m. and 5:00 p.m. Flexible working schedules for part-time employees must be approved in advance by the supervisor.
Full-time employees may choose a 40-hour work week within a five-day week (Monday through Friday) beginning as early as 7:00 a.m. and ending as late as 6:00 p.m. and may include a lunch break of one-half hour (30 minutes) instead of the standard hour. All arrangements must have the approval of the supervisor.
Morning and afternoon breaks are not to be included in Flextime.
Temporary Employees: Temporary employees are employed to work on special projects or on a “fill-in” basis for short set periods of time, usually not exceeding six (6) consecutive months and no more than one-year. Temporary employees are eligible for statutory benefits.
On-Call: An individual hired to work on an as-needed basis is classified as on-call. An on-call employee is hired for a short duration of time, less than 20 hours per week. When an oncall employee works more than 20 hours per week for a period in excess of six (6) months, the employee is to be re-classified to the appropriate status. On-call employees are eligible for statutory benefits.
Employees Providing Professional Services: Individuals hired or contracted for specific services, such as music and choir directors, organists, and other professionals (i.e., licensed mental health professionals, investigators working for the working for the Tribunal or Child and Youth Protection whose services are not typically provided by diocesan employees), may be compensated in the form of a stipend or a per-hour or per-service basis.
WORK HOURS
Regular Office Hours: Normal hours of operation at The Catholic Center are Monday through Friday from 8:00 a.m. until 5:00 p.m. The Catholic Center is closed on designated Catholic Center paid Holidays, certain Holy Days that fall on Monday through Friday, and Guaranteed Civil Holidays. (See Holidays.)
Overtime Hours of Work: At times of emergencies or when a Catholic Center staff member has an extra heavy work load, overtime hours of work may be required to meet those needs. Each employee is expected to work a reasonable amount of overtime to assist in taking care of these situations. All overtime must be authorized in advance by the supervisor.
Overtime Compensation: Overtime is defined as time actually worked in excess of forty (40) hours in one week. The work week at the Catholic Center runs Sunday through Saturday.
Exempt employees are not ordinarily entitled to compensation for overtime.
Work from Home: Under certain circumstances and when approved by the Supervisor, Human Resources and the Moderator of the Curia, an employee may work from home temporarily or for brief periods of time.
Breaks: There are 15-minute morning and afternoon breaks
which are included in these 40 hours. The normal lunch break is one-hour. A period of at least one-half hour (30 minutes) must be taken for lunch.
Absenteeism and Tardiness: Absenteeism and tardiness can be disruptive and could interfere with the ability to serve parishes and their parishioners, schools and their students and parents, clients and co-workers. Excessive and unexcused absences and tardiness can result in disciplinary actions. Employees are expected to be at their workstations on time each day during regular office hours. The Supervisor should be notified by 10:00 am when an employee has unscheduled or unplanned absence.
PAYROLL
The Catholic Center employees are paid semi-monthly on the 15th and the last day of each month. If a scheduled payday falls on a weekend, employees are paid on the workday preceding the scheduled date. Electronic direct deposit of payroll is available. Time sheets for non-exempt employees should be properly authorized and submitted at least two (2) days prior to the scheduled payday, estimating time if necessary. Any estimating errors can be corrected in the next pay period.
EXPENSE REIMBURSEMENT
Employees will be reimbursed for their reasonable business expenses. The Diocese will reimburse expenses for preapproved attendance at work-related meetings, workshops and conferences that employees have requested to attend as part of their employment. If an employee is required to travel in the course of one’s job, they will be reimbursed for the authorized travel. Documentation and receipts are required for reimbursements and must comply with specific financial policies promulgated by the Diocese.
EMPLOYEE PERSONNEL FILE
A confidential personnel file shall be kept for each employee. Personal information not generally available to the public will be considered private and confidential. Each personnel file is the property of the Diocese. Access to the personnel file will be limited to those with proper authorization.
