Screening in Faith)

CHURCH OF THE EPIPHANY

DIOCESE OF ALGOMA

SAFE ENVIRONMENT POLICY (Screening in Faith)

Presented to Parish Council March, 2002 Approved by Council Revised: February 2003 October 2003 December 2003 December 2011

Table of Contents

CHURCH OF THE EPIPHANY SAFE ENVIRONMENT POLICY ...... 1 INTRODUCTION ...... 2 COMPONENTS OF A SAFE ENVIRONMENT...... 3 MAINTENANCE OF SAFE ENVIRONMENT POLICY ...... 3 RANKING SYSTEM FOR SCREENING IN FAITH ...... 5 IMPLEMENTATION OF SAFE ENVIRONMENT POLICY ...... 6 ADULT EDUCATION COORDINATOR ...... 8 ALTAR GUILD ...... 9 CARETAKER ...... 10 CHORISTER ...... 11 COFFEE HOST ...... 12 COLLECTION COUNTER ...... 13 COMMUNICATIONS OFFICER ...... 14 DISCIPLESHIP COORDINATOR ...... 16 ENVELOPE SECRETARY ...... 18 EUCHARISTIC ASSISTANT ...... 19 FELLOWSHIP COORDINATOR(S) ...... 20 GREETER ...... 21 HEALING MINISTER ...... 24 HOSPITALITY MINISTRY COORDINATOR ...... 25 INTERCESSOR ...... 26 LAY DELEGATE TO SYNOD AND ALTERNATE DELEGATES ...... 28 LECTOR (READER) ...... 29 NEWSLETTER EDITOR ...... 30 NOMINATION COMMITTEE MEMBER ...... 32 ORGANIST/CHOIR DIRECTOR ...... 34 PARISH SECRETARY ...... 35 PAROCHIAL LAYREADER ...... 37 PASTORAL CONCERNS CHAIR ...... 39 PASTORAL VISITOR ...... 41 PROPERTY MANAGER ...... 42 SERVER ...... 44

SIDESPERSON ...... 45 SUNDAY SCHOOL COORDINATOR ...... 47 SUNDAY SCHOOL TEACHER ...... 49 TREASURER ...... 51 WARDEN ...... 52 WOMEN’S BIBLE STUDY FACILITATOR ...... 54 YOUTH MINISTRY LEADER ...... 56 APPENDIX I: ALLERGY ALERT PROTOCOL ...... 58 APPENDIX II: CHURCHWARDEN ...... 59 APPENDIX III: CODE OF CONDUCT FOR CLERGY, CHURCH STAFF AND VOLUNTEERS ...... 61 APPENDIX IV: DIOCESE OF ALGOMA BULLYING POLICY ...... 65 APPENDIX V: DISCONTINUED JOB DESCRIPTIONS ...... 75 PRESIDENT - ANGLICAN CHURCH WOMEN ...... 75 SACRISTAN ...... 76 NURSERY CAREGIVER ...... 77 APPENDIX VI: EMERGENCY, FIRE AND SAFETY PROTOCOLS ...... 78 APPENDIX VII: FILING OF AN INCIDENT REPORT ...... 81 INCIDENT REPORT FORM ...... 82 INCIDENT REPORT FORM (ACTION TAKEN) ...... 83 APPENDIX VIII: STATEMENT OF CONFIDENTIALITY ...... 84 APPENDIX IX: CHURCH OF THE EPIPHANY TRUST AGREEMENT ...... 85 APPENDIX X: CHURCH OF THE EPIPHANY VOLUNTEER INFORMATION FORM ...... 86

Church of the Epiphany Safe Environment Policy

The Safe Environment Policy has been established in keeping with the Scriptural teachings and standards of conduct set by our Lord, Jesus Christ. As Christians, we are called to build each other up, to respect those who instruct and have charge over us in the Lord, to live in peace with one another, to admonish the unruly, to encourage the timid, to help the weak, to be patient with everyone, and to be kind to each other and to everyone else. (see 1 Thessalonians 5:11- 14.) At the Epiphany, we strive to live up to the standards of our Christian calling and we advocate the following as an essential part of that goal.

1. The Church of the Epiphany is committed to ensuring that the values of safety, trust, accountability, and respect are upheld in our relationships and in all of the Church's ministries, activities, work and facilities. To this end, we will make every effort to provide an environment that is free from violence, coercion, disrespect, and prejudice. The Church of the Epiphany will abide by all governmental laws as applicable.

2. Physical, emotional, sexual, or spiritual assault, abuse, or harassment, whether to an adult, adolescent or child, male or female, are totally contrary to the teaching of Christ and will not be tolerated on our premises or in our activities, whether perpetrated by any staff member, volunteer or participant and whether or not the victim is a staff person, a member of the congregation or a visitor.

3. We will work proactively to prevent such occurrences, report any occurrences to the Wardens and/or Rector, and deal with any occurrences and accusations promptly, seriously and systematically, in co-operation with the proper authorities where appropriate. (See Appendix VII on page 81 on Incident Reporting for appropriate reporting authorities and procedures).

4. Particularly in relationships of trust where power, authority and confidentiality are dynamic, the greatest care will be exercised to avoid taking advantage of trust, or abusing power and the responsibility of authority.

5. At all times, the goal will be to uphold an ethic of safety, trust, accountability, respect and tolerance. We will practice, advocate and educate to that end.

6. Adherence to this policy is acknowledged to be a mandatory and vital component of our life and work together as staff and volunteers of the Church of the Epiphany

Introduction

This Safe Environment Policy arose from an initiative of Volunteer Canada, entitled "Screening in Faith". This program focuses on the obligations of organizations to ensure that volunteers working within their organizations are properly selected, trained and monitored. This is in order to provide a safe environment for all for whom they are responsible, while at the same time ensuring that volunteers fully understand the nature and responsibilities of their positions.

This focus on volunteers is an extension of the same sort of traditional obligations that employers have had with respect to their paid employees.

This policy is expected to build on the Screening in Faith program and to address the broader concepts of a safe environment for all within our church building and in homes and institutions with which our staff and volunteers come in contact. This expanded safe environment policy draws upon the experience of Trinity Church, Sarnia and their recently developed S*T*A*R* program (Safety, Trust, Accountability, Respect).

We are grateful to Archdeacon Richard Salt for sharing this program with us and giving us permission to use and adapt it.

The job descriptions are largely adapted and modified from some templates generously provided to us by Stephen Millar, of the Diocese of Niagara, who is diocesan coordinator for their Screening in Faith program.

The job descriptions and outlines of duties for warden, treasurer, Sunday School Coordinator and Sunday School Teacher were provided by Kellina Cooper of the Diocese of Algoma. These have been somewhat modified to suit our local situation.

This document is very much a "work-in-progress". The detailed job descriptions form an Appendix to this document and are available in the office on the request of any member of Parish Council. As more job descriptions are developed and as more safety protocols evolve, they will be added to this document. Any suggestions for substantive modifications to these job descriptions will be welcomed.

It is the intention of Parish Council that all volunteers and staff of Church of the Epiphany should eventually familiarize themselves with this document and will undertake to uphold its principles and endorse the Trust Agreement (see Appendix IX on page 85)

Many thanks to Robin Bolton, Eileen Thom and David Macdonald for putting this document together and to all those who have critiqued sections of it as they were being developed and updated over the years.

November 2011

Components of a Safe Environment

1. Screening in Faith 2. Windows in doors 3. Nursery Sound System 4. Sunday Children’s Ministries 5. Compliance with Municipal Fire and Safety Regulations 6. Allergy alert 7. Deanery and Diocesan Anti-Bullying Documentation (See Appendix IV on Page 65) 8. Lock-Down Policy

Maintenance of Safe Environment Policy

1. A person of the congregation may be asked by the Rector, wardens, committee chairpersons or group leaders to take on a role within Church of the Epiphany. In the case of a natural progression, it is the responsibility of the recruiter to be sure the interested party receives a job description and understands the need to sign a Trust Agreement (See Appendix IX, page 85).

2. If the interested party is in agreement, a personal information form must be filled out and the Trust Agreement and Agreement of Confidentiality must be signed. This information will be passed on to the clergy and wardens to be kept in the safe.

3. The clergy, designated warden and/or the person responsible for this ministry will evaluate the forms and give approval upon completion. If for any reason this person is not accepted for the position, the clergy or warden will confidentially speak to this person and explain reasons.

4. If a change in status occurs because of a breaking of the Trust Agreement, a member of the clergy or warden will explain this to the person.

a) The clergy and/or warden will put all information about the situation in a private file in the safe. This information will be accessible by the clergy or wardens.

b) No person in leadership, except the clergy and/or wardens, will expect an explanation as to the reason this person was not approved for the position.

5. Only when being considered for a position of a higher ranking will the next step in the screening process be necessary. All ministries of the same ranking are interchangeable, and do not require any further information.

6. All files will be purged after one year of the person leaving Church of the Epiphany or of their death. All files will be purged of incident reports after three years as long as no other incident reports have been filed. If additional incident reports have been made, the file will be purged three years after the most recent report.

7. All Police Record Checks (PRC) will be kept on file permanently. If a PRC shows a criminal record, the person involved is responsible for having the record replaced if a pardon should take place.

Ranking System for Screening in Faith

Category 1: Lower Risk Jobs. These include persons who would not in the course of their duties be in a position of being alone with children or vulnerable persons or do not have responsibilities that require a significant level of trust.

This screening process includes a training or orientation period for the position as needed. They must read the Safe Environment Policy and sign the Trust Agreement and Confidentiality Agreement. (See Appendices VIII and IX on page 84 and 85 respectively).

Category 2: Medium Risk Jobs (including the requirements for Category 1 above). These include persons who are in a position of authority but should have low chances of being alone with one child or vulnerable person or who have a position of trust.

This screening process includes two personal references, or the applicant must have been an active member of the congregation for five years or more. Applicants that have been in the parish for less than five years and have come from another parish must provide two letters of reference, preferably from rector and one other person from the previous parish. Individuals are expected to have a training period that allows the applicant to acclimate to the position. They must read the Safe Environment Policy and sign the Trust Agreement and Confidentiality Agreement (See Appendices VIII and IX on page 84 and 85 respectively).

Category 3: High Risk Jobs (including the requirements for Categories 1 and 2 above.) These include those who are in a position of fiduciary trust with responsibility for handling of funds or church valuables.

Category 3a: (including the requirements for Categories 1, 2, and 3 above). These may also include those persons who have the opportunity to be alone with children or other vulnerable persons, or are in a position to exert influence over children or other vulnerable persons. They may be in a position of authority and/or their role may give them the opportunity to establish long term relationships of trust with children or vulnerable persons.

The screening process for Category 3 and 3a jobs includes three personal references and, in the case of 3a jobs, a training and probation period of three months and a Police Records Check (PRC).

They must read the Safe Environment Policy and sign the Trust Agreement and Confidentiality Agreement (See Appendices VIII and IX on page 84 and 85 respectively).

Short Term Projects: On occasion there are opportunities for people to be involved in short term projects which may include, but are not exclusive to the parish workday e.g. making coffee for events, table and chair setup etc. Persons involved in these events that have not been through the screening process can participate as long as there is a category 2 or higher-ranked person involved in the activity. Any person who wants to continue working within Church of the Epiphany must then go through the screening process.

Implementation of Safe Environment Policy

Volunteer Position Screening Category (ranking)

Adult Education Coordinator ...... 2 Altar Guild ...... 2 Anglican Church Women - President ...... 3 (See Appendix V) Chorister ...... 1 Coffee Host ...... 1 Collection Counter ...... 3 Communications Officer ...... 2 Discipleship Coordinator ...... 3a Envelope Secretary ...... 3 Eucharistic Assistant ...... 1 (3a if doing home communions alone) Fellowship Coordinator(s) ...... 2 Greeter ...... 1 Healing Ministry ...... 3a Hospitality Ministry Coordinator ...... 2 Intercessor ...... 1 Lay Delegate to Synod and Alternate Delegates...... 2 Lector ...... 1

Newsletter Editor ...... 1

Nomination Committee Member ...... 1 Parish Layreader ...... 1 (3a if doing home Communions alone) Parish Secretary ...... 3a Pastoral Concerns Chair ...... 3a Pastoral Visitor ...... 3a Property Manager ...... 3a Sacristan ...... 3a (See Appendix V) Server ...... 1 Sidesperson ...... 1 Sunday School Coordinator ...... 3a Sunday School Teacher ...... 3a Treasurer ...... 3 Warden ...... 3a Women’s Auxiliary President ...... 3

Youth Ministry Leader ...... 3a

Paid staff positions include: Rector (and other clergy)* Parish Secretary ...... 3a Organist/Choir Director ...... 3a Caretaker ...... 3a Nursery Care Giver ...... 3a (See Appendix V)

All Category 3 rankings will be implemented upon completion of application. This will include application with personal references (if a parishioner of less than five years), police record check, and signing of the Trust Agreement and Confidentiality Agreement (See Appendices VIII and IX on page 84 and 85 respectively).

All other rankings will be "grandfathered" into their present position with the signing of the Trust Agreement.

VOLUNTEER MINISTRY JOB DESCRIPTION ADULT EDUCATION COORDINATOR August 2011: Created by Rachel Prichard

Nature of the Position This position offers supervision and experience to the Women’s Bible Study Facilitators and the women who attend Bible Study in an atmosphere that will aid, nurture and help them develop as individuals and as a Christian community and to understand their faith in the context of their Anglican family.

Outline of Responsibilities 1. Oversees the operation of Adult Education 2. Researches, plans, develops or purchases suitable Bible Studies and training sessions, in cooperation with the facilitators and with input from the rector 3. Works with facilitators to develop a mutually agreeable schedule 4. Meets with facilitators as needed to assess needs and address concerns 5. Keeps the parish informed about Adult Education, including articles for the Epiphany Star 6. Reports to Parish Council through the chair of the Discipleship Committee 7. Maintains a safe learning and growing environment for participants and facilitators 8. Researches and coordinates ongoing training for facilitators as deemed necessary

Skills, Knowledge, and Experience 1. A commitment to continuing education in the parish 2. Enjoyment of working with people 3. An ability to engage and communicate with people 4. An ability to work and communicate with facilitators 5. Organizational, leadership, planning, supervisory and coordination skills

Boundaries and Limitations 1. Must uphold the Safe Environment Policy 2. Supports the Parish Mission Statement

Screening Category: 2

Length of Term: Two years, renewable

Benefits to the Volunteer 1. The primary benefit is the ability to build close and warm relationships with the people of the parish 2. The ability to have a profound effect on the faith development of our parish and to enable all to participate fully in the parish community

VOLUNTEER MINISTRY JOB DESCRIPTION ALTAR GUILD

Nature of the Position To prepare the altar and worship space for worship and to clean up afterwards.

