Diocese of Rockford Priests' Personnel Policies

Diocese of Rockford

Priests’ Personnel Policies Effective July 1, 2018

Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

Includes revised Article XII, Effective 12/1/2019 and Priest Salary Schedule, Effective 7/1/2019 PRIESTS' PERSONNEL POLICIES TABLE OF CONTENTS

Letter from the Diocesan Bishop ...... ii

I. Review of These Policies ...... 1 II. Priest Personnel File ...... 1 III. Compensation/Remuneration ...... 2 IV. Dean (Role of) ...... 9 V. Sabbatical Policy ...... 11 VI. Priests’ Health Policies ...... 16 VII. Benefits…………………………………………………………………………………...17 VIII. Leaves of Absence ...... 18 IX. Ministries of Parish Priests ...... 22 X. Communications ...... 26 XI. Residence ...... 28 XII. Retirement/Change of Status ...... 30 XIII. Status in the Diocese ...... 36 XIV. Terms of Office ...... 43

Appendices

A. Salary Schedule B. Vicar for Clergy Memo dated September 20, 2016 C. Forms: Professional Expense Reimbursement, Mileage Log, and Table Expense Reimbursement D. Personal Property Inventory Form E. Grocery Reimbursement Policy for Unassigned Priests F. Mass Intention and Stipend Handling Guide G. Funeral Arrangements for Priests, and Forms H. Standard Agreement between Parish and Retired Priest I. Information for Extern Priests

NOTE: The Norms for the Prohibition of Sexual Abuse of Minors and Sexual Misconduct with Adults: Education, Prevention, Assistance to Victims, and Procedures for Determination of Fitness for Ministry/Employment (revised 1/18/2016) is incorporated by reference into these policies and replaces all former versions. Diocese of Rockford 555 Colman Center Drive P.O. Box 7044 (815) 399-4300 Rockford, Illinois 61125 Fax (815) 399-4769

Office of the Bishop May 8, 2018

Dear Brothers in Christ,

This latest revision of the Priests’ Personnel Policies is presented to you as result of work completed and proposed by the Priests’ Advisory Group who, in turn, presented it to the Presbyteral Council which has recommended it this day. These revisions have been adopted from previous good work and policies formulated for priests under Bishops Arthur J. O’Neill and Thomas G. Doran respectively. With gratitude and this letter, I approve and promulgate this document as particular law of the Diocese of Rockford.

“The priesthood is ministerial. ‘That office … which the Lord committed to the pastors of his people, is in the strict sense of the term a service.’ It is entirely related to Christ and to men. It depends entirely on Christ and on his unique priesthood; it has been instituted for the good of men and the communion of the Church. The sacrament of Holy Orders communicates a ‘sacred power’ which is none other than that of Christ. The exercise of this authority must therefore be measured against the model of Christ, who by love made himself the least and the servant of all. ‘The Lord said clearly that concern for his flock was proof of love for him.’” (CC 1551)

To assist us in the humble exercise of this sacred order from Christ to serve His people, we adhere to, and use the guidance of, these policies as we collaborate together and dedicate our lives to the work of the salvation of souls, including our own.

May these policies help us, as ministers of Christ, fulfill the holy commission of all teachings and laws of the Catholic Church, as we govern this diocese in fidelity and love.

Sincerely yours in Christ,

Most Reverend David J. Malloy Bishop of Rockford POLICIES

I. REVIEW OF THESE POLICES

A Priests’ Advisory Group comprised of incardinated priests of the Diocese appointed by the Diocesan Bishop1 has been constituted for the purpose of periodically reviewing these Policies as the need arises, and proposing any modifications to the Policies. When a modification is indicated, one or two priests from the Advisory group is designated to prepare a draft proposal and send copies to the Advisory group members for reflection. Thereafter, the Advisory Group meets and develops a final form of a proposed modification, which then is presented to the Presbyteral Council for response, and ultimately is presented to the Diocesan Bishop for approval. If the modification is approved, the presbytery is notified in writing of the modification to the policy.

This schedule approved by the Priests' Personnel Commission on May 21, 1996. This schedule approved by the Priests’ Personnel Commission on August 14, 2001. Revised schedule approved by the Priests’ Personnel Commission on June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

II. PRIEST PERSONNEL FILE

1. A priest personnel file is maintained on each priest assigned in the Diocese. A priest may review his own personnel file at a reasonable time and at reasonable intervals with a prior written request to the Vicar for Clergy and Religious Office. The time and date of the review will be set by the Vicar for Clergy and Religious, and the review will take place at the Chancery Office with a member of the Chancery staff present. All documents are to remain in the possession of the Diocese of Rockford and may not be copied by the priest or anyone assisting him, and a list of documents requested for copying must be submitted to the Diocese in writing, and will be provided as appropriate, and consistent with Canon 487. Cell phones, cameras, and other instruments capable of copying documents are excluded from the inspection room during the period of inspection.