Personnel files will contain at least the following documents*:
a) Application for employment or resume
b) Job description
c) Annual performance review
d) Emergency contact information
e) Federal and State W-4
f) I-9 form – Employment Eligibility Verification
g) Terms of employment, current salary/wage arrangement
h) Record of absences, vacations, illness
i) Completed background check forms
j) Acknowledgement of Receipt for the Employee Handbook
k) Acknowledgement of the Diocesan Policies, Guidelines and Procedures
l) Acknowledgement of the Safe Environment Policy and Procedures/Code of Conduct
EVALUATION OF EMPLOYEES
The Moderator of the Curia of the Diocese will initiate an annual professional growth review of each staff member. Employees will complete an annual performance review with their immediate supervisor. Forms are provided to each employee for use in conjunction with the respective review process.
SEPARATION AND TRANSITION
Voluntary Resignation: When an employee decides to resign voluntarily from employment with the Diocese, the following steps will provide for a smooth and orderly transition.
Notice of Resignation: Employees are to provide the Supervisor, Human Resources, or the Moderator of the Curia with at least two (2) weeks written notice of resignation. During this period, the employee is responsible for returning Diocese property in their possession or for which they have been responsible, including keys, laptops, equipment, documents, electronic devices, passwords, etc.
Exit Interview: An employee terminating employment with the Diocese may be required to participate in an exit interview conducted by their supervisor or senior manager, or they may be considered automatically ineligible for rehire.
Bridged Services: When an employee returns within 90 days to resume employment with the Diocese, the original date of hire will be reinstated. An employee returning after 90 days from the date of termination is considered a new hire.
Termination of Employment: All employees of The Catholic Center are “at-will” employees and may be terminated with or without cause. Nevertheless, some causes of termination of employment by the Diocese include but are not limited to poor job performance or misconduct. Likewise, staff reductions necessitated by economic, organizational, or other factors are among the factors that may result in termination of employment.
Final Paycheck: On termination of employment, the employee will receive all wages due for work completed through the last day worked pursuant to wage and hour laws, and will include accrued vacation time.
Termination of Benefits: Health plan coverage and life insurance terminates on the last day of the month during which termination of employment occurs.
Extension of Benefits (COBRA): An employee covered under a health plan has the right to continue coverage at their own expense through an Extension of Benefits at the group rate for a period of at least 18 months after termination of benefits. The Finance Office will assist in coordinating such benefits.
Employment Benefits
SOCIAL SECURITY
All lay employees, including part-time employees, are covered by the federal social security program, known officially as the Federal Insurance Contributions Act (FICA). The cost of coverage, by law, is shared equally by the employer and employee. Social Security provides for payment of retirement and disability benefits and eligibility for Medicare benefits.
WORKERS’ COMPENSATION
Workers’ compensation assists employees who are injured while within the scope and course of their employment. If a compensation injury, workers’ compensation pays for medical treatment and provides some compensation for lost pay after certain waiting periods are met. All employees, full and parttime, clergy, religious and lay, are covered by the Missouri Workers’ Compensation law. No sick time or vacation time accrues during a period for which an employee receives workers’ compensation benefits. All work-related injuries should be immediately reported to the Human Resources, Diocesan Finance Office.
UNEMPLOYMENT COMPENSATION
Because non-profit organizations are not subject to the Missouri Unemployment Compensation Act, the Diocese does not offer this benefit.
Eligible diocesan employees (those permanent employees working 20 hours per week or more) are covered for medical, dental, vision, and prescription insurance. These coverages are summarized below. Details of each are provided in the “Your Employee Benefits” publication. An electronic version is available to employees for viewing/printing upon eligibility. Contact the Human Resources/Diocesan Finance Office for information not covered in the benefits document. At this time, the Diocese pays the individual premium for all eligible employees. Dependent coverage is available. The full cost of the dependent coverage is the responsibility of the employee.
Medical: The medical insurance portion covers items such as doctor visits, hospital visits, lab work, telehealth, and mental/behavioral health needs. The Diocese participates in a preferred Provider Organization program (PPO) for medical benefits. Coverage includes significant wellness benefits.
Dental: Dental benefits include full coverage for cleanings/ check-ups every six months and percentage coverage for other necessary dental work.
Vision: The vision coverage provides flat dollar amount allowances for exams, frames and lenses.
Prescription: Prescription coverage provides for
mail-order and local pharmacy purchase of prescription medications with flat rate co-payments, depending on the specific medication and the place of purchase.