Outline of Responsibilities 1. Preparation of sanctuary for various services 2. Setting up and cleansing of sacred vessels for Eucharistic services 3. Laundering of linens 4. Ordering of supplies 5. Preparation for non-eucharistic services i.e. baptisms, funerals, weddings 6. Taking flower requests from parishioners & ordering flowers from florist 7. Setup of flowers and distribution of same to shut-ins

Skills, Knowledge, and Experience 1. Enjoys working in a team 2. Enjoys jobs requiring attention to detail, careful and gentle work

Boundaries and Limitations 1. Upholds the Safe Environment Policy 2. Follows the directions in the Church of the Epiphany "Altar Guild Handbook"

Support, Supervision, and Training 1. Appointed by Rector and under the direct supervision of the Altar Guild Director 2. A willingness to attend training sessions and periodic meetings

Participation Group: Women (and others) within Altar Guild group

Screening Category: 2

Length of Term: Open term, at discretion of Altar Guild member and the Rector

Benefits to the Volunteer 1. A sense of service to God and Church through involvement in the Holy Sacrament 2. Satisfaction that the worship space and sacramental and ceremonial objects are properly and attractively placed/ cared for

CHURCH OF THE EPIPHANY STAFF JOB DESCRIPTION CARETAKER

Nature of the Position To maintain all areas of the building in a state of cleanliness for all services and all other persons/groups who use the building.

Outline of Responsibilities 1. Keep building clean for services and parish events 2. Set-up and clean-up for parish events 3. General maintenance 4. During winter months to ensure that the floors do not become slippery from snow tracked in on people’s boots. 5. During winter months clearing snow from doorways and walkways. This does not include clearing the snow from the carpark for the Rector and Parish Secretary.

Skills, Knowledge, and Experience 1. Promptness and reliability 2. General maintenance skills 3. Skill in maintaining neat appearance of public areas at all times (see job description as negotiated on an annual basis for a detailed list of duties)

Boundaries and Limitations 1. Upholds the Safe Environment Policy 2. Has master keys to church - often functions alone

Support, Supervision, and Training 1. Position approved by Wardens, Property Manager, and Incumbent 2. Appointed by the Wardens and under the supervision of the Property Manager 3. Reports to the Wardens and Property Manager (not to individual parishioners) 4. Gets advice and direction about special events through parish office and/or Property Manager 5. Receives feedback from parishioners through the Property Manager 6 Required to renew WHMIS annually 7 Required to renew Criminal Police Check as required at own expense

Participation Group: Drop-ins to church, church staff, parishioners, LINC staff (LINC staff will be dealt with on an “arm’s length” basis through the Parish Secretary or Property Manager)

Screening Category: 3a

Length of Term, Salary, and Deployment: As determined in on-going annual contract August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION CHORISTER

Nature of the Position To lead in worship through the sung and spoken word

Outline of Responsibilities 1. Assist in regular Sunday morning choral Eucharists. 2. Assist at other services on request as available (e.g. sung Evensong, funerals, weddings, special events). 3. Attend weekly choir practices September through June.

Skills, Knowledge, and Experience 1. Enjoys working in a team. 2. Ability to read music a decided asset. 3. Flexibility and willingness to adapt to changing forms of music. 4. Familiar with Anglican service.

Boundaries and Limitations: Upholds the Safe Environment Policy.

Support, Supervision, and Training: Under the direct supervision of the organist and choir director.

Participation Group 1. Choir members 2. Clergy and other eucharistic personnel 3. Congregation

Screening Category: 1

Length of Term: Open term, at discretion of choir member and choir director

Benefits to the Volunteer: A deep sense of involvement in the leadership of the worship life of the parish.

VOLUNTEER MINISTRY JOB DESCRIPTION Ministry of Hospitality Team COFFEE HOST

Nature of the Position As a host for coffee hour, you are the primary person responsible for making sure that coffee, tea and juice is ready for the parish at the end of the main Sunday service, and that the Algoma room and kitchen are left tidy after coffee is completed.

Outline of Responsibilities If you cannot be on duty on YOUR Sunday, please arrange to switch with someone else on the list and notify the church office by Thursday noon so the Parish Secretary can make changes to the Sunday bulletin

1. Instructions for making the coffee, tea and juice are posted in Algoma Room kitchen. 2. Clean up after coffee hour using the dishwasher. 3. Ensure that "coffee money" is given to a warden or left on the desk in the Church office. 4. All supplies for doing your job should be in the kitchen. The Parish Secretary keeps the supplies on hand and checks the kitchen regularly.

Skills, Knowledge and Experience 1. Enjoys meeting and greeting people. 2. Ability to work independently under time pressure. 3. Attention to detail and cleanliness.

Boundaries and Limitations: Must uphold the Safe Environment Policy

Participation group: Potential interaction with most of the congregation.

Screening Category: 1

Length of term: Indeterminate - at the will of the host with agreement of Coordinator

Benefits to Volunteer: A sense of service to the parish community

Up-dated 4 July 2011

VOLUNTEER MINISTRY JOB DESCRIPTION COLLECTION COUNTER

Nature of the Position To count and deposit church offerings.

Outline of Responsibilities 1. Counting and recording on a weekly basis all envelope, loose collection and special collection folders from previous week's services as per established protocol. 2. Stamping cheques for deposit and completing deposit slips. 3. Depositing cheques and cash in the designated bank immediately after counting and recording same. 4. Advising Envelope Secretary of special donations.

Skills, Knowledge, and Experience 1. Attention to detail 2. Integrity

Boundaries and Limitations 1. Upholds the Safe Environment Policy 2. Guidance as needed may be accepted from the Parish Secretary 3. Accepts the confidential nature of the position 4. Position cannot be held by a paid staff member

Support, Supervision, and Training 1. Appointed in concurrence with the Corporation under the direct supervision of the Parish Secretary. 2. Receives training in counting and recording all envelope and loose collection as per established protocol received from the Parish Secretary.

Participation Group: Each counter works with one other collection counter or Parish Secretary.

Screening Category: 3

Length of Term: Yearly, renewable at discretion of Parish Secretary and Corporation.

Benefits to the Volunteer: A sense of service to God and Church. Up-dated August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION COMMUNICATIONS OFFICER

Nature of the Position To oversee all areas of parish communication.

Outline of Responsibilities 1. To create a communications committee to be responsible for the following categories: Bulletins, Epiphany This Week, Epiphany Star, Bulletin Boards, Website, Social Media, Algoma Anglican, Local Media, Photography, Calendar, Welcome Desk and any other duties as designated by parish leaders (Wardens, Rector, Parish Council). 2. Attend Parish Council meetings 3. Prepare monthly and annual reports for Parish Council and Vestry 4. Enable the communication of parish activities, events and news externally and to parishioners. 5. Ensure accessibility of all parish activities, events and news.

Skills, Knowledge, and Experience 1. Be an active member of the parish; familiar with parish events; willing to learn; 2. Knowledge of a variety of communication technologies and strategies 3. Good communication skills 4. Good writing and editing skills 5. Good people skills 6. Think creatively

Boundaries and Limitations 1. All communications must uphold the Parish Mission Statement 2. Must not abuse trust by sending or including offensive material or material that expound personal beliefs 3. Must comply with all Diocesan and Parish Policies, including the Parish Privacy Policy 4. Must comply with all laws (federal, provincial) governing communications and personal information.

Support, Supervision and Training 1. Under the direct supervision of the Rector and Parish Council 2. Refer questionable communications to Rector or Wardens as applicable, for guidance 3. Communications-related training available if necessary.

Participation Group: Parish wide

Screening Category: 2

Length of Term: 3 years, plus one year more if a replacement cannot be found

Benefits to Volunteer 1. Opportunity to help share the work of the parish with its members and with people outside the parish 2. Opportunity to get involved with other projects within the parish 3. Opportunity to gain an understanding of the how the parish works and its events and activities 4. Opportunity to get to know the people of the parish. 5. Opportunity to network within the parish and within the community.

August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION DISCIPLESHIP COORDINATOR

Nature of the Position This position is required to oversee the Parish Christian Education activities.

Outline of Responsibilities 1. Oversees and coordinates parish Christian education/formation programs, in conjunction with the appropriate coordinators in the following program areas: 2. Nursery 3. Sunday School 4. Youth Program 5. Adult Education (Bible Study) 6. Prepares monthly and annual reports for Parish Council and Annual Vestry 7. Prepares periodic reports or information pieces for the Epiphany Star 8. Is a member of Parish Council 9. Provides orientation and supervision for nursery volunteers, Sunday School Coordinator and Youth Ministry Leader (where applicable) 10. Liaises with Deanery and Diocesan program staff 11. Recommends to Parish Council the appointment of Sunday School Coordinator and Youth Ministry Leader

Skills, Knowledge, and Experience 1. Some knowledge of education principles, including adult education. 2. Communication and interpersonal skills to provide direction and support to Christian education staff. 3. Organization, planning, supervision, and coordination.

Boundaries and Limitations 1. Is directly accountable to the Rector and receives direction from both the Rector and Parish Council. 2. Seeks approval from Parish Council on any major Christian education initiatives/expenses or anticipated budget overruns.

Support, Supervision and Training 1. Guidance will be sought from the Rector, Rector’s Warden and Parish Council. 2. Expertise will be sought from resources within the parish community

Participation Group 1. Rector and Parish Council 2. Worship Committee, as needed

Screening Category: 3a

Length of Term: Minimum one (1) year at discretion of the Annual General Vestry

Benefits to the Volunteer 1. Opportunity to improve skills and gain new Skills, Knowledge, and Experience in the field of Christian education. 2. A sense of value in making a positive contribution to the church community. 3. Opportunity to widen contacts within the church community, deanery and diocese.

VOLUNTEER MINISTRY JOB DESCRIPTION ENVELOPE SECRETARY

Nature of the Position To maintain the parish envelope and collection accounting system for the parish.

Outline of Responsibilities 1. Ordering and undertaking or supervising the distribution of church envelopes 2. Ordering and supervising the distribution of special collection folders (e.g. Advent and Lent) 3. Preparing or supervising the preparation and distribution of quarterly and annual statements for envelope subscribers 4. Maintaining an electronic system of accounting for and recording loose and envelope offerings 5. Preparing regular reports for the Corporation 6. Sits as a member of the Finance Committee

Skills, Knowledge, and Experience 1. Attention to detail 2. Integrity 3. Familiarity with Church Administration System (Clavis), Microsoft Excel or similar spreadsheet

Boundaries and Limitations 1. Upholds the Safe Environment Policy 2. Accepts the guidance and supervision of the Corporation 3. Accepts the confidential nature of the position

Support, Supervision, and Training 1. Appointed by the Corporation 2. Is accountable to the Corporation

Participation Group 1. Parish Secretary and collection counters 2. Corporation 3. Finance Committee

Screening Category: 3

Length of Term: Yearly, renewable at discretion of Corporation

Benefits to the Volunteer: A sense of service to God and Church

VOLUNTEER MINISTRY JOB DESCRIPTION EUCHARISTIC ASSISTANT

Nature of the Position This position provides assistance to the clergy in the administration of the elements of the Eucharist.

Outline of Responsibilities 1. Administers the consecrated chalice to communicants at the week-end Eucharists and other eucharists 2. May assist in consuming remaining elements at the Ablutions 3. May be asked to take consecrated elements to parish shut-ins 4. Is expected to be present as per schedule. If unable to attend, is expected to find a substitute and advise the Church Office of the change by the prior Thursday morning 5. If taking Communion to Shut-Ins, must have appropriate license from the Bishop of the Diocese of Algoma as well as a new Police Check every three years.

Skills, Knowledge, and Experience: Must be a baptized, confirmed, and practicing Anglican

Boundaries and Limitations 1. Must uphold the Safe Environment Policy

Support, Supervision and Training 1. Is accountable and commissioned to the Rector 2. Agrees to undergo the prescribed training program before taking on responsibility

Participation Group 1. Clergy and servers 2. Communicants

Screening Category: 1 (3a if taking communion to shut-ins)

Length of Term: Yearly - renewable by Rector

Benefits to Volunteer: The satisfaction of serving God in the most sacred service of worship

VOLUNTEER MINISTRY JOB DESCRIPTION FELLOWSHIP COORDINATOR(S)

Nature of the Position To encourage the development of community through social activity

Outline of Responsibilities 1. Organize hospitality teams, including as many parishioners as possible 2. Timetable social events 3. Allocate responsibility to hospitality teams on a rota basis 4. Co-ordinate social activities outside of and at the church 5. Assist, when needed, at social events 6. Liaise, when necessary, with Coordinator of Hospitality Ministry 7. Organize social events hosted by Parish Council 8. Sits on Parish Council

Skills, Knowledge, and Experience 1. Organizational skills 2. People skills 3. No specific experience necessary

Boundaries and Limitations 1. Set by Rector and Parish Council 2. Two- person ministry

Support Supervision and Training: None

Participation Group 1. Rector 2. Parish Council 3. Women’s Group 4. Men's Club 5. Hospitality Ministry

Screening Category: 2

Length of Term: Three year, by appointment of Annual Vestry

Benefits to the Volunteer(s) 1. Opportunity to become more involved in church activities, especially the social nurturing of parishioners 2. Opportunity to get to know people on a different level

VOLUNTEER MINISTRY JOB DESCRIPTION Ministry of Hospitality Team GREETER

Nature of the Position This position is of primary importance. Some preliminary training will be required of anyone undertaking this position. The primary goal of the greeter(s) is to welcome visitors and newcomers as they enter the church and to act as host/hostess for them as well to provide building security during worship services. Teams of two greeters will be assigned on most Sundays for the main morning service. After the service the greeters will invite visitors/newcomers in for coffee, introducing them to parishioners and answer any questions they may have. Do not hesitate to ask for assistance with greeting from an experienced parishioner if the volume of visitors requires assistance. The greeters have possession of the master key for the church on a large baton and must take care not to leave it lying around untended. This baton should be returned to the church office after the service.

Outline of Responsibilities Definitions for our purposes: “Visitor”: Someone from out of town who is attending our church while in Sudbury. “Newcomer/Seeker/Church “shopper””: Someone from this area who is looking for a church to attend.