2. When a priest is a party to a canonical procedure, he and/or his canonical advisor may inspect his personnel file in accordance with Canon Law at the Diocesan Administration Building. The priest and his canonical advisor shall adhere to the above established written protocols for the inspection.

1 The term “Diocesan Bishop” as used in these policies is defined to include those who are equivalent to Diocesan Bishops in law.

1 3. Complaints.

a. A written or verbal complaint about a priest will be referred to the Vicar for Clergy and Religious. If the nature of the complaint merits investigation, the priest will be informed of the complaint, the matter will be fairly investigated, and the priest will be informed of the investigation’s result. The priest will be given the opportunity to respond to the complaint and provide whatever information he chooses in support of his position.

b. The individual making the complaint shall receive a reply from the Vicar for Clergy and Religious acknowledging receipt of the complaint and assuring that the matter will be given consideration.

c. If an investigation is warranted, upon conclusion of the investigation, the matter will be documented by the Vicar for Clergy and Religious and included in the priest's personnel file.

d. Anonymous written or verbal complaints about a priest are difficult to address inasmuch as their accuracy cannot always be verified or investigated. Complaints of a serious nature will be investigated to the extent possible.

e. Appeals follow the Norms of the Code of Canon Law.

Promulgated by Bishop Arthur J. O'Neill, October 23, 1985. Approved by Bishop Thomas G. Doran November 1, 1996. Approved by Bishop Thomas G. Doran September 10, 2001. Revision adopted June 1, 2007 and approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

III. COMPENSATION/REMUNERATION

PREAMBLE/PHILOSOPHY OF COMPENSATION FOR PRIESTS RECEIVING SALARIES

1. A financial salary is the primary exchange an employee usually receives for services rendered. Benefits have also become part of the compensation package that organizations extend to employees. Compensation for priests is called remuneration (canon 282). Traditionally, the remuneration package includes a predetermined level of salary and benefits. In-kind benefits are also offered. These benefits are comprised of housing, board, domestic services, and the like.

2 Mass offerings are those free-will offerings given by the faithful for the application of a Mass intention. Remuneration consists in the total value of all these elements combined.

2. The purpose of remuneration for priests is distinct from that offered to other persons engaged in the ministry of the local Church. For priests, remuneration is for their own direct support, and for the fulfillment of all duties of their state in life. Remuneration that extends beyond such decent support is intended to be used for the good of the Church and for the works of charity (canon 282), such as stole fees and other donations that belong to the Church.

3. Remuneration is given to priests who dedicate themselves to the ecclesiastical ministry (canon 281). The criteria used by the Diocese of Rockford in determining the level of the total remuneration for priests are as follows:

4. Remuneration is consistent with the condition and office of priests; that is, it respects the need to witness to the spirit of simplicity and generosity called for in the Gospels.

5. Remuneration is generally based on years of service in the Diocese of Rockford.

6. Remuneration is set within the conditions of time and place; that is, it is determined after an examination of the needs of the local Church, the resources available, and with regard to other related compensation policies and practices.

7. Remuneration should enable priests to provide for their basic needs as well as help them acquire those skills and services which will enhance their ministerial service.

8. Remuneration should also provide priests the opportunity to save for their retirement, as well as the means to seek the social assistance necessary due to illness and disability. Salary, Benefits, and Mass Offerings are offered directly to the individual priest who, by federal tax codes, is considered self-employed for social security tax purposes, but not for income tax purposes. These elements of the remuneration package are determined annually by Diocesan policy. In a general way, in-kind benefits are also determined by Diocesan policy, although the value may vary locally.

9. Due to the very nature and purpose of remuneration as described by the Code of Canon Law, and in recognition of the self-employed status under federal tax codes, priests exercise a high degree of stewardship over their material possessions. This includes adequate planning for the future contingencies of retirement and/or disability.

Based on this Preamble/Philosophy, the following schedule is adopted.

A. STATEMENT OF SALARY SCHEDULE AND ADDITIONAL COMPENSATION OF PRIESTS IN ACTIVE MINISTRY

1. The base salary for priests receiving Diocesan salaries shall be reviewed periodically.

2. A seniority increment as seen on the salary schedule will be included for each year of active service in ministry. The previous Social Security allowance has been incorporated into the salary schedule since it was also taxable income.

3. The increment shall continue for each year the priest remains in active ministry, until the priest retires and becomes eligible for the Diocesan Pension.

4. A religious priest and an extern priest will be compensated beginning on the date of his assignment, at the first year ordained salary level, which will be adjusted incrementally for each year of service to the Diocese thereafter, until such time as he is canonically incardinated, if that occurs. (See Article III, Section C, paragraph 3 for further detail). Thereafter, such priest will be paid according to years since his ordination date. If the priest is a member of a Religious Community that has an agreement with the Diocese, the compensation may differ from the above.

