Policies for Parish/Ministry within
the Archdiocese of Kansas City in Kansas
Catholic Campus Center at Washburn University
2016
TABLE OF CONTENTS
HOW TO USE THIS SAMPLE HANDBOOK............................................................ 4
WELCOME LETTER.................................................................................................... 5
INTRODUCTION........................................................................................................... 6
ARCHDIOCESAN-WIDE POLICIES.......................................................................... 7
Harassment Policy........................................................................................................ 7
Child Protection Policy................................................................................................ 7
Code of Ethical Standards............................................................................................ 7
Safe Environment Programs for Adults and Children................................................. 7
Employment of Family Members................................................................................ 7
EMPLOYMENT
Equal Employment Opportunity.................................................................................. 9
Employment Classifications...................................................................................... 10
Position Descriptions.................................................................................................. 11
Professional Development.......................................................................................... 11
Outside Employment.................................................................................................. 11
Access to Personnel Files........................................................................................... 12
Personal Data Changes............................................................................................... 12
Keys and Access Cards............................................................................................... 12
Employment Reference Checks................................................................................. 12
TIME AND ATTENDANCE
Office Hours............................................................................................................... 13
Work Schedule for Employees................................................................................... 13
Variations in Individual Work Schedeules................................................................ 13
Appointments.............................................................................................................. 13
Emergency Closures - Snow and Ice.......................................................................... 14
Compensatory Time................................................................................................... 15
Time Recording.......................................................................................................... 16
Payroll......................................................................................................................... 16
COMPENSATION
Pay Increases............................................................................................................... 17
Reimbursement of Expenses...................................................................................... 17
Separation Pay for Employees Not Unver Contract.................................................. 18
UNEMPLOYMENT INSURANCE............................................................................ 18
BENEFITS..................................................................................................................... 19
Benefit Plans............................................................................................................... 19
Workers' Compensation Insurance............................................................................. 20
TIME OFF BENEFITS
Vacation Leave........................................................................................................... 21
Sick Leave................................................................................................................... 22
Holy Days and Holidays............................................................................................. 23
Family and Medical Leave......................................................................................... 24
Funderal/Bereavement Leave..................................................................................... 27
Jury Duty Leave.......................................................................................................... 27
OTHER POLICIES
Smoking in the Office................................................................................................ 28
Personal Appearance.................................................................................................. 28
Children and Other Guests in the Office.................................................................... 28
Pets in the Office........................................................................................................ 28
Confidentiality............................................................................................................ 28
Copyright Protection.................................................................................................. 29
Media Relations.......................................................................................................... 29
Publicity...................................................................................................................... 29
EMPLOYEE ACKNOWLEDGEMENT FORM....................................................... 30
WELCOME TO THE CENTER
Our Vision. Our Dream.
In the fall of 1947, a few Catholic students of Washburn University met with Fr. Thomas J. Culhane, acting chaplain, and requested that a Newman Club be established at Washburn University. In January of 1948, the students received the blessing of the Archdiocese to proceed. During the years of the Newman Club, the Jesuit theologians of the School of Theology at St. Mary’s, KS and the Dominican Priests served the Catholic students on campus.
In July of 1970, the Archdiocese of Kansas City in Kansas purchased property on the northwest corner of 17th and Jewell to be used as the Catholic Student Center. The Washburn Catholic Campus Center was established on August 18, 1970. Father Vince Krische was appointed the first director and chaplain of the Center by Archbishop Ignatius J. Strecker. The Center was officially opened on October 3, 1970. Fr. Vince remained at the Center for seven years. Here is a story that Fr. Vince shared with the current director of the Center.
"At the time I was in Topeka at Most Pure Heart of Mary Parish/ministry. Archbishop Strecker was in town. He asked me as well as the pastor of MPHM to go for a ride. We were driving down 17th Street when all of a sudden he turned we turned onto Jewell and pulled to the curb. The Archbishop got out of the car and said come with me. Of course we followed. He went up to a house and rang the doorbell. A woman came to the door and there she found the three of us standing in black suits wearing Roman collars, but this didn't faze the woman at all. The Archbishop introduced himself and then proceeded to ask the woman if she would be interested in selling her house. He explained that he wanted to make this house a center for Catholic students at Washburn University.