LIFE, ACCIDENTAL DEATH/DISMEMBERMENT AND LONG-TERM DISABILITY COVERAGE
Term life insurance is provided during the period of employment at the rate of 1.5 times (150%) of the annual salary of the employee at the time of death up to a maximum of $150,000, with an accelerated benefit option for terminal illness. Accidental death/dismemberment benefits are payable at double the regular benefit if an injury or death occurs as a result of an accident while riding as a fare-paying passenger on a public conveyance. Long-term disability benefits are also available as part of the coverage.
PENSION
Lay employee pension benefits are provided through the Christian Brothers Employee Retirement Plan. This plan is described in detail in the CBERP binder provided to each eligible employee. Contributions to the pension plan at a percentage of each eligible employee’s wages are made by the Diocese.
BENEFIT PLANS
Section 125 Cafeteria plan – POA (Premium Only Arrangement): Under the Diocesan Cafeteria Plan, any health insurance premiums paid by the employee can be tax sheltered. Election to participate is made each year in December.
Tax Deferred Retirement Savings Plan – 403(b): As defined in current plan guidelines, a percentage of gross pay can be set aside tax deferred in a 403(b)-retirement savings account. This plan is managed by Christian Brothers and offers several investment alternatives. Fees for recordkeeping are paid by the Diocese.
Flexible Spending Account (FSA): As defined in current plan guidelines, an FSA allows part of salary to be set aside before Social security (FICA), Federal and State taxes, to pay for health and dependent care expenses. The plan is administered by Allied Benefits through Christian Brothers and available to permanent employees.
Family and Medical Leave: Federal legislation passed in 1993 requires most employers to offer eligible employees up to 12 weeks of unpaid leave every twelve months for their own medical condition or to care for family members who are ill. The law guarantees employees who take leave will not be terminated or otherwise adversely affected.
An employee may receive leave, without salary or wages, up to 12 work weeks during any fiscal year (July 1 through June 30) for births, adoptions, caring for seriously sick
family members (children, spouse or parents) or for a serious health condition that makes the employee unable to perform his or her job duties. A “serious health condition” is an “illness, injury, impairment or physical of mental condition that involves inpatient care in a hospital, hospice or residential medical care facility, or continuing treatment by a health provider.” Eligibility for leave for the birth, adoption or placement of a foster child expires 12 months from the birth, adoption or placement of the child.
Generally, leave will be unpaid, but in certain circumstances paid leave (vacation and sick leave) may be substituted. Ordinarily, an employee may not receive more than 12 total work weeks of leave during any 12-month period, both paid and unpaid leave.
In order to be eligible for this leave, an employee must have been employed for at least 12 months and have worked at least 1250 hours (at least 24 hours per week on average) during the 12-month period.
During the leave, the employee’s health benefits will be maintained and paid the same as if the employee had continued working.
The employee requesting family and medical leave should provide notice as soon as possible before the leave begins if the need for leave is foreseeable. Documentation of the necessity for leave is required. Upon receipt of request by an employee for such leave, the supervisor will contact Human Resources, Diocesan Finance Office for further information.
When an employee takes leave for any purpose, the employer should notify the employee on the third consecutive day that they are on Family and Medical Leave, and the provisions of the Federal family and Medical Leave Act Law are in effect.
PAID AND UNPAID TIME OFF
Vacation: All vacation time must be pre-approved by the supervisor. Employees should inform their Supervisor or the Moderator of the Curia when taking more than a few days of vacation. Eligibility for vacation begins the first full day of employment.
Vacation time is earned as follows:
a) Each employee earns 6.67 hours of vacation time monthly for years 1 through 3, inclusive of full-time employment (80 hours total = 2 weeks annually).
b) During years 4-10, inclusive of full-time employment, an employee will accrue 10 hours of vacation time monthly (120 hours total = 3 weeks annually).
c) During years 11-20, inclusive of full-time employment, an employee will accrue 13.33 hours of vacation time monthly (160 hours total = 4 weeks annually).
d) Beginning in the 21st year of employment and for each year of employment thereafter, an employee will accrue 16.66 hours monthly (200 hours total = 5 weeks annually).
The maximum accrued vacation time allowed is the employee’s current year’s earned vacation time. In the case of part-time employees, the vacation pay will be accrued based on the number of hours worked weekly. An employee who voluntarily terminates employment or who is terminated by the Diocese shall receive any accrued vacation pay.