5. Priests assigned in this Diocese who have transferred from another diocese receive first year ordained salary level, which will be adjusted incrementally for each year of service to the Diocese thereafter, until such time as they are canonically incardinated, if that occurs. (See Article III, Section C, paragraph 3 for further detail). Thereafter, such priests will be paid according to years of ordination.

6. When a priest in good standing receiving a Diocesan salary lives outside of a rectory with the written permission of the Diocesan Bishop at a location approved by the Diocesan Bishop, the rent amount shall be paid directly to the landlord by the Diocese or the employing unit, as applicable.

7. Any and all stole fees, in their entirety, from any parochial functions, such as baptisms, weddings, funerals, Quinceañeras, or blessings, etc. are to be deposited singly in the parish account, noting the donor, the occasion and the date of the donation. (cf., cc. 531, 1267§1) The Diocesan policy directs that these items be entered in column #30700 in the ledger, under parish receipts.

8. The parish or other employing unit is responsible for providing room and board to priests in active ministry. This is accomplished in a variety of methods and depending upon the method may have tax consequences to the priest. The

standard model is that the priest resides in a parish-owned rectory and is provided three meals per day either via an employed cook or by the parish purchasing groceries and the priest preparing the meals. Under this arrangement, the value of the room and board is income tax-free to the priest, but the value is taxable to the priest for Social Security tax purposes.

9. If the priest consumes a meal at the parish, it is not taxable income to the priest. The cost of dining at a restaurant is taxable income to the priest if he is not conducting parish business during the meal and he charges the expense to the parish or employing unit. If the priest dines at an establishment alone or with friends or family, his meal is taxable income to him.

See Appendix A, Salary Schedule; and Appendix B, Memo from the Vicar for Clergy dated September 20, 2016.

B. REIMBURSEMENTS FOR PROFESSIONAL EXPENSES OF PRIESTS IN ACTIVE MINISTRY

1. Priests may be reimbursed for professional expenses up to an amount which is determined by the Diocese on a yearly basis. Professional reimbursements include such items as car expenses at the highest rate allowed by the IRS, parking fees and tolls, subscriptions, vestments, business travel and entertainment. See Appendix B, Memo from Vicar for Clergy dated September 20, 2016. An adequate accounting of expenses must be made to the local parish/employing unit at the time the reimbursement is requested. See Appendix C for required forms.

2. Reimbursements for professional expenses for priests enrolled in approved studies include approved travel and textbooks purchased, if submitted with proper receipts. If a priest is enrolled in approved studies or working with the Diocesan Bishop’s approval in a non-Diocesan position or position outside the Diocese, professional reimbursements will be based on the circumstances of the situation, as determined by the Diocesan Bishop or his delegate.

3. When a priest is reassigned, the priest’s moving expenses are paid by the new parish/employing unit, and the cost should be coordinated with the new pastor or supervisor. Care should be taken to identify personal from parish property and any transfer of parish property is forbidden. A list of personal property items must be maintained according to diocesan norms. See Appendix D, Personal Property Inventory Form.

C. CONDITIONS AFFECTING THE SALARY SCHEDULE

1. The individual pays the Social Security (S.E.C.A.) on the gross salary received.

2. All priests in active ministry are to be paid on the first business day of the month for that month. This holds true even if a transfer is to occur during that current month. Thus, the parish/employing unit to which a priest is assigned at the time the salary is due is to pay the priest’s full salary for the month, even if the priest is transferred to a new place within that month.

3. For uniformity in budgets and bookkeeping, each priest in active ministry will be compensated according to the appropriate incremental level beginning on July 1 of each year, rather than on the exact anniversary date of ordination. A priest is not eligible for a salary increase until he has completed at least 12 months of service following priestly ordination. Thus, for example, a priest ordained in May will not receive his first salary adjustment for incremental years of service until July 1 of the following year.

4. The salary of a priest who is working with the Diocesan Bishop’s approval in a non- Diocesan position or a position outside the Diocese may be offset to reflect income he receives from that employing source, to be determined by the Diocesan Bishop.

5. The Diocese may request a retired priest be temporarily assigned as a Parochial Administrator for a parish in the absence of the pastor. During this assignment, the retired priest will not receive clergy assistance fees. He will continue to receive his diocesan retirement benefits. The parish is to pay him $400 per week. The retired priest is to reside in the rectory and will be reimbursed for his food. He will not be a signatory on the parish bank accounts. The Dean and the Moderator of the Curia are to sign checks. If the retired priest is away from the parish for vacation or a non-ministry related reason, he will not receive $400 per week. Retired priests are not eligible for reimbursement of professional expenses. A retired priest in a temporary assignment as Parochial Administrator is eligible for reimbursement of professional expenses.