Well, the woman invited us in, and yes,she was interested in selling the house. They came to a fair price and the house became the Washburn Catholic Campus Center in October 1970. The woman moved just a couple of blocks away and remained interested in what was happening at the Center. Years later she died, and she bequeathed the money from the purchase of her house back to the Catholic Campus Center. Now here is the kicker. The woman, Dorothy Palmquist, was not even Catholic!”
Over the next 19 years many priests and students have come and gone. Eventually, the Center fell into hard times. In 1996 there was no chaplain, very little, if any, student activity, and little community support. That summer, Topeka priests made one last attempt to revive the Catholic Campus Center. They allowed a handful of students the opportunity to take a leadership role. The students started a grassroots movement to bring the Center back to life. They began working together immediately and registered with the university as an official student organization called the Washburn Catholic Campus Center (WCCC). They invited their friends to attend Bible studies and spaghetti dinners. Eventually their friends invited their friends and classmates, and the cycle continued. Ultimately, the amount of time and energy it took to plan, publicize and maintain WCCC activities and property was so great, it was difficult for the student officers to keep up with their schoolwork, jobs, and other activities. Finally, in 1999, student leader Janelle Will petitioned the Archdiocese of Kansas City to become part-time coordinator of the WCCC. After her graduation from Washburn in 2000, she became full-time director of the Center.
Washburn students were responsible for the growth of the Center between 1996 and 2002. In coordination with the director, students planned a variety of campus ministry programs. Additionally, volunteers mowed the lawn, cleaned the Center, and made repairs as needed. Activities during these six years still consisted of the original Bible studies and spaghetti dinners but grew to include Sunday evening Mass & Busy Student Retreats & Eucharistic adoration, and other faith-building and educational opportunities.
In September of 2002, Patti Lyon became the director and campus minister for the Catholic Campus Center. That same fall she met with Fr. Vince Krishe at the St. Lawrence Catholic Campus Center at the University of Kansas at Lawrence. Ms. Lyon went to Fr. Vince to seek his guidance and to ask for assistance as she worked to develop a vision for the Catholic Campus Center at Washburn University. Elements of that vision have included Sunday evening Mass, Scripture study, First Fridays (our Worship, Praise & Adoration Celebration), Theology on Tap, the Kansas Catholic College Student Conference, the Giving Tree Project, small faith-sharing groups, spiritual direction, theology classes, volunteer opportunities, Eucharistic Minister, Lector and Sacristan training and more.
In 2003 the name of the Center was officially changed to The Catholic Campus Center at Washburn University.
In 2010 we celebrated 40 years of being a Catholic Campus Center.
Two current diocesan priests, Fr.Matthew Schiffelbein and Fr. Andrew Strobl, were active student members at the Catholic Campus Center during their years at Washburn. Matthew was among the core group of students working with Janelle Will and Andrew was student president of the Center from 2003-2004. Both were ordained as priests in May of 2009.
Many students have met their future spouses while participating at the Center and continue to give witness through strong Christian marriages.
The plan for a new chapel was an element of the vision too. In the summer of 2003 the director and then student president, Ashley Swanson, began to develop a plan for a chapel for the Center. Four years later, Archbishop Joseph Naumann, the members of the Catholic Campus Center, our friends and family, and all those who have supported us came together with great joy to celebrate the dedication of our new Holy Spirit Chapel.
Our Center continues to grow with the support of students, volunteers, alumni, and friends.
Patti Lyon, OFS, MS
Director & Campus Minister
Mission Statement
The mission of the Catholic Campus Center at Washburn University is to facilitate the continued intellectual, spiritual, and moral formation of the Catholic students, faculty, and staff at Washburn University and to be witnesses through our actions to the Good News of our Lord, Jesus Christ.
Vision Statement
The Catholic Campus Center at Washburn University is a Catholic campus ministry program that strives to provide a safe, comfortable, and caring community, in which students can grow spiritually, form new relationships, and deepen the understanding of their faith. By offering encouragement in worship and study, we aid in: the development of leadership skills, building of relationships with new friends, and forming of lasting memories. Through the sharing of meals and prayers, to sustain the body, mind, and spirit, we help break social barriers for a change to create a greater fellowship among new and growing friends, while supporting others in the growth and understanding of their faith. We act as models to those around us through our commitment to community and God.