1. Arrive at church at least 30 minutes before a service begins. Position yourselves at the top of the stairs. You should have parish information and a paper and pen handy on the table behind you. Wear your Epiphany name tag or one of the generic Greeter tags. 2. Welcome and orient newcomers and visitors to the building. Invite visitors to sign our guest book and introduce them to a warden or other parishioner as appropriate. Give all newcomers one of the Epiphany brochures. These are on the Welcome desk. Also on the desk is a stack of small cards that can be given to newcomers to fill out and put on the collection plate if they so desire. Make yourself familiar with that card/form so you can judge if you should give it out. You should remain in the Narthex for the duration of the service, sitting on the comfortable chairs or sofa. You can hear the service very well if you use one of the hearing enhancement aids available through the sidespeople, providing there is one not being used by parishioners. If this equipment is not available you are asked to remain in the Narthex for at least 10 minutes after the service has begun to ensure that latecomers are welcomed and then enter the church service and sit near the entrance door so you can still be the "security" for the building during the service 3. Be aware of the general activity of the building (i.e. the Narthex) especially as it relates to worship and assist in noise and behavior control where necessary and to be a resource to anyone who needs assistance prior to or during the service 4. During services, once the service has started, lock the elevator with the doors open at the upper level*, and lock the door at the foot of the

stairs leading to the basement (These are security measures to protect the children and their teachers from any surprise visitors downstairs). Also turn off the office lights and lock the office door if it is open. Open the bathroom door and leave it ajar for use during the service. 5. Deal with inquiries from those who come out of the service - usually to find a bathroom or a glass of water 6. As the children come back up from their classes try, along with the sidespeople, to keep them quiet and have them enter the sanctuary quietly at an appropriate time in the service (i.e. Not during a prayer) 7. Act as a resource for the volunteer(s) in the nursery, if it is functioning. She may ask you to get a parent. Pass the message on to the sidespersons rather than go looking for them yourself. Open the nursery door for any parent wanting to take their baby or toddler into it. However, the parent must be prepared to stay with the infant, unless one of the nursery volunteers is available. It is not your duty to supervise any children in the nursery. School aged children must either stay in church with their parents or go down to Sunday School. 8. Deal with any inquiries from people coming into the building. Feel free to offer them a coffee if some is available, but do not give them any money. Encourage them to return during weekday office hours if possible, rather than waiting to see the Rector after the service. Sometimes they wish to wait to see the clergy after the service. If they insist on waiting, encourage them to join in the service or to return after the service is over rather than have them in the Narthex with you. 9. If you require assistance don't hesitate to ask the sidespersons to get a warden or other parishioner to help you 10. Take turns going up for communion so that someone is always aware of what is going on in the Narthex. 11. As the service is coming to an end, unlock the elevator, open up the office again, but do not unlock the door at the bottom of the stairs. 12. The telephone is on an answering device (that picks up after a few rings) so you don't have to answer it unless you feel comfortable doing so. The closest phone is in the Algoma room. Emergency telephone instructions are posted beside the phone. Familiarize yourself with these. Press Line 1 or Line 2 to get an outside line. 13. After the service, remain in the Narthex, with at least one of you fairly close to the Rector and encourage visitors (and regulars!) to come in for coffee. Introduce visitors and newcomers to appropriate parishioners at coffee hour. 14. Report any unusual occurrence to either the Coordinator of the Hospitality Ministries, the Rector or a Warden.

Skills, Knowledge, and Experience Required 1. Enjoys welcoming people and making them feel comfortable 2. Has the ability to work in chaos and change gears quickly if the need arises 3. Needs to be able to communicate well with the wardens and clergy regarding the needs of visitors /newcomers 4. Has the physical ability to use the stairs to lock and unlock the door downstairs

Boundaries and Limitations 1. Must uphold the parish's Safe Environment Policy

Support, Supervision & Training 1. Reports to the Coordinator, Hospitality Ministry Team 2. Be willing to attend periodic training sessions /meetings of the Team

Participation Group: Visitors and Newcomers to the parish

Screening Category: 1

Length of Term: One year, renewable indefinitely

Benefits to the Volunteer 1. The primary benefit to the volunteer is the ability to welcome and get to know visitors and newcomers as they enter the church doors and make a first “good Impression” for them 2. The ability to fill the important role of helping people feel welcome and orienting them to our faith community

Revision date: August 28, 2007 November 29, 2002 December 16, 2009 January 17, 2011 February 12, 2012

* Instructions for locking and unlocking the elevator. Use the smallest key on the baton which has BOTH sides of the key serrated. Insert if in the left upper lock INSIDE the elevator and turn to lock or unlock.

VOLUNTEER MINISTRY JOB DESCRIPTION HEALING MINISTER

Nature of the Position This position prays with members of the congregation who request prayer during the Sunday Eucharist or as requested at other times or services by a priest.

Outline of Responsibilities 1. To wait in the Bell Tower with fellow ministers during Communion time for prayer petitioners to come to them 2. To pray with the petitioner(s) for their request 3. To ensure that no Healing Minister is alone with a petitioner 4. When requested the prayer can take place at other places in the church e.g. the pew 5. To be aware of the flow of the service in order to relieve a Healing Team member if required.

Skills, Knowledge, and Experience 1. Good interpersonal skills, especially listening 2. Sensitivity to others needs 3. Ability to “pray on the spot” 4. Confidentiality 5. An ability to be a channel for prayer, rather than a destination (a window of prayer 6. Be a person of mature faith as well as a person of prayer

Boundaries and Limitations 1. Does not intrude in personal lives 2. Does not repeat any confidences (all prayer requests are confidential) 3. Does not speak to the petitioner OR ANYONE ELSE about the prayer request at any other time unless approached by that person

Support, Supervision and Training 1. Is accountable directly to the incumbent 2. Agrees to take training sessions as offered

Participation Group: Fellow ministers and clergy

Screening Category: 3a

Length of Term: At discretion of the Rector

Benefits to volunteer 1. A feeling of self-worth praying with and for the distressed and/or sick

November 2011

VOLUNTEER MINISTRY JOB DESCRIPTION HOSPITALITY MINISTRY COORDINATOR

Nature of the Position This position is required to oversee the various Hospitality Ministry activities and volunteers

Outline of Responsibilities 1. Recruits for, oversees and coordinates the following Hospitality Ministry programs- Greeters, Sidespersons and Coffee hosts 2. Prepares periodic reports or information pieces for the Epiphany Star and annual report 3. Prepares and distributes duty outlines and duty schedules for the foregoing categories 4. Assists the Parish Secretary in supplying the Algoma Room kitchenette 5. Organises the orientation and, education and planning sessions for Hospitality Ministry volunteers as required 6. Updates the various position descriptions on an annual basis. 7. Other duties as may be assigned from time to time

Skills, Knowledge, and Experience 1. Communication and interpersonal skills 2. Organizational skills 3. Computer literacy an asset (word processing, tables etc.)

Boundaries and Limitations: 1. Coordinates activities with the Rector, Fellowship Coordinator(s) and Worship Committee Chair.

Support, Supervision and Training: Is accountable to the Parish Life Coordinator(s).

Participation Group: Rector and Parish Council, Worship Committee, Fellowship Coordinator(s)

Screening Category: 2

Length of Term: Minimum One year at the discretion of Annual Vestry

Benefits to the Volunteer 1. A sense of value in making a positive contribution to the church community, especially the weekly worship services and special services and to visitors and newcomers 2. Opportunity to widen contacts within the church community

Reviewed: 4/7/2011 -BB

VOLUNTEER MINISTRY JOB DESCRIPTION INTERCESSOR

Nature of the Position It is the goal of this position to provide meaningful prayers that will reach out to and be inclusive of all members of our community during week-end worship services.

Outline of Responsibilities In Preparation for Worship 1. To compose intercessions for week-end worship services, or other special services, using appropriate individually created prayers or borrowing from many resources that are available, including, but not limited to the litanies in the BAS 2. To address the theme for that day’s worship i.e. taken from the Prayers of the People in the liturgical calendar. 3. To address concerns that are known to us as individuals, as a parish and as a community using the prayer outline available in the office.

At Time of Worship: Speak slowly and clearly to ensure that you are being heard

Skills, Knowledge, and Experience 1. Willingness to be creative 2. An interest in writing and expressing yourself 3. A commitment to a model of prayer that is creative, thematic and consistent with our pattern and style of worship

Boundaries and Limitations 1. Must uphold Safe Environment Policy 2. All intercessions should attempt to be inclusive in language and issues

Support, Supervision, and Training 1. The Worship Committee and the Rector 2. Resources are available from other intercessors or the Rector 3. Training and support are available from other intercessors or the Rector

Participation Group: The worshipping community

Screening Category: 1

Length of term: As desired by the individual in consultation with the Rector and the Worship Committee

Benefits to the Volunteer 1. The personal satisfaction of being creative 2. Knowing you have contributed to the community’s meaningful engagement with the worship service. 3. The personal enrichment from having explored at a deeper level the reading of the day and themes of the liturgical season.

Up-dated August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION LAY DELEGATE TO SYNOD AND ALTERNATE DELEGATES

Nature of the Position The Constitution of the Diocese of Algoma governs the election of the Lay Delegates.

Outline of Responsibilities 1. The Lay Delegate and the alternates should inform themselves of the issues which will be raised at Synod and the view of the people in their parish on these issues 2. The Lay Delegate represents the parish at Synod and should be prepared to present their parish’s view on an issue and contribute to the Synod’s thinking about it. 3. When voting, the Lay Delegate is not bound by the position of their parish; he or she ought to listen to the different arguments which are presented, think about them, and vote for the position which she or he believes is right. 4. The Lay Delegate reports to the parish the decisions of Synod and the reasoning behind the decisions. He or she is responsible for ensuring the decisions of Synod are implemented even if they do not agree with the decision. 5. The Lay Delegate may receive minutes of the Executive Committee and the Diocesan Committees to keep informed and to share this information. 6. The Lay Delegate is a member of Parish Council. Vestry may make alternate delegates members of Parish Council. 7. The Lay Delegate(s) or their alternates are members of the Deanery Council.

Boundaries and Limitations 1. A Lay Delegate must be a communicant of at least one year’s standing, 18 years of age or older, not hold a license from the Bishop of Algoma as a deacon or a priest and be elected at the Annual Vestry Meeting. 2. The vestry of a parish may elect any number of alternate delegates.

Support, Supervision and Training 1. Guidance will be sought from the Rector, Rector’s Warden and Parish Council and individual members of the parish. 2. Expertise will be sought from resources within the parish community

Screening Category: 2

Length of Term: Two years, from the time he or she is elected until the time the next Lay Delegate is elected.

Benefits to the Volunteer 1. A sense of value in making a positive contribution to the church community. 2. Opportunity to widen contacts within the church community, deanery and diocese. August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION LECTOR (Reader)

Nature of the Position The job of the reader is to offer the weekly scripture passages to the congregation in a manner that is engaging and educational

Outline of Responsibilities In Preparation for Worship 1. Be aware of the readers schedule and find a replacement if you are unavailable. 2. Read over the passages before the service either at home or arrive early so that you are comfortable with the context as well as the reading. 3. Check with the Parish Secretary to ensure that the correct reading for Sunday.

At the time of Worship 1. Move the lectern microphone so that you will be speaking comfortably into it. 2. Speak slowly, clearly and treat the reading as a story with character and inflection. 3. Read the context first, then pause before you continue. 4. Pause after the reading and before the closing response.

Skills, Knowledge, and Experience 1. Comfortable reading in front of people. 2. An interest in engaging people in what you are reading and not having scripture be monotonous.

Boundaries and Limitations Readers are to use the assigned printed sheets which are taken from the NRSV and are to begin with the prepared context, if provided.

Support, Supervision, and Training 1. The Worship Committee and the Rector 2. A willingness to attend training sessions

Participation Group: The worshipping community

Screening Category: 1

Length of Term: As desired by the individual in consultation with the Rector or the Worship Committee

Benefits to the Volunteer: The personal satisfaction of knowing you have contributed to the congregation meaningful engagement with the worship service.

VOLUNTEER MINISTRY JOB DESCRIPTION NEWSLETTER EDITOR

Nature of the Position It is the job of the editor to initiate, coordinate, write, edit and produce up to four newsletters per year.

Outline of Responsibilities 1. Review past newsletters, bulletins, notices to determine what articles might be required. 2. Review upcoming events with Rector, to determine who will write which articles. 3. Send out notice to church leaders requesting articles/information on specific subjects. 4. Follow-up on delinquent submissions. 5. Use appropriate electronic resources to assemble information and articles 6. Write an editorial article and other articles based on need. 7. Edit articles for understanding, grammar, length, and appropriateness. 8. Employ graphics and other visual elements. 9. Publish newsletters electronically and e-mail/distribute to parishioners via e-mail, parish website, social media as appropriate. 10. Arrange for a print copy of the newsletter to be distributed to parishioners who cannot or choose not, to receive it electronically.

Skills, Knowledge, and Experience 1. Knowledge of what is happening in the parish, so that articles are relevant. 2. Clear writing skills, ability to edit, and sound judgment as to what should be included 3. Ability to use word-processing or desktop publishing program 4. Ability to use graphics effectively. 5. Ability to work to a deadline and prompt those who don’t meet deadlines.

Boundaries and Limitations 1. All publications must be uphold the parish mission statement 2. Shall maintain a neutral editorial stance

Support, Supervision, and Training 1. Under the direct supervision of the Rector and Communications Chair 2. Editor may refer questionable articles to Rector and/or Communications Chair for guidance. 3. Training available if necessary

Participation Group: Primary contacts are the adult leaders of the parish community

Screening Category: 1

Length of Term: Two year term, renewable by the Rector on advice of the Communications Chair.

Benefits to Volunteer 1. Opportunity to help share the work of Church of the Epiphany with its members and people outside the parish 2. Opportunity to express opinions in writing and develop/hone writing skills 3. Opportunity to learn/practice word-processing or desktop publishing skills and get involved in other projects within the parish 4. Opportunity to gain an understanding of how the parish works and what is happening in it 5. Opportunity to get to know many people in parish.

December 2011

VOLUNTEER MINISTRY JOB DESCRIPTION NOMINATION COMMITTEE MEMBER

Nature of the Position 1. The people in this position are elected by Parish Council in September of each year to recommend Parish Council Committee Chairs, People’s Warden (in appropriate year*) and Synod Delegates (in appropriate year) to be approved at Annual Vestry. 2. Ideally the nomination committee should consist of three current Parish Council members and include the outgoing warden

Outline of Responsibilities 1. To meet no later than September of each year 2. To ascertain when the current positions are due to become vacant 3. To contact all committee chairs whose positions are up for renewal/change to request recommendations for their replacement. 4. To report to Parish Council no later than November with a list of recommendations for nomination to Parish Council for the following year

Skills, Knowledge, and Experience 1. The members should be familiar with the Diocesan Canons regarding Parish Council members 2. They should be familiar with each Parish Council position and its responsibilities 3. They should be familiar with the people of the parish who are in positions which are included under the jurisdiction of each chair.