D. OCCASIONAL/WEEKEND ASSISTANCE

1. The following schedule applies to occasional/weekend assistance:

a. Sunday and Holy Day Masses: $50.00 per Mass (plus Mass offering);

b. Weekday Masses: $25.00 per Mass (plus Mass offering);

c. Confessions: $50.00 per day; and

d. Compensation for travel at current Diocesan reimbursement rate.

2. This scale will be reviewed each time the Compensation/Remuneration Policy is reviewed.

E. STATEMENT OF REMUNERATION OF DIOCESAN AND EXTERN PRIESTS NOT IN ACTIVE MINISTRY

1. A Diocesan priest or extern priest not in active ministry as a result of a non-work- related illness or injury will continue to receive the salary and benefits he received at the time of his illness or injury, which will be paid by his employing unit for up to a three month period, provided he remains unable to return to active ministry. If the illness or injury prevents the priest from returning to active ministry at the expiration of three months, the priest will no longer receive his salary and benefits but, instead, will receive the disability benefits offered through the Priests Pension Plan. Benefits a priest receives from a prior or other employer, entity or agency as a result of his illness or injury will be coordinated with benefits the priest receives from the Diocese; and the priest shall cooperate in seeking such benefits from other employers, entities and/or agencies where applicable.

2. A Diocesan priest or extern priest not in active ministry as a result of a work-related illness or injury will not receive his salary and benefits but, instead, will receive temporary total disability benefits as required by the Illinois workers’ compensation law.

3. A Diocesan priest or extern priest not in active ministry for a reason other than that described in E(1) or E(2) will not receive a full base salary. Instead, his salary will be reduced to an amount appropriate to the needs and wellbeing of the cleric, to be determined by the Diocesan Bishop.

4. A Diocesan priest or extern priest not in active ministry will receive no reimbursement for professional expenses incurred during the period of inactive status. Should the priest return to active ministry, the allotted annual total will be reduced by the annual monthly average equivalent to the months the priest was not in active ministry. The priest may make a written request to the Vicar for Clergy and Religious that the priest be permitted to request Mass stipends from the Moderator of the Curia on a monthly basis to celebrate private Masses.

5. A Diocesan priest or extern priest not in active ministry may be offered housing by the Diocese. If housing is not able to be offered by the Diocese, the Diocesan Bishop in his discretion may make available housing assistance for housing that is approved by the Diocesan Bishop, in an amount to be determined by the

Diocesan Bishop. A Diocesan priest or extern priest who declines housing offered by the Diocese is not eligible to receive housing assistance.

6. A Diocesan priest or extern priest not in active ministry who accepts housing offered by the Diocese may be eligible for reimbursement of grocery expense in accordance with the Grocery Reimbursement Policy for Unassigned Priests, and at the determination of the Diocesan Bishop. See Appendix E. A Diocesan priest or extern priest not in active ministry who declines to accept housing offered by the Diocese will not receive grocery reimbursement.

7. The Diocesan Bishop will determine whether a Diocesan priest not in active ministry shall be removed from participation in the priest health insurance plan and/or coverage under the Diocesan vehicle insurance plan and/or from the Diocese’s email account (@rockforddiocese.org) and the email accounts of all parishes and other diocesan entities; taking into consideration such circumstances as are deemed appropriate.

F. MASS STIPENDS

1. Refer to the Mass Intention and Stipend Handling Guide. See Appendix F.

2. The customary donation to accompany a Mass intention in the Chicago Province is $10.00. In accordance with Canon 951 §1, only one Mass stipend per day is to be received by a priest who celebrates one or more Masses on any given day (with the exception of Christmas). This is also the rule for a visiting priest celebrating Masses.

3. A priest who celebrates one Mass at one parish and another Mass at another parish shall receive only one stipend. A priest who celebrates two Masses a day at a parish receives only one stipend. In the case of multiple Masses celebrated on one day, the priest receives the stipend for the first Mass he celebrates that has a Mass intention.

4. A retired priest may request Mass stipends from the Office of the Moderator of the Curia. If a retired priest receives Mass stipends from the Moderator of the Curia’s Office and celebrates Mass at a parish, he may save that day’s Diocesan Mass intention for another day. Example - 30 intentions are received from the Chancery along with a $300 check for the stipends. If a priest celebrates Mass at a parish, he would not celebrate a private Mass using one of the intentions from the Chancery.

5. There is no Mass stipend received for a pro populo Mass. Additionally, a visiting priest celebrating a pro populo Mass at a parish does not receive a stipend for this Mass. Canons 534 and 951.

6. A priest may request Mass stipends from his parish or the office of the Moderator of the Curia for private Masses to be offered while on sabbatical.