INTRODUCTION
This handbook is a synthesis of the policies and practices of the parish/ministry/ministry. All policies in this handbook apply to all employees who serve in the parish/ministry, unless otherwise noted.
This handbook is intended to acquaint employees with the personnel policies, procedures and benefits. All employees should familiarize themselves with the content of this handbook, for it will answer many common questions concerning their employment.
The policies and/or benefits described in this handbook may be changed, revised, suspended, or eliminated as necessary. Employees will be notified of changes or revisions as they occur. The only recognized deviations from the stated policies are those authorized and signed by the pastor or his designee.
This handbook is not an employment contract, expressed or implied, and is not intended to create contractual obligations of any kind. Neither the employee nor the parish/ministry is bound to continue the employment relationship if either chooses, at its will, to end the relationship at any time for any lawful reason. No one other than the pastor or his designee has the authority to enter into any legally enforceable contract with an employee or make any legally enforceable promise with such an employee. A legally enforceable contract or promise must be in writing and signed by the pastor and/or his designee and the employee.
ARCHDIOCESAN-WIDE POLICIES
Note: All parish, schools and ministries must comply with these policies.
The Archdiocese of Kansas City in Kansas has in place:
A “serious health condition” is an injury, illness, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider.
Limitations on Leave
Leave to care for a newborn or for a newly placed child may not be taken intermittently or on a reduced work schedule unless the employer agrees with respect to an individual leave request. Leave to care for a newborn or newly placed child must conclude within 12 months after the birth or placement of the child.
When both spouses are employed by the same employer, they are together entitled to a combined total of 12 workweeks of FMLA leave within the designated 12 month period for the birth and care of a newborn child, adoption or foster care placement of a child with the employees, and to care for a parent (but not in-law) with a serious health condition. Each spouse may be entitled to additional FMLA leave for other qualifying reasons (i.e., the difference between the leave taken individually for any of the above reasons and 12 workweeks, but not more than a total of 12 workweeks per person).
For example, if each spouse took 6 weeks of leave to care for a newborn child, each could later use an additional 6 weeks due to his or her own serious health condition or to care for a child with a serious health condition.
Leave because of an employee’s own serious health condition, or to care for an employee’s spouse, child or parent with a serious health condition may be taken all at once or, where medically necessary, intermittently or on a reduced work schedule. If the employee takes leave intermittently or on a reduced work schedule basis, the employee must, when asked, attempt to schedule the leave so as not to disrupt the employer’s normal business operations. The employer may temporarily transfer such employee to an alternative position with equivalent pay and benefits for which the employee is qualified and which better accommodates recurring periods of leave.
Requests for FMLA Leave
An employee should request FMLA leave by contacting the Benefits Administrator either in person or in writing.
When leave is foreseeable for childbirth, placement of a child or planned medical treatment for the employee’s or family member’s serious health conditions, the employee must provide Human Resources and the employee’s director with at least 30 days advance notice. When the timing of the leave is not foreseeable, the employee must provide the employer with notice of the need for leave as soon as practicable.
Paid and Unpaid Leave
FMLA provides eligible employees with up to 12 weeks of unpaid leave. If the employee has accrued vacation or sick leave, the employee must run the paid leave concurrently with FMLA leave. Any paid leave used for a FMLA qualifying reason will be charged against an employee’s entitlement to FMLA leave. This includes leave for disability or workers’ compensation injury/illness, provided that the leave meets FMLA requirements. The substitution of paid leave for unpaid leave does not extend the 12 workweek leave period.
Return from FMLA Leave
An employee is entitled to reinstatement only if he or she would have continued to be employed had FMLA leave not been taken. Thus, an employee is not entitled to reinstatement if, because of a layoff, reduction in workforce or any other reason the employee would not be employed at the time job restoration is sought.
If the employee does not return to work following the conclusion of FMLA leave, the employee will be considered to have voluntarily resigned. The employer may recover health insurance premiums that it paid on behalf of the employee during any unpaid FMLA leave.