Boundaries and Limitations 1. Uphold the Safe Environment Policy 2. Recommend members in accordance with Diocesan Canons regarding appointment of Parish Councils

Support, Supervision & Training 1. Reports to the Rector and Parish Council

Participation Group: The other Nomination Committee members, drawn from the outgoing Parish Council

Screening Category: 1

Length of Term: Maximum of three months until their job is completed, (preferably two months, ideally November)

Benefits to the Volunteer 1. The satisfaction of knowing that the person elected/appointed at Vestry is the person best suited to the job and the person that God would choose for that position

August 2011

CHURCH OF THE EPIPHANY STAFF JOB DESCRIPTION

ORGANIST/CHOIR DIRECTOR (Adapted from Diocese of Ottawa)

Job Title Organist/Choir Director Position Approved by Rector & Wardens with choir concurrence Appointed by Corporation Supervised by Rector Supervises Choir Accountable to Rector, Choir, Worship Committee Salary Royal College of Organists scale, or as negotiated Deployment (hrs per week) Est. 10 hours, with additional for other services Benefits Available (optional) Screening Category 3a (high) Criminal record check required) Yes Diocesan linkages No formal links Current status Time commitment heaviest in "school year"-lighter in summer with no choir practices Participates in parish governance No - except for Worship Committee In contact with Choir, Junior Choir (when active), clergy, staff , parishioners General Responsibilities Plan and play suitable music in consultation with Rector Train and lead choir (s) Available, where possible, for non-scheduled services Arrange for a substitute if away (possible addition) Qualifications Organ/Piano competence; familiarity with Anglican liturgy; willingness to learn and adapt Risks identified Often alone in church; recognized and trusted by all Notes: May be hired, with permission, to teach organ or piano privately using church equipment - needs to sign Agreement of Use Form

CHURCH OF THE EPIPHANY STAFF JOB DESCRIPTION

PARISH SECRETARY (adapted from the St. Luke's Cathedral, Sault Ste. Marie)

The position of Parish Secretary requires that the person: 1. Be adaptable to change and short notice duties 2. Provides reports as requested 3. Provides assistance to other persons -i.e. wardens and parish council, Rector, assistants and interns, organist, committee members, caretaker, members of the parish community 4. Displays an ability to utilise cost -saving measures for pricing, purchasing, etc. 5. Is organised and displays good time management skills 6. Displays a knowledge of office equipment operation 7. Conducts self in a professional and courteous manner 8. Shows ability to take direction from and work co-operatively with Rector, wardens, church officers, and other groups within the parish community 9. Follows appropriate dress, safety and security requirements 10. Has a working knowledge of a variety of computer software programs 11. Maintains a high level of confidentiality 12. Displays good problem-solving and judgment skills 13. Carries out all aspects of the position in a timely and accurate manner

Responsibilities The Parish Secretary is ultimately responsible in all matters to the Corporation of the Church of the Epiphany (Rector and Wardens).The position includes the following responsibilities: Clerical/Secretarial 1. Maintaining an updated knowledge of policies and procedures 2. Preparing and transcribing correspondence as required and requested by the Rector and wardens 3. Initiating and completing correspondence in response to routine issues 4. Compiling and submitting routine and specialised reports 5. Preparing weekly bulletins for regular services and special functions. 6. Preparing brochures, scripture readings, lessons, hymns. 7. Establishing and maintaining an office operating and file system that is efficient and time saving in consultation with the Corporation 8. Maintaining parish lists, committee membership lists, etc. 9. Contacting appropriate persons with regard to upcoming meetings and events 10. Co-ordinating room bookings 11. Ensuring that an adequate supply of all required envelopes, stationery, and other office needs are ordered and on hand. 12. Ordering supplies for the church, including such areas as Altar Guild, Women’s Group, Choir . 13. Researching material to provide background information for meetings 14. Assembling and organising information and material for presentations 15. Providing information and feedback to others such as Executive Committee, Rector, committees and groups of the parish 16. Ensuring that matters requiring immediate attention are forwarded to the appropriate staffIperson for action

Financial 1. Maintaining a variety of financial records, including but not limited to: accounts receivable, accounts payable, general, capital and curacy funds fund, etc. 2. Maintaining petty cash and record purchases 3. Assisting Treasurer with accounts, completes bank reconciliation as required 4. Preparing cheques for signature by designated persons and ensuring that accounts are paid in a timely manner 5. Provides guidance to Collection Counters

Receptionist 1. Greeting visitors to the church and directing them to appropriate resources 2. Screening callers, taking and relaying messages, and arranging appointments Secretary to Parish Council 1. Assembling and organising required materials for Parish Council meetings 2. Preparing agenda for monthly Parish Council meetings as required, in consultation with the Corporation 3. Obtaining necessary information from appropriate persons and making the agenda and supporting material available in advance of the meetings (preferably one week in advance) 4. Acting as recording secretary for monthly Parish Council, transcribing minutes and distributing minutes within 10 working days of the meeting date 5. Acting as Vestry Clerk, if so elected at Annual Vestry meeting External liaison/communication 1. Gathering and compiling statistical data as required for reports to the Diocese, Canada Revenue Agency, LINC etc. 2. Acting as liaison with community agencies, clergy outside the Epiphany, etc.

Screening Category: 3a

Up-dated August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION PAROCHIAL LAYREADER

Nature of the Position This position provides non-ordained liturgical and pastoral support to the Rector and to the congregation.

Outline of Responsibilities 1. Leads in public worship and functions as Eucharistic Assistant under license from the Rector 2. May preach sermons of own composition after having received appropriate instruction and once sermon has been approved by the Rector. 3. May conduct Eucharistic services with Reserved Sacrament within the church building and in sites within the community under the direction of the Rector. 4. Assists the Rector with other ministry functions within the parish, especially home/residential visitation and administration of the Eucharist. 5. Becomes actively involved in the Worship Committee, any other committees, and task forces that may be set up from time to time which are relevant to the worship life of the parish. 6. Actively involves oneself with deanery and diocesan initiatives and programs relevant to the role of layreader. 7. During the vacancy of a parish, parochial layreaders’ covenants will remain in force until the appointment of a new incumbent.

Skills, Knowledge and Experience (including but not limited to): 1. Ability to read lessons and other parts of the liturgy. 2. Knowledge of the Book of Common Prayer, the Book of Alternative Services and other liturgical texts authorised from time to time by the Bishop. 3. Knowledge of the principles of adult and child education relevant to the parish educational program(s). 4. Familiarity and experience with the community with respect to current social services and social action initiatives and governmental programs. 5. An understanding of the evangelical role of the church within the community. 6. Undertaking of disciplines for study by parochial layreaders as outlined in the diocesan handbook for layreaders and the Diocese of Algoma Layreaders’ Training Manual. i.e. biblical studies, spirituality, including divine worship, structure and function of the church, preaching, the faith of the Church. 7. Such other studies as the Rector feels would be suitable.

Boundaries and Limitations 1. Is accountable to the Rector, in consultation with, the Worship Committee 2. Must uphold the Safe Environment Policy.

3. Covenants for Parochial Layreaders are made by the Incumbent upon his/her induction, as new candidates present themselves, and are renewed annually. Should a change in Incumbents not result in a new covenant, the layreader(s) involved may ask the Diocesan Warden of Layreaders to be placed on the Inactive List.

Support, Supervision and Training 1. Is responsible to the Rector and the wardens. 2. Accepts the guidelines of the Diocese of Algoma Layreaders' Handbook. 3. Communicates with and accepts the advice of the Rector as well as the Deanery and/or Diocesan Warden of Layreaders. 4. The Rector will approach those persons s/he feels to be suitably gifted to be layreaders and if these persons accept the invitation, the name(s) is submitted firstly to Parish Council and subsequently to the Annual General Vestry for approval. Once this approval process has occurred, training will be provided in accordance with the Diocese of Algoma Layreaders’ Training Manual which is available from the Diocesan Warden of Layreaders.

Participation Group 1. Rector 2. Worship Committee directly, Parish Council, and other relevant committees 3. Sacristan and servers 4. Other layreaders and deanery colleagues 5. Deanery Warden of Layreaders 6. Diocesan Warden of Layreaders

Screening Category: 1 (3a if doing home Communions alone)

Length of Term: One year, renewable upon review by the Rector.

Benefits to Volunteer: Sense of intimate involvement with the worship life of the parish

Note: More detail on the job of parochial lay reader is available from the Diocese of Algoma at www.dioceseofalgoma.com

Up-dated July 2011

VOLUNTEER MINISTRY JOB DESCRIPTION PASTORAL CONCERNS CHAIR

Nature of the Position This position required to oversee the Pastoral Concerns Committee activities.

Outline of Responsibilities 1. To work with the Pastoral Concerns Committee being responsible for the following categories, including but not limited to: Pastoral visitation, Home Communion to shut- ins, hospital, seniors residences, and long-term care facilities (including Christmas and Easter Communion), Healing Ministry, arranging for transportation to and from week- end eucharists for parishioners who may require a ride, sending cards to the ill and bereaved, sending letters to the parish families being prayed for in the bulletin on a weekly basis, together with any other duties as designated by parish leaders (Wardens, Rector, Parish Council). 2. Attend Parish Council meetings 3. Prepare monthly and annual reports for Parish Council and Vestry 4. Schedule the Healing Ministry teams on a quarterly basis 5. Arrange for appropriate training for pastoral visitors and Healing Team members 6. Provide up-to-date letterhead for the parish family correspondent 7. Plan, prepare, and coordinate the Longest Night Service 8. Arrange for a minimum of three meetings per year of the Pastoral Concerns Committee 9. Prepare articles for the Parish Newsletter as requested 10. Renew Police Check every three years

Skills, Knowledge, and Experience 1. Be an active member of the parish 2. Good interpersonal skills, especially listening 3. Sensitivity to others needs 4. Confidentiality and integrity 5. Organisation, planning, supervision, and coordination. 6. Be a member of the Pastoral Concerns Committee, Healing Team, and/or a Pastoral Visitor 7. The ability to work with the Rector, staff, church wardens and other committee chairs.

Boundaries and Limitations 1. Must uphold the Safe Environment Policy. 2. Support the Parish Mission Statement. 3. All diocesan policies and practices must be adhered to. 4. Comply with the policies and guidelines of the Anglican Diocese of Algoma regarding confidentiality and not communicate or divulge confidential information.

Support, Supervision and Training 1. Is directly accountable to the Rector 2. Agrees to take training sessions as offered

Participation Group 1. Clergy 2. Wardens 3. Parishioners 4. Parish Council 5. Pastoral Concerns Committee

Screening Category: 3a

Length of Term: A minimum of one year

Benefits to Volunteer 1. A sense of value in making a positive contribution to the church community, especially those who are shut-in, hospitalized, or living in seniors’ residences or long-term care facilities 2. An opportunity to widen contacts within the church community 3. A sense of service to God and Church

December 2011

VOLUNTEER MINISTRY JOB DESCRIPTION PASTORAL VISITOR

Nature of the Position This position involves the keeping in touch with and the visitation of the ill and shut-in of the parish.

Outline of Responsibilities 1. Visits at hospitals, seniors residences, and long-term care facilities. 2. Visits homes of shut-ins. 3. One member of the Pastoral Concerns Committee will send cards to the ill and bereaved. 4. May take Reserved Sacrament to shut-ins if licensed by the Bishop of Algoma and commissioned by the incumbent. 5. Renew Police Check every three years

Skills, Knowledge, and Experience 1. Good interpersonal skills, especially listening 2. Sensitivity to others needs 3. Confidentiality and integrity

Boundaries and Limitations 1. Must uphold the Safe Environment Policy. 2. Does not intrude in personal lives. 3. Has no responsibility for housekeeping, personal care or finances for those visited. 4. Comply with the policies and guidelines of the Anglican Diocese of Algoma regarding confidentiality and not communicate or divulge confidential information.

Support, Supervision and Training 1. Is accountable directly to the Incumbent 2. Agrees to take training sessions as offered

Participation Group: Mostly with fellow visitors and Incumbent

Screening Category: 3a

Length of Term: At discretion of the Incumbent and Parish Council

Benefits to Volunteer: A feeling of self-worth in bringing a little light into the lives of the ill and shut-ins.

VOLUNTEER MINISTRY JOB DESCRIPTION PROPERTY MANAGER

Nature of the Position This position is required to oversee the upkeep, maintenance, and repair of the church building (inside and out), gardens and grounds, and property. It should be kept in mind that the church is not just a physical building - it is a spiritual space as well. If untidy, unkempt, and poorly maintained, it is very hard to believe that you are treading on holy ground.

Outline of Responsibilities 1. Directs the work of the building caretaker including cleaning, major and minor repairs, and purchasing of maintenance supplies. 2. Acts as liaison between the Caretaker and Parish Council, through the People’s Warden, on building and maintenance issues. 3. Manages the annual maintenance budget within the budgeted allotment. 4. Ensures building security, including review of security contracts (e.g. alarm systems) as required. 5. Ensures that the building complies with safety standards (e.g. fire regulations). 6. Coordinates the upkeep and/or purchase of building infrastructure (e.g. telephone systems, elevator, church office computer network, sound system, keying). 7. Acts as a consultant to Parish Council on upkeep and maintenance issues. 8. Prepares monthly and annual property reports.

Skills, Knowledge, and Experience 1. Some knowledge of building maintenance and security. 2. Communication and interpersonal skills to provide direction and support to maintenance staff. 3. It is strongly recommended that the Property Manager holds a license in some trade, such an electrician, plumber, or mechanic (either one or several)

Boundaries and Limitations 1. Manages the building and property within the annual budget allotment. 2. Seeks approval from Parish Council on any major maintenance and repair issues or anticipated budget overruns.

Support, Supervision, and Training 1. Guidance will be sought from the People’s Warden and Parish Council as well as past Property Managers 2. Expertise will be sought from resources within the parish community (e.g. insurance contacts, tradespeople)

Participation Group: Parish Council, Caretaker, Clergy, Church Drop-Ins

Screening Category: 3a

Length of Term: Minimum One year renewable at the discretion of the Wardens

Benefits to the Volunteer 1. Opportunity to improve skills and gain new Skills, Knowledge, and Experience in the field of building maintenance. 2. A sense of value in making a positive contribution to the church community and the outside community.