7. See also Article III, Section E, paragraph 4, above, regarding Mass stipends.

Promulgated by Bishop Arthur J. O'Neill December 20, 1989; February 1, 1992. Revision adopted May 21, 1996. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted August 14, 2001. Approved by Bishop Thomas G. Doran September 10, 2001. Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran August 1, 2007. Revision adopted April 25, 2014. Approved by Bishop David J. Malloy, April 25, 2014. Section F: Approved by Bishop David J. Malloy, November 21, 2016. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

IV. DEAN (ROLE OF)

PREAMBLE

A deanery is a grouping of parishes in certain vicinity. Sometimes called a Vicar Forane or Archpriest, the Dean is a leader for the clergy (priests and deacons) and other pastoral ministers in his deanery. In order to exercise his ministry, the Dean must be aware of the needs and concerns of the local clergy and their communities. He should be in communication about these concerns with appropriate persons and agencies in the Diocese. The Dean serves in cooperation with the Diocesan Bishop and the Vicar for Clergy and Religious. To be considered for this office, a Dean will have demonstrated sensitive, competent, and theologically well-grounded pastoral leadership.

The Dean is appointed by the Diocesan Bishop after consultation with the priests of the deanery (Canon 553). The Dean serves at the pleasure of the Diocesan Bishop, or until he is transferred from the deanery or retires. The Diocesan Bishop, according to his own prudent judgment, may freely remove a Dean from office for a just cause (Canon 554).

A. DUTIES SPECIFIC TO THE ROCKFORD DIOCESE

A Dean in the Rockford Diocese:

▪ Presides at Confirmation, when delegated by the Diocesan Bishop; ▪ Installs new pastors within a fitting public ceremony when the Diocesan Bishop is unavailable;

▪ Coordinates the scheduling of communal celebrations, such as Penance Services, within the deanery; ▪ Promotes priestly fraternity and ministerial cooperation in the deanery; ▪ Discusses pastoral planning with the Diocesan Bishop and the Vicar for Clergy and Religious, in order to develop a shared ecclesial vision; ▪ Consults with the Diocesan Bishop and Vicar for Clergy and Religious concerning the erection, suppression, or consolidation of parishes, or the needs of a parish when a new priest is to be assigned; ▪ Informs the Diocesan Bishop, the Vicar for Clergy and Religious, and the deanery of the serious illness or death of any priest of the deanery; ▪ Calls and presides at deanery meetings which will include the agenda which the Senior Senator of the deanery brings from the Presbyteral Council meeting; ▪ Coordinates the canonical parish visitation; and ▪ Acts as informal arbitrator, under the principle of subsidiarity, in the event of local conflicts within the deanery.

(cf. Statutes 39-47, Fourth Synod of the Diocese of Rockford)

Canon 555 outlines further duties and rights which can legally come under the Dean's sphere of responsibilities:

B. PASTORAL ACTIVITY

The Dean promotes and coordinates the pastoral activity in his deanery. To this end, the Dean can visit the parishes in his deanery, in accord with the Diocesan Bishop's regulations.

C. SUPPORT OF CLERGY

The Dean sees to it that the local clergy lead a life which is in harmony with their state of life, diligently perform their duties, and attend conferences for continuing theological, professional, and personal development. The Dean also is to take care that the priests in his deanery have ready access to spiritual helps, especially those who have difficult problems. The Dean ensures that local pastors who are seriously ill do not lack spiritual and material assistance, and that the funerals of those who die are celebrated with dignity. When local pastors are sick or dying, the Dean makes sure that the parish documents all furnishings or properties to ensure that they are not lost or moved elsewhere.

D. LITURGY AND ADMINISTRATION

The Dean ensures that religious functions are celebrated in accord with the prescriptions of the sacred liturgy, that the good appearance and condition of the churches and of sacred furnishings are carefully maintained, especially with respect to the celebration of the Eucharist and the custody of the Blessed Sacrament, that the parish books are correctly inscribed and duly cared for, that ecclesiastical goods are carefully administered, and that the rectory is maintained with proper care.

Promulgated by Bishop Arthur J. O'Neill October 15, 1986. Revision adopted June 16, 1993. Approved by Bishop Arthur J. O'Neill July 6, 1993. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

V. SABBATICAL POLICY FOR PRIESTS

A. STATEMENT OF POLICY

1. An incardinated priest shall be entitled to apply for a six-week sabbatical every fifth (5th) year of service to the Diocese (“minor sabbatical”) and a three-month sabbatical on the occasion of every fifteenth (15th) year of service to the Diocese (“major sabbatical”). In calculating years of service for purposes of determining eligibility for a sabbatical, only a priest’s years of service in this Diocese during the priest’s incardination in this Diocese are considered. The purpose of the sabbatical shall be spiritual and/or educational.