Holidays: Guaranteed Civil Holidays: New Years Day*, Martin Luther King, Jr. Day, Memorial Day, the Fourth of July, Labor Day*, Thanksgiving Day, Christmas Day*. (*If these days fall on a Saturday, Friday is given as the paid holiday. If the fall on Sunday, the Monday is given as the paid holiday.)
Additional Catholic Center Paid Holidays: Good Friday, Easter Monday, Friday after Thanksgiving, and Christmas Eve. Holy Days that fall on Monday – Friday (if on a weekend there are no additional days off during the week): Feast of the Assumption, Feast of All Saints, Feast of the Immaculate Conception.
Sick Leave: Each full-time Catholic Center employee shall accrue one (1) day per calendar month of sick leave with pay. Each part-time employee shall accrue three and onethird (3.33) hours per calendar month of sick leave with pay. Such leave may be used for personal illness, scheduled appointments for medical or dental reasons for the employee or of the employee’s spouse or children when it is necessary for the employee to be present with the spouse or child. Employees should notify their supervisor by 10:00 am of any unscheduled time off or sickness.
Funeral Leave: In the event of the death of an employee’s spouse or child, the employee will be permitted to take such time off as may be necessary. The employee will be granted up to five (5) regular workdays with pay at his/her regular rate of pay. This amount can be increased for up to (10) regular workdays with pay at his/her regular rate of pay with approval of their supervisor, human resources and the Moderator of the Curia.
In the event of the death of an employee’s mother, father, brother, sister, guardian or former guardian, the employee will be permitted to take such time off as may be necessary. The employee will be granted up to three (3) regular work days with pay at his/her regular rate of pay.
In the event of any employee’s grandparent, aunt, uncle, niece, nephew, father-in-law, mother-in-law, brother-in-law, or sister-in-law, the employee will be granted a funeral leave for up to two days with pay at his/her regular rate of pay. The preceding applies if an employee serves as a pallbearer for an acquaintance.
Jury Duty Leave: Any employee who, by order of any court, is required to serve as a juror or witness shall be paid for such day by the Diocese. It is understood that is the employee is not accepted as a juror and is released by the court from such service, he/she will report for work as soon as possible if such
release occurs during regular office hours. The employee shall submit to his/her supervisor a copy of the order, subpoena or summons within 24 hours of its receipt, which shall constitute proper notice that the employee will be absent from work on the day or days specified in such order, subpoena or summons.
Leaves of Absence: Leaves of absence without pay may be granted by the Diocese to any employee for reasonable cause without loss of the employee’s seniority status or other benefits. Application for leave must be made in writing and be approved by the Supervisor and the Moderator of the Curia. Normally, a leave of 90 days will be the maximum leave granted, but may be extended for reasonable cause. Any employee who, while on leave of absence, obtains employment with another employer, will be subject to discharge.
Inclement Weather – Snow Days:
The Catholic Center will be open during normal office hours even during inclement weather and when travel is difficult. If, in the event, The Catholic Center is closed due to dangerous road conditions or severe weather, employees will be notified by telephone, text, or email. Otherwise, employees should arrive as soon as safely possible. If unable to safely travel to work, employees are asked to contact their supervisor before 10:00 a.m. That day will be considered a vacation or sick day, according to employee’s option.
CONTINUING EDUCATION
The Catholic Center professional staff are encouraged to pursue continuing education related to their work for the Diocese. A written request for a grant for program and travel expense for continuing education should be directed to the Moderator of the Curia who will review the proposal will make a final recommendation to the Bishop.
Generally, the grants are for non-academic degree-related opportunities directly related to an employee’s particular position.
Each employee of The Catholic Center support staff has $200 allocated annually in the departmental budget for continuing education expenses. Prior to course registration or purchase of any materials, the support staff member submits to their supervisor a description of the educational; opportunity and makes a request for the use of these funds.
The Catholic Center Environment
The Catholic Center is a smoke-free environment. Employees are prohibited from using tobacco, e-cigarettes, vaping, or other similar products or devices in The Catholic Center.
The Catholic Center is an Alcohol and Drug-Free Workplace. Employees are prohibited from the using, possessing, and/ or being under the influence of alcohol or impaired by other drugs at any time while at work.