Up-dated July 2011

VOLUNTEER MINISTRY JOB DESCRIPTION SERVER

Nature of the Position This position encompasses the roles of server, acolyte and crucifer. It provides assistance to the clergy, Eucharistic assistants and the congregation in enhancing the worship life of the congregation.

Outline of Responsibilities 1. Acts at various times as crucifer, acolyte, or altar server at main Sunday services and other special services. 2. Is expected to arrive 20 minutes prior to scheduled service in order to robe, light the eucharistic candles and/or retrieve the processional cross. 3. Is expected to attend service at scheduled time. If unable to attend, is responsible for obtaining a replacement and notifying the church office of the change by Thursday morning prior to scheduled time.

Skills, Knowledge, and Experience 1. Must be a baptized 2. Regular church attendance is encouraged. 3. Neat appearance required. 4. A sense of reliability and punctuality.

Boundaries and Limitations: Must uphold the Safe Environment Policy

Support, Supervision and Training 1. Is accountable to the Rector and the Sacristan (if a Sacristan has been appointed) 2. Is required to undergo prescribed training program with graduated responsibilities 3. Is expected to attend periodic upgrading/training sessions 4. Is commissioned by the Rector

Participation Group 1. Servers Guild 2. Eucharistic celebrants

Screening Category: 1

Length of Term: One year, renewable on the advice of the Rector (and Sacristan, if appointed)

Benefits to Volunteer: A sense of spiritual growth and Christian service which comes from intimate involvement with the life of the Eucharist and the worship of the Church

Up-dated August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION Ministry of Hospitality Team

SIDESPERSON

Nature of the Position This time-honoured position complements the role of greeters, helps to make worshippers feel welcome and assists in the smooth functioning of worship services. While greeters make visitors and newcomers welcome to Epiphany, the sidespersons will welcome our regular worshippers as they hand out the bulletins and hymnals. Each sidesperson will be assigned to one service approximately every three months and in teams of two usually. One sidesperson should be stationed at the hymnal cupboard to hand out the hymnals as people enter. The other should stand at the far side of the door with the bulletins and act as a greeter for “regulars”. During the service sit in the back row or on the chairs at the back as available. The Greeters are responsible for security during the service.

Outline of Responsibilities 1. If you are unable to be at church on YOUR Sunday please arrange to switch with someone else on the roster. Call the church office by Thursday noon so the Parish Secretary can make the change in the bulletin 2. Plan to be "on duty" 30 minutes before the service is to begin and wear a name tag if you have one 3. Hand out (before the service) and collect back in (after the service) the hymn books and bulletins. (Make sure you are giving out the correct hymnbooks for the service!) 4. Assist those attending service to obtain suitable seating, hearing enhancement devices etc. (Note -The hearing devices are kept in a basket on top of the sound system just inside the door. After the service, please check to be sure they are turned off. They do not have to be recharged as in the past. If you find one that does not work please put it on the desk in the office and it will be repaired) 5. Ring the bell in the bell tower 20 times, or arrange for another person/child to do it, as the choir appears in the Narthex. This signals that the service is about to begin. 6. Once the service is in progress, a count of all those in attendance must be taken (as surreptitiously as possible please!) A book is kept on the hymnal counter to record these numbers 7. Make a point of knowing who the current wardens are and where they are seated, if in attendance, in case you need to call on their assistance. 8. At the Offertory, one person takes up the elements to the Altar rail, and tells the server how many people are in attendance; the other person brings the collection plates forward, then both take up collection. Put it in one of the gold bags and then take it to the altar step, on both collection plates when the server appears with the Alms basin. (If it is a large congregation and you feel you need more assistance with collection please do not hesitate to ask other parishioners to assist you.) Pull out the “hidden” altar rail

and place the removable kneeler section in the correct position. Wait for the offertory prayer then return to the back of the church. 9. When the choir kneels at the Altar rail for communion, both go down the aisle and position yourselves to marshal those going to the communion rail. You take your communion after the last member of the congregation has received, then open the rail and return the kneeler to its initial position after all have communicated. 10. Assist the greeters as necessary. If a medical emergency occurs there is a wheelchair in the coatroom that can be used to escort an ill parishioner from the church. You may need to contact one of the physicians or a nurse in the congregation if they are not already alerted to the need. If an ambulance is needed please ask the greeter to phone for one. 11. You may be asked to find a parent for a child that is unhappy in the nursery! 12. Store away the hymn books after the service and remove any left in the pews and clear up any debris/books left in the pews 13. If "mail" has been left for any parishioners on the hymnal counter please try to give it out to those in attendance - to save time and postage the next week.

Skills, Knowledge and Experience Required 1. Regular attendance at worship services 2. Familiarity with parishioners 3. Friendly welcoming attitude 4. Physical ability to stand for at least thirty minutes

Boundaries and Limitations: Must uphold the parish's Safe Environment Policy

Support, Supervision and Training 1. Reports to the Coordinator, Hospitality Ministry Team 2. Information about duties printed in binder on the hymnbook cupboard in Narthex 3. Attendance at periodic training/information sessions may be requested

Participation Group: Entire congregation

Screening Category: 1

Length of Term: Indeterminate - at the will of the sidesperson and with agreement of coordinator

Benefits to Volunteer 1. Opportunity to meet and interact with entire congregation 2. A sense of service and involvement in Divine Worship

Revision date: August 28, 2007 February 26, 2008 January 17, 2011 March 4, 2012

VOLUNTEER MINISTRY JOB DESCRIPTION SUNDAY SCHOOL COORDINATOR

Nature of the Position This position offers supervision and experience to the Sunday School Teachers and the children in their care in an atmosphere that will teach, nurture and help them develop as individuals and as a Christian community and to understand their faith in the context of their Anglican family.

Outline of Responsibilities 1. Oversee the operation of the Sunday School. 2. Plan, develop or purchase a Sunday School curriculum. 3. Plan special events (e.g. Rally Day, Christmas pageant, Annual Picnic etc.). 4. Work with teachers to develop a mutually agreeable teaching schedule. 5. Train and mentor teachers, ensuring that the teachers have the necessary curriculum and resources. 6. Meet with teachers on a regular basis to assess progress and address concerns. 7. Manage the Sunday school budget, including the development of an annual budget. 8. Develop and maintain Sunday School policies and procedures in consultation with the wardens and parish Council (including lock-down and fire drill procedures). 9. Participate in at least one educational activity per year or in a self-directed activity that can be shared with the Sunday School Teachers. 10. Keep the parish informed about the Sunday school, including articles for the Epiphany Star. 11. Report to Parish Council through the Discipleship Chair. Maintain a safe educational environment for children and teachers. 12. Interact with parents. 13. Communicate with parents if their children are disruptive to the program (in keeping with the Code of Conduct). 14. Report concerns to the Discipleship Chair.

Skills, Knowledge, and Experience 1. Enjoys working with children. 2. An ability to engage and communicate with children. 3. An ability to work and communicate with parents and co-teachers. 4. Organization, planning, supervision, and coordination.

Boundaries and Limitations: 1. Must uphold the Safe Environment Policy. 2. Support the parish mission statement. 3. The coordinator is not responsible for children whose behavior does not meet the expected Code of Conduct - these children will be returned to their parents.

Support, Supervision and Training 1. Under the direct supervision of the Discipleship Chair 2. A willingness to attend training sessions offered by the parish

Participation Group: All Children

Screening Category: 3a

Length of Term: Three Year, renewable

Benefits to the Volunteer 1. The primary benefit is the ability to build close and warm relationships with the children of the parish. 2. The ability to have a profound effect on the faith development of our children and to have a key role in their integration into our parish community. 3. The development of friendships with teachers and others involved in the church school program.

Up-dated August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION SUNDAY SCHOOL TEACHER

Nature of the Position As a Sunday School Teacher it is your job to offer an atmosphere and experience to the children in your care, that will teach, nurture and help them develop as individuals and as a Christian community to understand their faith and their Anglican family.

Outline of Responsibilities 1. Prepare for Sunday classes using the assigned curriculum. 2. Deliver/teach the program on scheduled Sundays. 3. Classroom set-up and returning the room previous form after the class. 4. Maintain a safe educational environment for children and teachers. 5. Interact with parents. 6. Communicate with parents if their children are disruptive to the program (in keeping with the Code of Conduct). 7. Report concerns to the Sunday School Coordinator. 8. Assist with Christmas pageant and other special events. 9. Attend teachers' meetings. 10. Renew Police Check every two years.

Skills, Knowledge, and Experience 1. Enjoys working with children. 2. An ability to engage and communicate with children. 3. A willingness to work with curriculum provided or other approved alternate resource. 4. An ability to work and communicate with parents and co-teachers. 5. Organization, planning, supervision, and coordination.

Boundaries and Limitations 1. Must uphold the Safe Environment Policy. 2. Support the parish mission statement. 3. Teachers are not responsible for children who choose not to attend class. 4. Teachers are not responsible for children whose behavior does not meet the Code of Conduct expected 5. Adheres to Sunday School policies and procedures established by Parish Council.

Support, Supervision, and Training 1. Under the direct supervision of the Sunday School Coordinator. 2. A willingness to attend training sessions offered by the parish.

Participation Group: Children ages 12 and under.

Screening Category: 3a

Length of Term 1. One year, renewable 2. Number of teaching Sundays negotiable with coordinator.

Benefits to the Volunteer 1. The primary benefit to the volunteers is the ability to build close and warm relationships with the children of the parish. 2. The ability to have a profound effect on the faith development of our children and a key role in their connectedness to our parish community. 3. The development of friendships with co-teachers and others involved in the church school program.

Up-dated August 2011

VOLUNTEER MINISTRY JOB DESCRIPTION TREASURER

Nature of the Position The treasurer is appointed by the churchwardens to oversee the monthly reporting of the church finances, the management of investment funds and the accounting of the funds of the parish. The treasurer is a (non-voting) member of Parish Council and Chair of the Finance Committee.

Outline of Responsibilities 1. Prepares a financial report for Parish Council and Finance Committee meetings. 2. Oversees the parish investments and brings investment matters to the attention of the churchwardens for decisions. 3. Under the direction of the churchwardens, presents a Financial Report for/to the Annual General Meeting. 4. Prepares the Annual Budget. 5. Prepares the Diocesan Financial return (January/February) and submits it to the Parish Secretary for mailing. 6. Ensures the Annual HST rebate form is filed (February). 7. Ensures the preparation and submission of the Charity Return to Canada Revenue Agency. 8. Maintains certain financial files respecting investments 9. Does any other duties that are agreed to at a Parish Council or Finance Committee meeting 10. Arrange for an audit to be conducted every two years. 11. Sits on the LINC Committee 12. Is a member of Parish Council

Skills, Knowledge, and Experience: Experience as qualified accountant is a definite asset.

Boundaries and Limitations 1. Must uphold the Safe Environment Policy. 2. Is accountable to the churchwardens and the corporation for adhering to diocesan policies and practices. 3. Must abide by generally acceptable accounting principles.

Support, Supervision, and Training: Under the supervision of the churchwardens

Participation Group: Finance Committee, Parish Council, and Annual Vestry

Screening Category: 3

Length of Term: One year, renewable by the Corporation Benefits to the Volunteer: Satisfaction of knowing that Skills, Knowledge, and Experience are benefiting the financial well-being of the parish

VOLUNTEER MINISTRY JOB DESCRIPTION WARDEN

Nature of the Position To work closely with the Rector in a position of primary leadership, supporting the Rector as well as of the people of the Church of the Epiphany. To oversee the ministry and business issues of the parish, in a manner consistent with Canon 1-3 of the Diocese of Algoma. (See Appendix II on p. 59)

Outline of Responsibilities Administrative 1. A member of the parish corporation (Rector & Wardens) and attends monthly corporation meetings. 2. A member of Parish Council and attends monthly Parish Council meetings. 3. Signing authority for the corporation and available weekly to sign cheques. 4. Available for consultation and support for Rector, church staff, parish committee chairpersons and parish community. 5. Available for parish building emergencies such as alarms, damage etc. 6. Act in an advisory capacity for professional ministry staff and in a supervisory capacity other church staff as well as key volunteer positions. 7. To oversee the financial commitments of the parish. 8. To communicate to the parish formally through the newsletter or other parish letters as required. 9. Will be responsible for yearly performance appraisals for all paid staff.

Worship: (General) 1. Be available to troubleshoot in case of need. 2. Be available to the community for information or support. 3. Be aware of the general happenings of the building i.e. activity in the narthex, church school and nursery.

Skills, Knowledge, and Experience 1. The ability to provide good organizational and communication skills. 2. General familiarity with the parish. 3. An interest in the stability, growth and development of the parish community. 4. The ability to work as a team along with the Rector, staff, other wardens and committee chairs. 5. The ability to support, cultivate and motivate a volunteer organization.

Boundaries and Limitations 1. Must uphold the Safe Environment Policy. 2. All activities associated with the position must be achieved in a manner consistent with the Parish Mission Statement. 3. All diocesan policies and practices must be adhered to. 4. Comply with the policies and guidelines of the Anglican Diocese of Algoma regarding confidentiality and not communicate or divulge confidential or financial information.

Support, Supervision, and Training: Under the supervision of the Rector and/or the People’s Warden

Participation Group: The whole of the parish community

Screening Category: 3a

Length of Term: Three years

Benefits to the Volunteer 1. The ability to build a close working relationship with the Rector of the parish and parishioners 2. The ability to have a profound effect on the tone and direction of the parish

VOLUNTEER MINISTRY JOB DESCRIPTION WOMEN’S BIBLE STUDY FACILITATOR

Nature of the Position A Women’s Bible Study facilitator’s job is to offer an atmosphere and experience to the women who attend, that will encourage, nurture and help them develop as individuals and as a Christian community to understand their faith and their Anglican family.