2. These sabbaticals are to be considered distinct from normal vacation times.

3. The primary responsibility for a suitable replacement to assume the duties of the priest on a minor or major sabbatical shall rest with the priest himself, and the Vicar for Clergy and Religious will assist when necessary. Priests of the Diocese are encouraged to support and assist a priest in obtaining suitable replacement.

4. Approval of requests for both a minor and major sabbatical will be at the discretion of the Vicar for Clergy and Religious, taking into account the particular needs of the individual and the Diocese, the needs of the particular parish or employing unit, seeing to it that the sabbatical will serve the educational and/or spiritual needs of the priest and will be of general benefit to the priest, his parish, and the Diocese.

5. Once approved, the timing of a sabbatical will be determined at the discretion of the Vicar for Clergy and Religious in accordance with Diocesan needs, the needs of the particular parish or employing unit and the number of concurrent leave requests by priests in the Diocese.

6. Educational leaves and/or sabbaticals are in no way cumulative.

7. A priest may also request his sabbatical as he completes his assignment, either after the first or second term, provided it conforms to the years of service set forth in paragraph 1 above. In this instance, the date of an approved sabbatical is to be determined by the priest in consultation with the Vicar for Clergy and Religious.

8. Unassigned priests are not eligible for educational leaves or sabbaticals.

B. GENERAL FINANCIAL PROVISIONS FOR SABBATICALS

In recognition of future additional responsibilities for a lesser number of clergy and wanting to ensure a healthy priesthood for Diocesan ministry without additional burdens to priests, the following provisions are set forth with respect to educational leaves and sabbatical expenses:

1. Minor Sabbatical. The parish is to pay 2/3 of the cost of tuition, room, and board, with the priest paying the remaining 1/3 of such cost plus all other costs such as transportation. This portion of the cost is reimbursable as professional expenses up to the allowable limit.

2. Major Sabbatical. The Diocese will pay up to a maximum of $1,000.00 toward the priest’s cost of transportation, or the actual cost, whichever is less. The priest will pay any remaining transportation expenses which are reimbursable as professional expenses up to the allowable limit. The Diocese will pay the entire cost of tuition, room, and board.

3. Substitute priest – The parish/employing unit to which the priest taking the sabbatical is assigned will pay all expenses for a substitute priest. See Policy III for complete explanation of compensation for substitute priests.

4. Salary of priest on minor or major sabbatical - The parish/employing unit to which the priest is assigned shall continue to pay the priest his salary and reimburse him for his professional expense reimbursement subject to the limitations of the professional expense reimbursement policy, See Appendix B, and shall continue to provide him with health and automobile insurance under the same terms as it is offered to priests of the Diocese.

5. Mass stipends - Mass stipends will be provided by the assigned parish to the substitute priest. The priest on sabbatical may request Mass stipends from the assigned parish and/or the Office of the Moderator of the Curia for the period of his sabbatical.

C. EDUCATION

Priests who wish to take courses at a university or obtain a degree, such as in counseling or an STL, are to consult with the Vicar for Clergy and Religious and receive permission of the Diocesan Bishop before undertaking the process. In such case, the priest bears the entire cost associated with same. If the Diocese requests that the priest begin study toward a degree the entire cost of same is borne by the Diocese.

D. CLERGY SEMINAR AND RETREAT SPONSORED BY THE DIOCESE

1. Diocesan priests in active ministry.

a. All diocesan priests in active ministry are required to attend the yearly Winter Clergy Conference, the Presbytery Day, and make an annual retreat at the time and location designated by the Diocesan Bishop (see Synod 19). Registration fees for these three events are to be paid by the parish/employing unit to which the priest is assigned.

b. In order to make the annual retreat at a location other than the one designated by the Diocesan Bishop, the priest must make a written request to the Vicar for Clergy and Religious and receive approval. Approval of the Vicar for Clergy and the pastor/supervisor is required before the priest makes arrangements to attend an alternate retreat.

c. Travel to the Winter Clergy Conference and the Diocesan annual retreat may be considered a professional expense of the priest, subject to the limitations of the professional expense reimbursement policy. See Appendix B.

2. Retired priests in good standing. Retired priests in good standing are invited to attend yearly Winter Clergy Conference, the Presbytery Day, and an annual retreat at the time and location designated by the Diocesan Bishop. Retired priests are required to pay the costs associated with these three events but receive a reduction in registration fees for these three events.

E. INSTITUTES AND RETREATS

1. A parochial vicar desiring to attend an institute or retreat not sponsored by the Diocese must make a written request to his pastor and receive approval prior to making any arrangements. A pastor desiring to attend an institute or retreat not sponsored by the Diocese must make a written request to the Vicar for Clergy and Religious and receive approval prior to making any arrangements. The maximum length of such institute or retreat is not to exceed seven days.