Safety
The outside doors of The Catholic Center remain locked throughout the day and may be accessed with a building key. Employees are given a key to the building at the time of hire when necessary. A lost or misplaced key must be reported immediately to one’s supervisor. Duplicating or loaning a key for any reason is forbidden. All keys must be returned to the Diocese upon separation of employment or before the employee takes a leave of absence.
The Catholic Center has an Alarm System that is activated in the evening when The Catholic Center closes and deactivated when The Catholic Center opens. The Alarm System has a Code which must be entered immediately upon entering the building to deactivate the alarm. The Alarm System should be activated by the last staff person when leaving The Catholic Center.
Employees and visitors are prohibited from possessing weapons of any sort while working with minors or vulnerable adults, except and only when in compliance with diocesan policy.
Employees are to assist in maintaining safe working conditions and urged to follow common sense safety practices, to immediately correct and/or report any potentially unsafe conditions, hazards or dangers, and to report all accidents and injuries to their supervisor or Human Resources, Diocesan Finance Office.
Prayer Periods
The Catholic Center has designated Prayer Periods for the entire staff, currently scheduled 10:00 to 10:15 a.m. on Monday and Friday mornings. Mass is celebrated monthly in the Chapel at St. Agnes Cathedral. Periodically the Catholic Center will conduct staff days of recollection.
All staff should plan to attend these opportunities for spiritual growth.
Switchboard Substitution Schedule
Designated support staff from each department will assist in coverage for the receptionist during morning and afternoon break times and lunch. These times are rotated regularly. Each staff person should arrange for coverage if they are absent due to illness and for scheduled vacation days.
If receptionist is away for the day for an extended period, the coverage will be made ahead of time, when possible.
Standards of Conduct
APPEARANCE AND DRESS CODE
It is the responsibility of all employees to project a positive image. Every employee is expected to present a neat, clean, modest and well-groomed appearance during working hours and should not wear apparel that creates disruption or distracts others from performing work. Employees will dress in a manner appropriate to the employee’s assignment. During the working hours, all employees should adhere to a professional, business casual dress code. The Diocese recognizes that there are occasions when individuals may need to wear specific clothing due to medical reasons or at special events at The Catholic Center. These instances need to be approved by the direct supervisor.
CONFIDENTIALITY
All information related to the work at the Diocese and The Catholic Center and all its locations, including but not limited to electronic and paper documents, files or records, is considered confidential, proprietary and protected, unless it is generally available to the public. Employees should not access, possess, copy, disclose or disseminate any confidential information, documents, files or records without the knowledge and consent of the Supervisor and may only do so when required by their assigned work duties and as requested by the Supervisor and/or Vicar General. In the event of doubt regarding the confidential nature of a document, file or record, one is to consult their supervisor. Access to records does not authorize employees to disclose their contents.
COURTESY
All employees are expected to be courteous, polite and friendly at all times during the performance of their duties. No employee should be disrespectful, use profanity, or other objectionable speech that injures the image or reputation of the Diocese.
The Diocese requires all supervisors to treat the employees they supervise with dignity and respect. Supervisors are expected to listen with courtesy and empathy to the concerns of their employee and provide adequate opportunity for employees to seek counsel or advice in connection with their work. Supervisors are expected to communicate clearly the expectations and responsibilities for which the employee will be held accountable. They are also expected to assist employees who seek to clarify responsibilities, expectations or instructions.
Whenever necessary, correction or reprimand of an employee is to be administered privately and confidentially. Direction and criticism are to be given respectfully and courteously, without belittling or demeaning the employee.
Employees being treated in a manner that violates this policy are encouraged to address the treatment with their supervisor or to Human Resources or Diocesan Office of Finance.
DISCIPLINE
The Diocese addresses matters of discipline on a case-bycase basis in order to determine the best course of action for a particular incident (e.g. verbal and written warning, probation, suspensions, “introductory period extensions,” demotion, and termination of employment). Employment at the Diocese is “at-will” and there is no guarantee that any particular form of discipline will be used prior to termination of employment. The employee or the Diocese may terminate employment at any time without advance notice or cause. Violation of any part of this policy is subject to disciplinary action up to and including termination of employment.
DISHONESTY, FRAUD AND FALSE STATEMENTS
Employees or applicants may never falsify any application, medical history record, invoice, paperwork, time sheet, time card, investigative questionnaire or any other official document. Any employee found to have falsified or made material misrepresentations or omissions on these and other official documents will be subject to immediate termination of employment. Employees are required to report any such violations to their supervisor or the Vicar General. If the person who is altering the record is one’s supervisor, the incident is to be reported to the Human Resources, Diocesan Finance Office Manager.