Outline of Responsibilities 5. Participates in the choosing of a suitable study/book 6. Prepares for Women’s Bible Study using the assigned book or study 7. Delivers/facilitates the program on scheduled days 8. Study room set up as needed and return the room to previous condition after the class 9. Maintains a safe educational environment for participants 10. Reports concerns to the Adult Education Coordinator 11. Attends facilitators’ meetings and training sessions as requested

Skills, Knowledge, and Experience 1. Enjoys working with other women 2. An ability to engage and communicate with women 3. A willingness to work with book/study provided or other approved alternate resource 4. An ability to work and communicate with other facilitators and women

Boundaries and Limitations 1. Must uphold the Safe Environment Policy 2. Support the Parish Mission Statement

Support, Supervision & Training 1. Under the direct supervision of the Adult Education Coordinator 2. A willingness to attend training sessions offered by the parish

Participation Group: All parish women and often women from outside our parish

Screening Category: 3a

Length of Term 1. One year, renewable, with the number of teaching days negotiable with coordinator

Benefits to the Volunteer 1. The primary benefit is the ability to build close and warm relationships with the women of the parish 2. The ability to have a profound effect on the faith development of women and to enable all to participate fully in the parish community 3. The development of friendships with all participants in the Women’s Bible Study

November 2011

VOLUNTEER MINISTRY JOB DESCRIPTION YOUTH MINISTRY LEADER

Nature of the Position The Youth Leader is the primary contact and facilitator for the Youth Ministry. It is the goal of this position to develop, nurture and supervise youth ministry initiatives at Church of the Epiphany as well as build strong and trusting relationships with the young people of the parish.

Outline of Responsibilities 1. Assist young people in the process of developing a well rounded and spiritually- based youth program. 2. Communicate youth ministry opportunities to all young people on the parish list and to other youth who have shown interest. 3. Ensure that at least two leaders are present at all parish sponsored events. 4. Supervision of the building, set-up and returning the facility to the previous form after its use (including clean-up). 5. Maintain a safe environment for all participants, including applicable lock-down an fire drill procedures. 6. Regular communication with the Christian education Coordinator and Rector regarding events and issues. 7. Communicate with parents regarding events and issues. 8. Report any concerns to Discipleship Chair 9. Encourage and support young people to attend diocesan youth ministry events.

Skills, Knowledge, and Experience 1. Enjoys working with young people. 2. Ability to engage, communicate and develop trust with young people. 3. Ability to work and communicate with parents and other leaders. 4. Organization, planning, supervision, and coordination.

Boundaries and Limitations 1. Must uphold the Safe Environment Policy 2. Leaders are not responsible for young people whose behavior does not meet the Code of Conduct

Support, Supervision, and Training 1. Under the direct supervision of the Discipleship Coordinator and the Rector. 2. A willingness to attend training sessions at the diocesan or deanery level.

Participation Group: Youth ages 13 years and up

Screening Category: 3a

Length of Term: One year, renewable at discretion of Rector on the advice of Discipleship Chair

Benefits to the Volunteer 1. The primary benefit to the volunteers is the ability to build close relationships with the young people of the parish. 2. The ability to have a profound effect on the faith development of our young people and a key role in their connectedness to our parish community. 3. The development of friendships with leaders and others involved in the youth program.

APPENDIX I: Allergy Alert Protocols Background

It is becoming increasingly common knowledge that the incidence of sensitivities or allergies to many environmental substances is increasing significantly over the last decade or so. This is especially true in the case of severe allergic reactions to peanut products, especially among children. While the evidence is not as compelling for various inhaled substances, such as tobacco smoke, perfumes, volatile solvents etc. there appears to be an increasing number of individuals who are significantly affected by various substances - often to the extent that feel they must avoid spaces that contain these various substances.

As a Christian community that seeks to be all-inclusive, it would seem appropriate for our congregation to take appropriate steps to ensure that the environment within our building be as free of environmental irritants, allergens and toxic substances as possible. It is for this reason that the following guidelines have been adopted.

Environmental Tobacco Smoke

We wish to reinforce that our church building is and will continue to be a totally smoke-free environment. Any individual not complying with this policy will be politely asked to leave the building. Any group using or renting the building that allows or condones smoking within the building by any of its members may forfeit their future right to use the building.

Cleaning compounds etc.

Janitorial staff or contracted maintenance personnel shall be encouraged to use low-odour or odour-free cleaning, floor-stripping and floor polishing compounds. These should be used early in any given week so as to dissipate odours well in advance of regular Sunday worship services and preferably later in the day so as to avoid exposing day-time users of the building to these compounds. (e.g. LINC program participants)

Scents, perfumes etc.

While it is impractical to expect all who attend various functions within the building to abstain from the use of perfumes, hair sprays, after-shave lotions and various other scents. We should, however, make a strong effort to encourage regular attendees to avoid the use of these substances when they attend worship services or other functions. A notice to this effect should be prominently displayed near the church entrance and periodic reminders will be placed in the parish bulletin. Group leaders should from time to time advise members of this protocol.

Nut Allergy

Some children and young adults are extremely allergic to nut and nut products (i.e. peanuts, walnuts, almonds, hazelnuts, pecans, etc.), even in minute amounts. Deaths can result from exposure to these products. For this reason, the serving of any nut or nut-containing foods is prohibited within the building. A reminder of this will be posted in the main kitchen and in the small kitchen in the Algoma Room. Parish Life coordinators and team leaders are expected to remind individuals of this when making request for food to be brought from home for social functions.

Incense in Divine Worship

The use of incense to enhance public worship, especially at high festivals, is a long-standing Anglican tradition. Nonetheless, there is a minority of people that is very reactive to the volatile oils in incense. In order to make it possible for these individuals to join in worship services, it shall be our practice to limit the use of incense to high festival occasions and to restrict its use to the last service of the day. This will ensure that the odour will dissipate over a 12-24 hour period.

If incense is to be used, then advance notice to this effect should be included in the parish bulletin for the preceding two Sundays and preferably be included in the Epiphany Star.

Latex Allergy

Some adults and children are extremely allergic to latex, even in minute amounts. For this reason, the use of balloons, gloves and other items containing latex is prohibited within the building. A reminder of this will be posted in the main kitchen and in the small kitchen in the Algoma Room as well as in the Sunday School Room(s).

APPENDIX II: Churchwarden (Adapted from Canon 1-3 of the Diocese of Algoma)

Appointment of Churchwardens 1. Two churchwardens shall be selected at the annual vestry meeting of every congregation. 2. One churchwarden shall be appointed by the incumbent and one shall be elected by majority vote of the voters present. 3. One or two deputy churchwardens may be selected in the same manner as the churchwardens. 4. A candidate for appointment or election as churchwarden must be at least 18 years of age and otherwise meet the requirements for voting at a vestry meeting. 5. If either the incumbent or the vestry decline or neglect to appoint a warden, the other party shall fill the vacancy.

Duties of Churchwardens 1. Those specified in The Anglican Church of Canada Act and The Religious Organisations Lands Act [see Appendix. The Religious Organisations Lands Act repealed The Religious Institutions Act. 2. To appoint, if they so desire, a treasurer to assist them in keeping or overseeing the accounts or paying all bills promptly, as directed by the wardens. 3. To collect local contributions toward the maintenance of the church, its services, and its missionary, educational, and social work (the use of the duplex envelope is recommended). 4. Together with the treasurers of the organisations holding parochial funds to bank all such funds in the name of the local congregation or of such organization. 5. To pay the incumbent's stipend and pension assessments directly and promptly, which payments shall constitute a first charge on parochial funds. 6. To pay the salaries and benefits of all staff directly and promptly. 7. At the Annual Vestry meeting to present a balance sheet of the accounts of the church. 8. Within fourteen days of taking office in each year to make an inventory in duplicate of all the moveable property of the church. 9. To make available to the members of the congregation both the balance sheet and the inventory; AND 10. To insure the moveable property and all buildings of the church, at their full insurable value, with a reliable fire insurance company incorporated and licensed to do business in Canada. 11. To provide a public liability policy, including comprehensive bodily injury and non- owned automobile insurance. 12. To make the policy or policies payable to the Incorporated Synod of the Diocese of Algoma. 13. To send the receipt and policy, or report the possession of them, to the Synod Office.

Appendix II Churchwarden

14. To hand over to their successors any balance of monies remaining on hand. 15. To provide for the due care and preservation of the moveable and real properties of the church subject to Canon H-3, to oversee and enforce the carrying out of all contracts for the furnishing, repair and preservation of all moveable and real property of the church, rectory, graveyards, etc., and to exact penalties in case of the non-fulfillment of contracts . 16. To secure the warmth, cleanliness, lighting, and ventilation of the church. 17. To provide a surplice, communion linen, books, and bread and wine for the celebration of Holy Communion. 18. To provide out of parochial funds a book or books in which the incumbent or person in charge shall enter the names and all other particulars of baptisms, confirmations, marriages, and burials. 19. To provide and use such books and documents as the Bishop may from time to time require. 20. To provide out of parochial funds a service register for each congregation in the form prescribed by the Bishop, to be kept in the vestry together with the Incumbent to submit to the Synod office such annual reports as are required, within the prescribed time. 21. To keep a book in which is recorded an abstract of all the titles and deeds by which all lands of the congregation are held, showing the date, names of the donors, location, quantity, conditions of trust, purchase, or gift, and when and where registered. 22. The churchwardens of every parish shall ensure that the necessary steps are taken for raising the Apportionment and forwarding it to the Synod Office in regularly scheduled installments, monthly. 23. The signing officers of the church shall be the churchwardens and treasurer or any two of them.

Appendix III: Code of Conduct for Clergy, Church Staff, and Volunteers

Church of the Epiphany, Sudbury October 2011

Background The Code of Conduct is not intended to replace other official documents prepared by the Church of the Epiphany and the Diocese of Algoma but should be read in conjunction with them. They are:

The Canons of the Diocese of Algoma The Handbook of the Diocese of Algoma Screening in Faith Document of the Church of the Epiphany

The Code aims to provide the Clergy, Staff and Volunteers at the Church of the Epiphany with clear guidelines and common benchmarks for ethical conduct and legal responsibility. It is not designed to be a replacement for the Scripture as a fundamental guide for faith and practice.

The Code is not intended to be an exhaustive ‘How to Manual’ for ministry but seeks to exude something of the spirit of the Biblical call to faithfulness of ministry.

Introduction Persons engaged in ministry at the Church of the Epiphany, including clergy, staff, and lay volunteers, are called to high standards of ethical conduct and personal integrity. Power and authority is inherent in the role of ministry. The burden of responsibility for maintaining appropriate boundaries rests upon those persons engaged in ministry. It is important that those engaged in ministry respect the individuals whom they serve.

In order to assure that those who are in ministry act in a manner consistent with Christian teaching and ethical standards, it is expected that clergy, staff, and lay volunteers will:

Respect the dignity of each person as made in the image and likeness of God; Protect those who are vulnerable, including those who are young, elderly, living with disabilities, grieving, and under emotional or mental stress; Maintain appropriate professional boundaries to avoid impropriety or the appearance of impropriety; Conduct themselves in a manner that is consistent with the discipline, norms and teachings of the church; Follow the policies of the Church of the Epiphany as laid out in the Screening in Faith document; Maintain confidentiality; Refer people to appropriate professional resources for counselling services; Respect the right of all persons to a good reputation; AND

Appendix III Code of Conduct

Report violations of policy or suspected violations of policy to the appropriate church and/or civil authorities. Church personnel are prohibited from engaging in the following conduct, including but not limited to: o Crimes against persons; o Immoral conduct; o Possession or distribution of pornographic material; o Adultery or promiscuity; o Engaging in sexual abuse or sexual misconduct; OR o Failure to follow the policies of the Church of the Epiphany.

APPROPRIATE INTERACTIONS Appropriate interactions between the Church of the Epiphany clergy, staff, and lay volunteers with children, youth, and adults are a positive aspect of the ministry and promote healthy development. Depending on the circumstances, the following forms of interaction are usually (but not always) regarded as appropriate.

Examples of Appropriate Physical Contact: Short hugs (especially side to side hugs); Pats on the shoulder or back; Handshakes; High-fives; Holding hands while walking with young children; Sitting beside young children; Kneeling or bending down for hugs with young children (usually initiated by the child); and Holding hands during prayer.

Examples of Appropriate Behaviour: Maintaining professional relationships with children and youth, and their families, and adults; Following appropriate instructions of a minor or vulnerable adult’s parent or guardian; Informing a minor or vulnerable adult’s parent or guardian of activities; Acquiring, when needed, appropriate signed permission forms for events

Examples of Appropriate Verbal Interactions: Positive reinforcement; Verbal praise; Redirecting inappropriate, disruptive behaviour by providing healthy behavioural choices; Appropriate jokes and age-appropriate humour; AND Conversations in an appropriate manner addressing real life challenges. LEADERSHIP PRACTICES

Appendix III Code of Conduct

Two-deep leadership with children: It is the practice at the Church of the Epiphany that a minimum of two adults are present at all times during any Church sponsored activity that involves children.

Three or more persons: The following practices are preferred, although not always practical or possible: Three or more persons (i.e. two adults and one youth/vulnerable adult, or one adult and two youths/vulnerable adults) will be present when: o Transporting a youth or vulnerable adult; and o Working with youth, or vulnerable adults, e.g. Bible study, class, activity.

One-on-one contact: If there is only one adult and one youth or vulnerable adult present, contact shall be in a public setting.

INAPPROPRIATE INTERACTIONS Adults and others have used some forms of physical interactions with children, youth, and adults to initiate inappropriate contact. Generally, physical contact should be initiated by children, youth, and adults, rather than by a person engaged in ministry. However, to maintain a safe environment for children, youth, and adults, the following are examples of activities that should be avoided.

Examples of Inappropriate Physical Interactions: Lengthy hugs or forceful frontal hugs; Kisses; Holding minors, over the age of four years, on the lap; Touching chest, buttocks, or genital areas; Lying next to, or being in bed with, a child, youth, or adult; AND Any type of massage, below the shoulder area, given by or to the Church of the Epiphany staff or lay leadership.

Examples of Inappropriate Behaviour: Being alone with a child, youth, or vulnerable adult in a private setting; Allowing children, youth, or vulnerable adults to break rules or violate the law; Offering alcohol to children, youth, or vulnerable adults; Using, possessing, or being under the influence of alcohol in the presence of minors or vulnerable adults to whom the clergy, staff or volunteer ministers; Offering illegal drugs to anyone; Using, possessing, or being under the influence of illegal drugs in the presence of anyone; Showering or bathing with or in the immediate presence of a child, youth, or vulnerable adult; and Exposing a child, youth, or adult to sexually oriented or morally inappropriate materials.

Examples of Inappropriate Verbal Interactions:

Appendix III Code of Conduct

Swearing; Telling sexually suggestive jokes; Shaming; Comments related to physique or body development outside of curriculum or counselling needs; Involving a child, youth, or vulnerable adult in the leader’s personal problems or issues; Asking a child, youth, or vulnerable adult to keep secrets from their parents or guardians; or Derogatory remarks about a child’s, youth’s, or vulnerable adult’s family.

ELECTRONIC CONDUCT This Code of Conduct applies to the use of phones, text messages, Internet and emails when communicating as a clergy, staff, or lay volunteer with children, youth, and adults.