2. The cost of tuition, board, and room for attendance at a maximum of one institute or retreat not sponsored by the Diocese per year shall be paid by the parish/employing unit to which the priest is assigned, up to $500.00 per year. Travel expenses for attendance at said institute or retreat are not paid by the parish/employing unit to which the priest is assigned and shall be paid by the priest. However, those travel expenses may be included as a reimbursable expense subject to the limitations of the professional expense reimbursement policy. See Appendix B. Excessive travel cost must have the permission of the Vicar for Clergy and Religious in the case of a pastor, and by the pastor in the case of a parochial vicar.

3. The attendance of a priest at a maximum of one non-Diocesan sponsored institute or non-Diocesan sponsored retreat per year applies to each ministry to which the priest is assigned by the Diocese.

4. A priest desiring to attend more than one institute or retreat not sponsored by the Diocese per year must make a written request to the Vicar for Clergy and Religious and receive approval before making arrangements. If the request is approved by the Vicar for Clergy, the time the priest is away from the parish for that purpose will be deemed vacation time.

F. PILGRIMAGES

1. One pilgrimage per calendar year. A priest is permitted to take up to one pilgrimage up to 10 days per calendar year as a leader or assistant to the leader, and the time away from his parish or assignment for that purpose will not be deemed vacation time. If the priest is not the leader or assistant to the leader, the time away from his parish or assignment for that purpose will be deemed vacation time.

2. Additional pilgrimages are counted as vacation time. A priest’s time away from the parish or other assignment for two or more pilgrimages per calendar year, regardless of the priest’s role on the pilgrimage, will be deemed vacation time, unless the first pilgrimage was counted as vacation time because he was neither the leader nor assistant to the leader of the first pilgrimage, in which case the

pilgrimage the priest takes next in time that calendar year shall not be counted as vacation time, provided he is the leader or assistant to the leader of the second pilgrimage. If a priest takes one or more pilgrimages in a calendar year and he is neither the leader nor the assistant to the leader of any of the pilgrimages he takes, every pilgrimage he takes that calendar year is considered vacation time.

3. First in time. In the calendar year, the first pilgrimage the priest takes in which he is a leader or assistant to the leader is the pilgrimage that is not counted toward vacation time. Any other pilgrimages taken during the year are deemed vacation time, regardless of the priest’s role on the pilgrimage.

4. A day-long pilgrimage, one in which the priest is not away from his parish or other assignment for more than one day for that purpose, is not considered vacation time.

5. Cost of all pilgrimages. The cost of every pilgrimage taken by a priest, including travel, lodging, and fees, shall be borne by the priest, regardless of the priest’s role on the pilgrimage.

6. Meals while on pilgrimage.

a. The pilgrimage that is not considered vacation time. Where the priest is the leader or assistant to the leader of the pilgrimage and the pilgrimage is deemed the one per year not considered vacation time, the cost of the priest’s meals not included in the tour package while on that pilgrimage is reimbursable as professional expenses and the meals expense is non-taxable to the priest. See Appendix B.

b. Other pilgrimages. If the priest is not the leader or assistant to the leader of the pilgrimage, or if this pilgrimage is the second or third, etc. pilgrimage in the calendar year in which the priest is the leader or assistant to the leader, the priest’s time away is considered vacation, and the cost of meals is not reimbursable as table expense or professional expense.

Promulgated by Bishop Arthur J. O'Neill April 11, 1984. Revision adopted August 28, 1991. Approved by Bishop Arthur J. O'Neill, September 10, 1991. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted August 14, 2001. Approved by Bishop Thomas G. Doran, September 10, 2001. Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

VI. PRIESTS' HEALTH POLICIES

PREAMBLE

Health in the Christian perspective means wholeness--physical, emotional, spiritual, and social. The priest has the primary responsibility for maintaining his own health. Each priest can also be a source of encouragement in the lives of his parishioners, as they search for wellness and healing. The U.S. Bishops affirm this principle in their 1982 pastoral letter on "Health and Health Care": "We show respect for our own life and dignity when we adopt life styles that enhance our health and well-being...We are called to exercise moderation in the use of material goods...We must choose life and health, not death and sickness."

A. POLICIES

Each priest is encouraged to take advantage of all the legitimate means through which he can promote his own health, growth, and well-being. Toward this end, the following are affirmed as policies:

1. Each priest is encouraged to obtain an annual physical examination, in order to prevent health problems.

2. In addition to the care of one’s health, which each priest provides for himself, additional assistance is available through the Diocesan insurance plan, the Clergy Relief Society, and the support of the Diocesan Bishop and the Vicar for Clergy and Religious.