HONESTY
Diocese policy, in accord with the teachings of the Catholic Church and the precepts of divine law, as well as applicable federal and state law, prohibits employees from making deceitful, disingenuous representations in the course of business. Employees are required to be honest in their dealings with others including supervisors, co-workers, and those served by the Diocese.
ILLEGAL OR IMMORAL ACTIVITY
Employees may not engage in any kind of illegal or immoral activity, which is in contradiction of the faith, teaching or mission of the Roman Catholic Church, whether on duty or off the job which reflects detrimentally on the reputation of the Diocese.
INSUBORDINATION
Employees must follow the lawful and ethical directions of a supervisor or management official and may not act in an insubordinate manner in any respect. Employees must fully cooperate with investigations of the Diocese into potential misconduct. Refusal to fully disclose information in the course of a Diocesan investigation constitutes insubordination and will not be tolerated. Failure to observe these provisions will lead to the application of disciplinary actions up to and including termination of employment.
INTERVIEWS AND REQUESTS FOR INFORMATION
Interviews and Requests for information from news media
or other parties not employed with the Diocese should be referred to the Director of Communication, Media and Publications. Interviews should only be conducted with the knowledge and consent of the Diocese and the Supervisor.
If a subpoena or court order is received or interview with law enforcement or other civil authority is requested, Diocesan Legal Counsel should be immediately notified before any statements are made or information is provided.
MISUSE OF AND DAMAGE TO PROPERTY
The misuse and maltreatment of, deliberate or careless damage to, and failure to properly secure and protect the property belonging to the Diocese, such as a laptop computer, audio-visual equipment, facsimile, copiers and printers, email, etc., as well as any damage to the property of one’s co-workers or clients, will not be tolerated. Employees are prohibited from using the property and equipment of the Diocese for nonwork related purposes without the knowledge and consent of the Diocese. Employees may not use Diocese equipment for the purposes of transmitting, receiving or copying materials which may be deemed offensive or insulting or are in conflict with the teachings of the Catholic Church.
TECHNOLOGY, E-MAIL AND SOCIAL MEDIA
Please refer to the Policy and Guidelines for the Use of Technology, Email and Social Media in its entirety which is included in the Safe Environment Policy and Procedures. All technology and electronic equipment used for day-to-day work performance, including but not limited to desk top computers, email, internet, social media, cellular and office telephones, facsimile, printers and copiers, etc., that are owned by and/ or provided by the Diocese or used to conduct business are subject to policies of the Diocese. Misuse and unauthorized personal use of technology and equipment may result in disciplinary action up to and including termination.
Issues Specifically related to E-Mail: Employees of The Catholic Center are given email accounts of the Diocese, which must be used for all job-related email communications. As such, employees are acting as representatives of the Diocese and should act accordingly so as to not damage the reputation of the Diocese. Just as written correspondence becomes the property of the diocese in the files, the computer systems and the documents and email correspondence created on them also belong to the Diocese. It is common practice for businesses to monitor computer systems and email. Although this practice seems primarily for legal protection, maintaining documentation of correspondence can also protect employees from misinterpretation or misrepresentation by recipients of email messages (accidental or otherwise). Be aware that deleting messages (both sent and received) with no backup eliminates documentation, conversations and agreements, and may prove to be detrimental to the protection of information, the employee and the Diocese, and therefore is prohibited.
Any inappropriate, defamatory, harassing email correspondence is prohibited. Immediate Disciplinary action may be taken in any such case.
There is no guarantee of confidentiality or privacy in email. Only send official, work-related email through your work computer. Private, what may be considered protected identifiable information, or information you would not like others to see, should be communicated in some other manner. Accidents when sending email cannot be corrected – for the most part – once the message has been sent. Assume the email may be seen by others, intentionally or unintentionally. Remember, if you would not want others to see the message, use a different means other than email.
Use of Personal “Hand-held Devices”: Hand-held Devices include telephones, tablets, pads, and video or audio recording equipment.
Personal use of Diocese Provided “Hand-held Devices”: Employees are expected to exercise appropriate discretion when using personal or business-owned devices while at the office or for official work duties off-premises.