Use of the Internet through equipment and/or accounts that are the property of the Church of the Epiphany are subject to the discretion of the church. E-mail accounts obtained through the Church of the Epiphany are not the private property of the user. Use of e-mail accounts or equipment of the Church of the Epiphany to disseminate or receive child pornography is a violation of law and will be reported immediately to legal authorities when discovered. Use of computer equipment of the Church of the Epiphany to receive, view display or disseminate pornography or other inappropriate material that is not illegal is prohibited.

APPENDIX IV: Diocese of Algoma Bullying Policy

Bullying

Our response

threats Shouldn’t you turn the other cheek? undermining “Just kidding” isolating Nasty e-mails Gossip & rumours

“In everything do to others as you would have them do to you; for this is the law and the prophets.‟ [Matthew 7:12]

Protecting People

There is a heightened awareness of bullying in Ontario at this moment because of Bill 168 which came into effect 15 June 2010 [see pages 8 & 9). Bill 168 amends the Occupational Health and Safety Act OHSA and as such applies only to workers. It includes new regulations about how employers must deal with workplace violence and harassment, including bullying. By law, we must protect our workers; however, we also have a Christian responsibility to deal with violence, harassment and bullying as they occur in our churches not just to our “workers” [clergy and paid employees], but to all of our people—parishioners, children and youth, volunteers, committee members, those who receive an honorarium, etc.

Appendix IV Diocese of Algoma Bullying Policy

What is Bullying?

Bullying is typically a form of repeated, persistent, and aggressive behaviour [physical, verbal, social, electronic] directed at an individual or individuals that is intended to cause [or should be known to cause] fear and distress and/or harm to another person’s body, feelings, self-esteem, or reputation.[Bullying] Bullying or cyberbullying can occur in person or via any form of communication [phone, FAX, letter, cell, texting, messaging, tweeting, via a website...].

If any think they are religious, and do not bridle their tongues but deceive their hearts, their religion is worthless. James 1:16

Is Bullying Different From Normal Conflict?

“You can’t please all of the people all of the time” *Abraham Lincoln+ and so we must differentiate between people with complaints, or people who just don’t like each other, and those who move into the realm of bullying. The differences can sometimes be seen in the desired outcomes. Complaints are focused on problems, situations, events, policies, etc; bullying tar-gets people. Those who have complaints want something changed. Those who bully want someone changed.

Targets & Effects

Bullies may find words, actions and incidents which “justify” their campaign, but their real goal is the destruction of a particular individual or group of individuals. At times bullies attempt to camouflage their rudeness and bullying by saying, “I was only kidding,” or “nothing personal”.

One way to spot bullying is to examine the bully’s list of grievances—it will change often—another indication that it’s really about a person, not about issues. Oftentimes, bullies will go first to their target’s superior, or “boss” to try to have the person removed. Unfortunately, the bully may not be able to discern his or her own true motive.

Who Can Be Bullied?

Anyone can be the target of bullying—his or her position within the church does not matter. Bullying can happen to the priest or by him or her, to lay people or by them, to Board or committee members or by them, among parishioners…

It is most often, although not always, that the most vulnerable or marginalized people who are the targets of bullying. The Gospel tells us we have a special responsibility to protect such people.

Appendix IV Diocese of Algoma Bullying Policy

What Are Effects of Bullying?

A person who is bullied may become lonely, withdrawn, feeling isolated, anxious, depressed. He/she may, as a result of bullying, suffer physically, psychologically, emotionally, spiritually. And the king will answer them, “Truly I tell you, Conversely, he/she may lash just as you did it to one of the least of these out at others. who are members of my family,” you did it to me.” Matthew 25:40 Being bullied can take over a person’s life, making him/her obsessive about the situation.

Solutions

There is also a terrible cost on the bully him or herself. Most Christians have a moral and ethical compass, and God in His grace, has given Christians the Holy Spirit: “And when he comes, he will prove the world wrong about sin and righteousness and judgement” [John 16:8] Sin also eats away at people. …”for you reap whatever you sow.” Galatians 6:7

In any walk of life, bullying exacts a terrible toll on targets, on bullies themselves, and on witnesses who can often be the invisible victims because they live with guilt of perhaps not helping, and with the anger and shock of witnessing bullying among Christians. In the church, bullying does even more—it damages the Body of Christ; it mars the image of God in each person; it decreases morale—all of which can lead to a decrease in faith, participation and attendance.

Bullying damages the reputation of Jesus, and of the church and its members.

Bullying consumes time, talent and treasure that should be spent spreading the Good News of the Gospel of Jesus Christ.

Who Bullies?

We have stereotyped ideas that bullies are huge hulking figures backing their targets into a corner to threaten them. In reality, bullies can be anyone regardless of age, size or gender. Who bullies?

Solutions - continued

Jealous people who resent the education, gifts, competence, position or authority of another.

Appendix IV Diocese of Algoma Bullying Policy

“Insecure people with poor social skills and little empathy. They turn insecurity outwards, finding satisfaction in their ability to attack and diminish the capable people around them.

“A workplace bully subjects the target to unjustified criticism and trivial fault-finding. In addition, he or she humiliates the target, especially in front of others, and ignores, overrules, isolates and excludes the target.” *"Workplace Safety”+.

Bullies in a Church?

Church bullies use their power to intimidate people.

Tactics they employ might include slandering their target, or threatening to stop coming to church, or to stop giving if they don't get their way, or withholding their support for certain events or campaigns. [Longhurst, John]

While some bullies work alone, many gather a group. The bully approaches one person at a time and solicits complaints; eventually there is a meeting of several disaffected people at which people feed off one another’s gripes. Bullies will often attack “on behalf of another injured party”; they use the real, or imagined, grievance of another to let loose their own venomous attack.

Types of Bullies?

The Safety Council gives a humorous, but deadly serious profile of types of bullies:

The Screaming Mimi humiliates targets in public settings in order to control the emotional climate at work.

The Constant Critic falsely accuses and undermines targets behind closed doors, attempting to control the target's self-identity.

The Two-Headed Snake is a duplicitous, passive-aggressive destroyer of reputations through rumour-mongering, controls target's reputation.

The Gatekeeper controls target via withholding resources (e.g. time, givings, contributions, budget, autonomy, support, training) necessary to succeed. *“Workplace Safety”+

Appendix IV Diocese of Algoma Bullying Policy

What Can We All Do? If one member suffers, all Pray. Prayer is the foundation of all Christian life. suffer together with it; if one member is honoured, all rejoice together with it. Recognize that bullying is a sin. We are all children of God 1 Corinthians 12:26 [Galatians 3:26]; God loves the world [John 3:16]. Solutions - continued

Whoever says, “I am in the light‟ , while hating a brother

All who hate a brother or sister are murderers, and you know that murderers do not have eternal life abiding in them. 1 John 3:15

“Assuredly, I say to you, inasmuch as you did it to one of the least of these My brethren, you did it to Me.‟ Matthew 25:40b

Treat everyone as Christ wants us to: Let the peace of Christ rule in your hearts, since as members of one body o Do to others as you would have them do to you were called to peace. you. Luke 6:31 Colossians 3:15

o If it is possible, so far as it depends on you, live peaceably with all. Romans 12:18

Insist on openness is all groups, communications, and gatherings. Bullies thrive in secret.

Avoid triangulation [speaking about a person rather than to him/her; gossiping]. If we have a problem with a person, let us follow the biblical injunction to go directly to the person; if that fails, we are to try again taking with us another person from the church.

Note that it is not a good idea for the target to go alone to confront the bully.

“If another member of the church sins against you, go and point out the fault when the two of you are alone. If the member listens to you, you have regained that one. But if you are not listened to, take one or two others along with you, so that every word may be confirmed by the evidence of two or three witnesses. If the member refuses to listen to them, tell it to the church…” Matthew 18:15-17

Focus on problems and seek godly solutions. Don’t attack individuals

Appendix IV Diocese of Algoma Bullying Policy

If you witness bullying, do something about it, but do it prayerfully, lovingly. Confront bullying; report it. 85% of bullying takes place in front of witnesses. “All that is required for evil to prosper, is that good people do nothing.” [quotation attributed to both Edmund Burke and Leo Tolstoy]. “He who passively accepts evil is as much involved in it as he who helps to perpetrate it” [Martin Luther King].

What If You Are the Target?

God loves everyone. He understands; indeed, He has been there, done that.

He was despised and rejected by others; a man of suffering and acquainted with infirmity; and as one from whom others hide their faces he was despised and we held him of no account. Isaiah 53:3

Solutions - continued

Pray without ceasing; pray for protection; pray with others. Never pray against another person.

Ask God to show you whether there is anything you’re doing in the situation which is making it worse. “Search me, O God, and know my heart; test me

and know my thoughts. See if there is any wicked way in me, and lead me in the way everlasting.” Psalm 139:23-24.

Remember that part of what is going on in bullying is spiritual warfare. Satan takes great delight when members of the church fight with one another.

For our struggle is not against enemies of blood and flesh, but against the rulers, against the authorities, against the cosmic powers of this present darkness, against the spiritual forces of evil in the heavenly places. Ephesians 6:12

“Come to me, all you If the bully is outside the church but persecuting a church-goer just that are weary and are carrying heavy burdens, because he/she is a Christian, recall that Jesus said that would and I will give you rest. happen: “Blessed are you when people revile you and persecute Take my yoke upon you, and learn from me; for I you and utter all kinds of evil against you falsely on my account”. am gentle and humble in Matthew 5:11 heart, and you will find rest for your souls. Matthew 11:28-29 Read about examples of bullying in the Bible and the ways God’s people dealt with it: Nehemiah chapters 1-6; 1 Samuel 19-31

Walk in forgiveness. If we ourselves harbour bitterness, anger or resentment, we are bound to the bully.

Appendix IV Diocese of Algoma Bullying Policy

“You have heard that it was said, “You shall love your neighbour and hate your enemy.” But I say to you, Love your enemies and pray for those who persecute you, so that you may be children of your Father in heaven…” Matthew 5:43-45a.

Then Peter came and said to him, „Lord, if another member of the church sins against me, how often should I forgive? As many as seven times?‟ Jesus said to him, „Not seven times, but, I tell you, seventy-seven times. Matthew 18:21-22

Talk to someone about the bullying—a priest, warden, godly friend…

Nowadays we call people who are bullied, targets, rather than victims because we do not want anyone trapped in a victim mentality where he/she feels helpless. There are ways out of being a target.

Solutions - continued

In practical terms

. Try to minimize your exposure to the bully although this is not always possible.

. Document incidents; always be specific about times, dates, locations, For nothing is hidden that will not be disclosed, nor is occurrences. Keep any communications that reveal bullying—letters, e- anything secret that will not mails, phone messages, tweets, postings, etc. If you must respond to a become known and come to light. Luke 8:17 bullying electronic communication, cc [copy] other people. Bullies who realize their communications might become public, sometimes back down.

. Report the incident. “Workers” *under the definition of Bill 168+ are required by law to report bullying.

What If You Are the Bully?

STOP

So be done with every trace of wickedness (depravity, malignity, scheming) and all deceit and insincerity (pretense, hypocrisy) and grudges (envy, jealousy) and slander, gossip and evil speaking of every kind. 1 Peter 2:1 [Amplified Bible]

Confess and repent - tell someone who will hold you accountable for your actions what you have done. Anglicans say of confession: all may; none must; some should.

Appendix IV Diocese of Algoma Bullying Policy

If we confess our sins, He who is faithful and just will forgive us our sins and cleanse us from all unrighteousness. 1 John 1:9

Pray for God’s help, for the gifts of the Spirit: love, joy, peace, patience, kindness, goodness, faithfulness, gentleness, and self-control. Ask God to show you the reasons you bully. for God did not give us a spirit of cowardice, Be reconciled with those you have hurt. but rather a spirit of power and of love and of self-discipline. 2 Timothy 1:7 So when you are offering your gift at the altar, if you remember that your brother or sister has something against you, leave your gift there before the altar and go; first be reconciled to your brother or sister, and then come and offer your gift. Matthew 5:23-24

Get help.

What is Bill 168?

Bill 168 [in effect 15 June 2010] is an amendment to the Occupational Health and Safety Act and applies to all employers with more than 5 employees; the requirements apply equally to profit, not-for-profit and charitable employers. The new Act specifies what is required to deal with workplace violence and harassment; one key feature is the inclusion of bullying as a form of harassment.

What Does the Act Require?

In terms of workplace violence and workplace harassment, employers must

Assess, identify and control risks

Set and annually review policies and procedures to deal with workplace harassment and violence. Provide information and instruction on policies, procedures and programs.

Provide anti-harassment programs

Summon immediate assistance when workplace violence occurs

Employees are required to report incidents. Employers must deal with complaints

Correct problems

Take every precaution to protect workers against domestic violence/abuse as it may occur in the workplace.

Appendix IV Diocese of Algoma Bullying Policy

Who Is Protected by the Legislation?

All employees in situations where there are more than five employees

And the king will answer them, “Truly I tell you, just as you did it to one of the least of these who are members of my family,” you did it to me.” Matthew 25:40

Employees are protected from violence and harassment whether the perpetrator is a boss, co- worker, or member of the public [as long as the violence or harassment relates to work. The employee is protected whether he/she is in the workplace, or doing the work in another location.

What is Workplace Violence?

Any statement or behaviour that a worker could reasonably interpret as a threat to exercise physical force against the worker, in a workplace, that could cause physical injury to the worker. [Bill 168. Section 1]

What is Workplace Harassment?

“Workplace harassment” is defined in Bill 168 *Section 1+ broadly as “engaging in a course of vexatious comment or conduct against a worker in a workplace that is known or ought reasonably to be known to be unwelcome.”

The Anglican Diocese of Toronto states that unacceptable behaviour under the policy includes but is not limited to

Bullying

Verbal abuse or threats, intimidation in person, by phone, e-mail or any other form of communication

Unwelcome remarks, jokes, innuendo or taunts about a per-son’s body, race, colour, attire, marital status, sexual orientation, ethnic or religious origin, criminal record or handicap

Displaying or distributing offensive material

Practical jokes which cause embarrassment

Unwelcome invitations or requests

Leering or other inappropriate gestures

Appendix IV Diocese of Algoma Bullying Policy

Inappropriate physical contact.

["Health and Safety Information"]

Want to know more?

Arbuckle, Gerald A. Confronting the Demon: a Gospel Response to Adult Bullying. Collegeville, Minn.: Liturgical, 2003. Print.

"Bill 168, Occupational Health and Safety Amendment Act (Violence and Harassment in the Workplace) 2009." Legislative Assembly of Ontario. 2010. Web. .