This policy is intended to comply with the provisions of the Family and Medical Leave Act of 1993 and all subsequent amendments. Nothing in this policy should be interpreted to create any additional rights to leave and/or benefits other than mandated by federal law.
FUNERAL \ BEREAVEMENT LEAVE
In cases of death in the immediate family, an employee eligible for benefits is granted up to three working days off with pay as bereavement leave. Immediate family is defined as spouse, child, parent, brother, sister, father-in-law, mother-in-law, grandparent, grandchild, and a relative residing in the employee’s home.
For the death of other relatives, including aunts, uncles, cousins and other in-laws, the employee is granted one day off with pay.
Other time off as necessary may be taken as vacation time, or unpaid time, as arranged with the employee’s director. If the death occurs during a vacation, adjustments may be made to provide for the bereavement leave.
JURY DUTY LEAVE
Employees are encouraged to cooperate in the civic responsibility of serving in the jury system when requested or when subpoenaed to the court.
An employee who is summoned for jury duty is responsible for submitting to his or her director a letter from the Court (summons) verifying this fact as soon as possible before reporting to court. The employee will be paid the difference between regularly scheduled hours paid and the amount received from the court for jury duty. When attendance in court is not required, the employee should return to their work assignment. 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.
While on jury duty, the employee continues to accrue all appropriate benefits.
SMOKING IN THE OFFICE
The parish/ministry observes a smoke free environment.
PERSONAL APPEARANCE
The parish/ministry office is a professional office building. All employees – men, women, lay and religious - are expected to dress in modest and appropriate business attire. The attire of parish/ministry office employees reflects the professionalism with which work is conducted. We do work with college students and therefore jeans, modest length shorts, t-shirts and tennis shoes are acceptable attire. No “flip flops”. Additionally, employees are expected to maintain proper grooming and personal cleanliness standards that are consistent with a professional place of work.
Those who work in an environment other than an office should wear clothing appropriate for the safe execution of their duties.
CHILDREN AND OTHER GUESTS IN THE OFFICE
The work environment is never an appropriate place for childcare. Children and other guests are welcome for short visits as long as they are not disruptive to other employees.
PETS IN THE OFFICE
Pets are not allowed in the offices.
CONFIDENTIALITY
Employees are expected to keep the trust of those they serve and of one another. Often, information received in the routine duties of the offices needs to be handled with confidentiality, in some instances by law. All employees are expected to honor confidential information concerning parish/ministry matters, other employees, and persons who are served by the various programs of the parish/ministry by keeping such information private. Failure to do so may result in disciplinary action, including termination of employment.
For more detail on confidentiality in professional relationships, please refer to the archdiocesan Code of Ethical Standards.
COPYRIGHT PROTECTION
Employees are expected to abide by copyright requirements and refrain from illegal reproduction or use of educational materials, computer software, liturgical music, photographs, images, logos or any other copyrighted or restricted mate
MEDIA RELATIONS
To assure proper responses, all media requests should be referred to the director.
PUBLICITY
Employees must always maintain a clear distinction in public expression, whether written or oral, between an individual viewpoint and that of the parish/ministry. Employees must obtain permission before writing any article for publication or making any public address, which will contain information in any way involving the parish/ministry. If permission is obtained, such articles shall be submitted to the pastor for approval prior to publication or delivery.
EMPLOYEE ACKNOWLEDGEMENT FORM
The Human Resources Handbook describes important information about employment at the Chancery offices and Savior Pastoral Center. I understand that I should consult my director or Human Resources regarding any questions not answered in this handbook.
Since the information, policies and benefits described here are necessarily subject to change, I acknowledge that revision to the handbook may occur, and I understand that revised information may supersede, modify or eliminate existing policies. Only the Archbishop, or his designee, has the ability to adopt any revisions to the policies in this handbook.
Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I have reviewed this handbook, and I understand that it is my responsibility to comply with the policies contained in this handbook and any revisions made to it.
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EMPLOYEE’S SIGNATURE DATE
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EMPLOYEE’S NAME (TYPED OR PRINTED)