Employees should avoid using personal devices to access social media, personal email, texts, or making personal telephone calls during office hours. Break times and lunch are appropriate times to take care of personal matters.
The Diocese may issue a business-owned “hand-held device” to an employee or may pay a set amount per month (currently $50/month) for the use of personally-owned “hand-held devices” for work-related communications.
Safety: Under no circumstances are employees allowed to place themselves or anyone else at risk to fulfill employment requirements. Employees are required to refrain from using their “hand-held devices” while driving in connection with their job duties.
OFF-PREMISES USE OF LAPTOPS, OTHER EQUIPMENT
Diocesan-owned equipment may only be used off-premises for official Catholic Center, work-related purposes with the knowledge and consent of the supervisor and the Director of the Office of Finance.
USE AND DUPLICATION OF COMPUTER SOFTWARE
All Diocesan employees shall comply with applicable federal laws and diocesan policies regarding the use and duplication of computer software.
MUSIC AND COPYRIGHT LAW
All Diocesan personnel, Catholic Center employees, shall comply with the United States Conference of Catholic Bishops statement on Music and Copyright laws. Many publishers have policies that permit the legal duplication of their copyrighted songs. The Catholic Center pays license fees
for some published music for use in Diocesan celebrations. Any questions regarding having or obtaining permission for duplication of copyrighted music should be directed to the Office of Evangelization, Family Life and Formation.
THEFT
The Diocese reserves the right to inspect all purses, briefcases, packages, lockers and vehicles on Diocese property. If an employee must remove Diocese property from the premises, they must obtain written permission from their supervisor.
UNLAWFUL HARASSMENT, DISCRIMINATION, VIOLENCE OR RETALIATION
The Diocese of Springfield-Cape Girardeau, rooted in gospel values and the teachings of the Roman Catholic Church, is committed to maintaining an environment free of unlawful harassment, discrimination, violence, or retaliation in our parishes and schools by employees.
Diocesan personnel are called to high standards of ethical conduct and personal integrity and have a responsibility to behave in a manner that bears witness to Catholic teaching. Everyone has the right to participate, learn, and work in a safe atmosphere that promotes equal opportunities and prohibits harassment and discriminatory practices with respect to Canon Law, all other Diocesan Policies, The Safe Environment Policy and Procedures, and all related civil laws.
The Diocese of Springfield-Cape Girardeau requires that any known or suspected child abuse or neglect be immediately reported to the Missouri Child Abuse and Neglect Hotline 800-392-3738 or 844-CAN-TELL, and to the Diocesan Office of Child and Youth Protection. Making a report to Child Protective Services does not preclude the need for any further investigations.
The Diocese of Springfield-Cape Girardeau expects that all relationships among persons on any parish or school campus or engaged in any church-related programs on or off campus will be respectful and free of bias, prejudice, and harassment. All members of the Diocese of Springfield-Cape Girardeau community share responsibility for avoiding, discouraging, and reporting of any form of unlawful harassment, discrimination, violence or retaliation.
SEXUAL MISCONDUCT
The Diocese of Springfield-Cape Girardeau and its Affiliates promote a zero-tolerance policy regarding sexual misconduct and are committed to creating and maintaining a safe environment for all of God’s people, one that is free from any form of sexual misconduct, which is antithetical to the teachings of the Catholic Church.
For the purposes of this policy, sexual misconduct means any behavior of a sexual nature that occurs between diocesan personnel and a minor or an adult which includes sexual abuse, enticement, exploitation, and any other such behavior,
or the appearance of any such behavior, whether in-person, verbal, written, or through the use of technology or other media, that is defined by and contrary to the moral teachings, doctrines and Canon Law of the Catholic Church; and/or unlawful as described by local, state, and federal laws.
This policy applies to all diocesan personnel, including clergy, seminarians, consecrated religious, diocesan, parish and school employees, and adult volunteers. Any violation of this policy will be grounds for discipline up to and including termination.
The Safe Environment Policy and Procedures of the Diocese of Springfield-Cape Girardeau includes references to Canon Law, as well as applicable civil laws regarding child sexual abuse, neglect and sexual misconduct, and reflects the recommendations of the USCCB National Review Board. The Policies of the Diocese of Springfield-Cape Girardeau, and civil laws that are intended to protect children and adults from violence or abuse are considered applicable and appropriate for these purposes.