Bullying: We Can All Help Stop It. Toronto: Ministry of Education, 2009 .

"Christianity.ca - Bullying in the Church." Christianity.ca. 2010. Web. .

"Dignity at Work." The Church of England. 2008. Web. .

"Health and Safety Information." Anglican Diocese of Toronto. 2010. Web. .

"How to Deal With a Workplace Bully." Canada Safety Council. 2006. Web. .

Longhurst, John. "Christianity.ca - Bullying in the Church." Christianity.ca. 2010. Web. .

MB Herald: October 2007: Bullies in the Church." MB Herald: April 2008. Web. .

"Workplace Safety » Bullying in the Workplace." Canada Safety Council. 2010. Web.

APPENDIX V: Discontinued Job Descriptions VOLUNTEER MINISTRY JOB DESCRIPTION

PRESIDENT - ANGLICAN CHURCH WOMEN

Nature of the Position This position is required to oversee the Anglican Church Women (ACW) Program.

Outline of Responsibilities 1. Oversees and coordinates ACW programs and activities. 2. Prepares for and chairs meetings of the ACW, in conjunction with ACW executive. 3. Prepares monthly and annual reports for Parish Council and Annual Vestry. 4. Prepares periodic reports or information pieces for the Epiphany Star. 5. Is a member of Parish Council. 6. Liaises with Deanery and Diocesan ACW counterparts and program staff 7. Follows the constitution and bylaws of the Diocesan ACW.

Skills, Knowledge, and Experience: Communication and interpersonal skills.

Boundaries and Limitations 1. Oversees and accounts for fund-raising activities. 2. Seeks approval from Parish Council on any major ACW initiatives/ expenses or anticipated budget overruns.

Support, Supervision and Training 1. Guidance will be sought from the Rector, Rector’s Warden and Parish Council. 2. Expertise will be sought from resources within the parish community

Participation Group 1. Rector and Parish Council 2. Hospitality Ministry Coordinator 3. Parish Life Coordinator(s) 4. Men’s Club 5. Worship Committee, as needed

Screening Category: 3

Length of Term: Two years, renewable by vote of ACW to a maximum of three years pursuant to the Constitution and By-laws of the Diocesan A. C. W.

Benefits to the Volunteer: A sense of value in making a positive contribution to the church community.

Appendix V Discontinued Job Descriptions

DISCONTINUED JOB DESCRIPTIONS VOLUNTEER MINISTRY JOB DESCRIPTION

SACRISTAN

Nature of Position Provides assistance and direction to clergy, lay readers, eucharistic assistants and servers at the celebration of the of the Eucharist and other services.

Outline of Responsibilities 1. Acts as master of ceremonies at the main Sunday Eucharist and other special services. 2. Prepares altar for eucharistic rite. 3. Directs the ablutions and may consume remaining elements. 4. Trains and directs servers. 5. Organizes and distributes duty rosters for servers, eucharistic assistants and layreaders. 6. Is a member of the Worship Committee. 7. Ensures that there is adequate Reserved Sacrament. 8. Liases with the Altar Guild regarding adequate supplies of hosts and wine and any other items required for the eucharistic celebration.

Skills, Knowledge, and Experience: Should be a baptized, confirmed and practicing Anglican, be familiar with all facets of the Anglican liturgy and rites.

Boundaries and Limitations: Must uphold the Safe Environment Policy

Support, Supervision and Training 1. Is accountable to the Rector. 2. Is commissioned by the Rector. 3. Agrees to undergo the prescribed training program before taking on responsibility.

Participation Group 1. Clergy, servers, Layreaders, Eucharistic assistants 2. Communicants 3. Choir 4. Altar Guild

Screening Category: 3a

Length of Term: 1 year, renewable by Rector

Benefits to Volunteer: The satisfaction of serving God in the most sacred service of worship

Appendix V Discontinued Job Descriptions

DISCONTINUED JOB DESCRIPTIONS VOLUNTEER MINISTRY JOB DESCRIPTION

NURSERY CAREGIVER

Nature of the Position It is the role of the nursery volunteer to welcome, nurture, and assist in developing a comfortable, safe, and predictable community for children attending the nursery at Church of the Epiphany.

Outline of Responsibilities 1. Arrive 15 minutes before the service begins and wear your name tag. 2. Greet parents & children in a friendly manner. 3. If unfamiliar with a child, review registration form so you are aware of any special needs the child may have. 4. Care for and comfort all children in the nursery not giving your primary attention to just one or a few children. 5. If you cannot fulfill your scheduled duties, it is your responsibility to try to find a substitute and advise the warden of the switch or vacancy. 6. Maintain sign-in and sign-out book.

Skills, Knowledge, and Experience 1. Enjoys working with babies and toddler-age children. 2. An ability to communicate and work with warden, other volunteers and parents.

Boundaries and Limitations: Must uphold the Safe Environment Policy

Support, Supervision and Training 1. Under the direct supervision of the wardens, Sunday School Coordinator and Director of Christian Education. 2. Is expected to attend any offered training sessions.

Participation Group: Children ages birth to 4 years of age

Screening Category: 3a

Length of Term: One year, renewable by wardens, on advice of Chair, Christian Education and Sunday School Coordinator

Benefits to the Volunteer 1. The primary benefit to the volunteer is the ability to build close and warm relationships with the youngest children of the parish. 2. The development of friendships with other volunteers involved in the nursery program.

APPENDIX VI: Emergency, Fire and Safety Protocols

Action Plan Form Safety Committee to design and initiate program:

Membership: Four to five persons : 1. People’s Warden 2. Property Manager 3. Christian Education coordinator 4. LINC Co-coordinator 5. Custodian.

Key Elements 1. Fire Safety & Control 2. Personal Injury Control & Safety 3. Crime and Dishonesty Control

1. Fire Safety & Control: Scope of Responsibilities:

1. Fire extinguishers up to pressure, tagged & marked. 2. Fire Alarm Pulls clearly visible and marked. 3. Fire Alarm System in order and operational. 4. Fire Exits clearly visible and Exit Signs lit. 5. Stairwells free of all materials and clear of all obstacles to facilitate ease of exit from the building. 6. Heat/smoke detectors to be free of any obstacles. 7. Ensure that all panic bars on exit doors are operational and that doors open freely. 8. Fire safety plan of building made available to all organizations and posted in all areas of the building showing location of Fire Extinguishers, Fire Alarm Pulls and exits from specific areas. 9. Check kitchen cooking areas, making sure stoves and hoods are clean and free of grease buildup. 10. Inspect custodian’s storage areas to ensure that flammable liquids, paints and solvents are not stored in the building. 11. All cleaning fluids and solvents must be non-flammable. 12. Breakers are not taped in the “ON” position or feel warm to the touch. Check all electrical panels making sure that areas contiguous to the panels are free of materials. The Ontario Electrical Safety Code stipulates that a minimum of one meter of free space be available in front of any electrical panel. 13. All fire extinguishers are to be checked and re-tagged annually by an accredited safety supply company. 14. The Fire alarm system is to be checked annually by an accredited alarm system service company. 15. Church school and LINC to conduct at least one fire drill per year. 16. Inspect premises monthly, complete and sign standard checklist

Appendix VI Emergency, Fire and Safety Protocols

LINC Program FIRE DRILL PROCEDURE

FIRE EXITS

From the nursery exit via front stairs and out the front and across Larch Street. If front door is not accessible go out the doors to the sandbox area and proceed to Memorial Park.

From downstairs classroom or Phoenix Hall go out the front stairs across Larch Street. If front stairs are not accessible, exit the back door to the sandbox area and proceed to Memorial Park.

Fire Safety Plan 1. Upon hearing the fire alarm the sole Childminder will proceed to verify the nearest exit route is free of smoke and fire. 2. Remain calm, but take quick action. 3. Reassure the children. 4. Take Attendance Sheet. 5. Exit via the stairs to the main door of the church. 6. DO NOT USE THE ELEVATOR. 7. Get out and away from the building. Go to the front of St,. Andrew’s Place where the children will be reunited with their parents. Take attendance. 8. Should the designated safe meeting place be unsafe the alternate meeting area is located in the Memorial Park. 9. DO NOT return to the building. Unless instructed by the Fire Chief to do so. 10. Assess the children for injuries and treat accordingly.

(The above safety plan is the same for the adult classes.)

Shelter-In-Place Procedures: 1. If it is deemed unsafe to evacuate the facility childminders will guide children to the designated shelter area in the Adult LINC Classroom in the basement. 2. The LINC Program Manager or designee will contact 9-1-1, if necessary. 3. The LINC Program Manager of designee will notify the appropriate person at the Police Station or Fire Department and advice of the location of children and staff if necessary. 4. Wait for authorities to arrive and follow their direction. 5. If it was unsafe for the children to evacuate their classroom, the Child-minder would lock the door and make sure that the children and herself were as far away from the door as possible . They will remain in the Child-minding classroom until they are advised by the authorities to evacuate the building.

NOTE A fire drill is to be conducted once a month. A record will be kept of all fire drills, including concerns and problems and the time required to evacuate the premises.

Appendix VI Emergency, Fire and Safety Protocols

2. Personal Injury Safety & Control: Scope of Responsibilities: 1. All stairwells and exits doorways free of materials and obstacles. 2. Ensure that all stairs, inside and outside the building are free of obstacles and that during winter months exit doors are free of snow and ice. 3. Ensure that all walkways leading to the building are clear of snow and ice and are sanded and/or salted at least daily. 4. Make sure all self closing fire doors are closed at all times and not propped open Entrance and exits to elevator must be free of materials and obstacles. 5. No equipment or material to be stored in the elevator at any time. 6. Cooking areas are to be clean and well maintained. During food preparation personnel should wear hats or hair nets, aprons and wear plastic gloves when serving food. 7. Hand Washing station provided for cooking personnel. 8. Inspect premises monthly, complete and sign standard checklist noting:

Crime & Dishonesty Control: Scope of Responsibilities: 1. All burglar alarms to be checked annually. 2. Collection monies to be stored in the church safe immediately after each service. 3. Collection monies must be counted by 2 persons with the envelopes and totals forwarded weekly to the Envelope Secretary 4. Funds to be deposited in the bank as soon as amounts are verified. 5. Cheque signing protocol to be in effect and all cheques to be stamped for deposit only to Church of the Epiphany. 6. The key control system to be verified at least every six months. 7. Ensure compliance with volunteer screening process

December 2003 Up-dated December 2011

APPENDIX VII: Filing of an Incident Report

1. Any person in the congregation may file an incident report or anyone involved in any activity within Church of the Epiphany who feels they have cause to report their situation. The report form can be found in the church office.

2. This confidential, completed incident report can be given to any clergy person or responsible warden for prompt follow up. The clergy person and the Warden will work together to investigate the incident. Other clergy persons will be available to give support to the accused and the complainant and counsel them as needed. The details of all incident reports are private and will not be discussed in a public forum. Accusations or occurrences of sexual abuse, assault, or harassment will be immediately reported to the Sexual Abuse Response Team of the Anglican Diocese of Algoma.

3. Any report about clergy that is of a sexual nature will be reported to the Bishop immediately in accordance with Diocesan Canon Law. If a child under the age of 16 is named in an incident report for sexual abuse, the Children’s Aid Society must be notified immediately. Any clergy member or Warden named in the incident report will not be involved in any way in the investigation as an investigator.

4. When a conclusion to the investigation has taken place, the clergy and the Warden involved will notify and discuss the results of the investigation to the complainant. If the results are unacceptable to the complainant, a further investigation can take place that involves all clergy and Wardens (unless any of them are named in the incident report) to continue to rectify the complaint.

Appendix VII Filing An Incident Report

Incident Report Form

Name: ______

Address: ______

Telephone Number: ______

In your own words, please describe the incident in full detail that you would like to report. Please use additional paper if needed.

Reported To: ______

Date: ______

Appendix VII Filing An Incident Report

Incident Report Form (Action Taken)

Action taken or follow up completed regarding incident reported:

______

Completed by: ______Date: ______

APPENDIX VIII: Statement of Confidentiality

The Church of the Epiphany requires, as part of the Safe Environment Policy, that all volunteers and paid positions working in the mission of the church keep confidential personal information about parishioners and visitors using the church’s services.

I, ______(name) will protect the confidentiality of personal information of all persons receiving services through the Church of the Epiphany. I will not disclose or transmit personal information other than as may be required by law or as requested by the individual. If required by law the person involved will be notified whenever possible, and whenever it would not be seen as endangering the safety of any individual.

Circumstances covered by this Statement of Confidentiality include, but are not limited to:

- observing people entering or leaving the church office - using or witnessing the use of appointment book/records or computerized records - viewing written or faxed messages - seeing or hearing messages meant for others - an individual’s disabilities or special needs - an individual’s personal circumstances

______Signature Witness

______Date

APPENDIX IX: Church of the Epiphany Trust Agreement

“Bringing Christ’s Healing To A Hurting World”.

Attached is the “Safe Environment Policy” of the Church of the Epiphany that is applicable to all staff and volunteers of Church of the Epiphany. This policy is part of the commitment to ensure a safe environment for everyone involved with the Epiphany. As of March 1, 2012, all staff and volunteers will be required to sign this form as their commitment to ensuring a safe environment.

I have read this document and commit myself to upholding its principles in all that I do.

Printed Name:______

Signature:______

Date:______

For office use

Clergy /Warden/Committee Chair______

Approved Category Ranking______

Date______

APPENDIX X: Church of the Epiphany Volunteer Information Form

Name of Applicant: ______

Address: ______City

:______Province: ______Postal

Code: ______

Phone (Res):______(Bus): ______

Fax: ______Email: ______

Ministries within Church of the Epiphany you do now or have done in the past (either here or in other churches)

1)______

2)______

3)______

Ministries within Church of the Epiphany that you would like to work in:

1)______

2)______

3)______

Appendix X Volunteer Information Form

References

Name: ______

Address: ______

City: ______Province: ______

Phone (res): ______(bus.): ______

Relationship to applicant: ______

Name: ______

Address: ______

City: ______Province: ______

Phone (res): ______(bus.): ______

Relationship to applicant______

Name: ______

Address: ______

City: ______Province: ______

Phone (res): ______(bus.):______

Relationship to applicant: ______

Appendix X Volunteer Information Form

Authorization for Collection of Personal Information

I, ______, authorize

Church of the Epiphany to collect personal information appropriate to the positions applied for concerning my academic background, employment history, and to verify the character references I have supplied and to keep this information on file.

______Day/month/year Applicant’s Signature