Miscellaneous Policies and Procedures
GENERAL GUIDELINES FOR THE USE OF
THE
PALLOTTI CENTER
a) Reservations will be coordinated with/scheduled through The Catholic Center receptionist.
b) Use by The Catholic Center for their activities takes priority. Scheduled activities made 90 days in advance may be “bumped”.
c) Requests for the use of the Pallotti Center must have the sponsorship by a staff member.
d) St. Agnes parish organizations should process all their scheduling needs through the parish office which will then work with The Catholic Center receptionist to schedule.
e) The facility is not available for use by groups or individuals not affiliated with the Diocese or someone on staff.
f) Use of alcohol is prohibited.
g) Food is limited to catered or pre-cooked.
h) The facility should be left in/put back into the same condition it was found.
i) Trash and other materials should be emptied, the kitchen cleaned, the restrooms inspected, lights turned off, doors locked and keys returned.
EMERGENCY
PROCEDURES: DO NOT USE THE ELEVATOR
Fire: Remember to RACE and PASS
Rescue/Remove: Help to rescue or remove any persons from the immediate area.
Alarm/Alert: Pull the nearest alarm and call 911 and alert others in the area.
Confine/Contain: Close all doors to the hazard or fire area.
Extinguish/Evacuate: Extinguish by using the closest fire extinguisher if the fire impedes your evacuation route. Evacuate the area—DO NOT USE THE ELEVATOR. Go to the designated meeting location—for Catholic Center, employees should proceed to the west end of the parking lot and check in with the receptionist. If the Pallotti Center was being used, confirm that all present have been safely evacuated.
Using a Fire Extinguisher:
Pull the pin
Aim at the Base of the Fire Squeeze the Handle Sweep side to side
Tornado: When inclement weather is predicted, please pay attention to weather emergency statements.
If a Tornado Warning has been made, an announcement will be made over the PA system. In case someone does not hear that announcement, staff should alert others that a weather emergency has been announced.
All Catholic Center staff should close office doors and immediately proceed to the Basement below the Conference Room/Pallotti Center using the stairs in the hall way between the main Catholic Center and the Conference Room/Pallotti Center.
Earthquake: If a tremor strikes when inside the building:
a) Stay inside the building
b) Initiate duck and cover, under a desk or table
c) Avoid windows and glass, stand or sit against an inside wall
After a tremor is over:
a) Chuck for injured people. Do not move anyone who is seriously injured unless they are in immediate danger
b) If the building is damaged, shut off all gas valves and evacuate
c) Open doors carefully, watching for falling bricks, objects
d) Do not use any matches or lighters. Only use the telephone to report an emergency
e) Evacuate to the designated meeting area on the west parking lot
SAFETY AND SECURITY THREATS
Intruders
a) Call 911
b) Silent Code to Security/Office of Finance, request for assistance
c) Evacuate the area
d) Secure inside doors, shelter in place
Bomb Threats
a) Call 911, notify law enforcement
b) Evacuate the building and move to a safe distance, meet on west parking lot
MAILROOM POLICIES AND PROCEDURES
Documents are no longer printed or prepared and processed for mailing on premises of The Catholic Center.
Orders for large-scale printing jobs and mailings should be arranged through the respective Office Directors.
Appendices
APPENDIX I
SAFE ENVIRONMENT POLICY AND PROCEDURES
Background Screening
Safe Environment Training Code of Conduct
POLICY AND GUIDELINES FOR THE USE OF TECHNOLOGY, E-MAIL AND SOCIAL MEDIA
Issues Specifically related to E-Mail
Use of Personal “Hand-held” Devices, Off-premises computers, laptops
POLICY ON HARASSMENT, DISCRIMINATION, VIOLENCE AND RETALIATION FOR EMPLOYEES, OTHER STUDENTS, AND THIRD PARTIES
The Diocese of Springfield – Cape Girardeau is committed to the mission and ministry of protecting our children and young people. Through the Safe Environment program, our clergy, employees, teachers, and our volunteers who regularly work with children and youth have been trained to support this effort to provide a safe environment for our youth. All policies listed in the Appendices may be found at www.dioscg.org or by scanning the QR code.