3. Each priest is entitled to vacation time of up to four weeks per year which shall include not more than three Sundays per year, the yearly priest retreat, and approved sabbatical and continuing education seminars (Canons 276-283 and Synod 60 §§1-5, see also Article V, Sabbatical Policy for Priests). Meals while on vacation are personal expenses and, as such, are not includable as a table or professional/business expense reimbursement.

4. Priests are encouraged to make a written estate plan to provide for the disposition of their assets and personal belongings following their death. Priests are required, at a minimum, to complete and submit to the Diocese the Letter of Post Mortem Instructions and Funeral Planning Sheet, contained at the end of the Funeral Arrangements for Priests: A Guide for the Executor and Family, at Appendix G. The financial health of a priest is also an important aspect of the

overall well-being of a priest. Priests are encouraged to begin saving for retirement early on, and to make a financial plan for their lives. It is never too early or too late to begin saving. The Diocese offers a 403(b) retirement vehicle for its priests. Contact the Diocese’s benefits department with any questions about the retirement options available.

B. HEALTH PANEL

1. A permanent panel of three or more priests is appointed by the Diocesan Bishop, with each priest serving a three-year term, for the purpose of assisting priests who suffer from illnesses such as addiction or mental, physical, or emotional disorders. For these priests, this panel is empowered to advise and intervene, in conjunction with the Diocesan Bishop, the Vicar General, and the Vicar for Clergy and Religious. The responsibility for intervention in these health-related issues rests with the Diocesan Bishop and the Vicar for Clergy and Religious, who are assisted by the Health Panel.

2. Additionally, an individual priest may request assistance from or consultation with the Health Panel on a matter regarding his own health by contacting the Vicar for Clergy and Religious. The Health Panel cooperates with the Vicar for Clergy and Religious to obtain the best possible resources and expert assistance. A priest who seeks assistance in health care matters does not jeopardize his ministerial position on that basis alone. The Health Panel maintains strict confidentiality in matters of personal health care, in order that each priest's right to a "good reputation" and privacy remain intact (Canon 220).

Promulgated by Bishop Arthur J. O'Neill December 20, 1983. Revision adopted June 19, 1992. Approved by Bishop Thomas G. Doran, November 1, 1996. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

VII. BENEFITS

A. Priests participate in the Diocese’s group health insurance plan which includes medical, dental, prescription, and vision insurance benefits. See the Plan booklets for a full explanation of benefits and for the deductible amounts for each. These benefits are provided at no premium cost to the priests.

B. Diocesan priests also receive a life insurance policy, at no premium cost to the priests. The life insurance policy is $10,000 for an active priest up to age 65 years of age; $6,500 for an active priest from 65 to 69 years of age; $1,000 for an

17 active priest 70 years of age or older; $5,000 for an active priest 70 years of age or older with more than 35 years of active service; $500 for a retired priest with fewer than 35 years of active service; and $5,000 for a retired priest with 35 years or more of active service.

C. Additionally, Diocesan priests assigned to work in this Diocese participate in the Diocese’s group vehicle insurance plan, at no cost to the priests.

VIII. LEAVES OF ABSENCE

All priests are to have sufficient time for sabbatical, vacation, days off, retreat, and authorized continuing education (see Articles V and VI). Still, as a general principle, priests are not to leave the Diocese for a notable period of time without permission of the Diocesan Bishop, given by the Vicar for Clergy and Religious (Canon 283). It can happen, however, that a leave of absence is required in some circumstances. The conditions for a leave of absence are outlined here.

A. HEALTH ABSENCE

Due to personal health problems, a priest may need a leave of absence. In consultation with his personal physician, a priest may petition the Vicar for Clergy and Religious for a health leave of absence. With the recommendation either of a priest's personal physician or the Diocesan Health Panel, the Vicar for Clergy and Religious may advise a health leave.

The priest's salary during this period continues to be paid as follows: (1) for the first four months, it is provided by the place of his assignment; (2) after four months, the Diocese, at the discretion of the Diocesan Bishop, can be responsible for the priest's support; (3) at six months, in case of ongoing disability, consideration can be given for the support of the priest under the priests' pension plan. The Diocesan Bishop and/or the Clergy Relief Board is responsible for reviewing and determining the need for salary continuation under the facts of each case.

Progress reports will be provided periodically by the priest while on health leave to the Vicar for Clergy and Religious, and at the times requested by the Vicar for Clergy and Religious.

B. SABBATICAL AND EDUCATIONAL ABSENCES

A complete description of educational leaves and sabbatical leaves is set forth in Article V, Sabbatical Policy for Priests.

C. RELEASE FROM DIOCESAN ASSIGNMENT

A priest requesting release from assignment in the Diocese in order to teach, counsel, do research, or provide other service in another diocese shall make a written request through the Vicar for Clergy and Religious. The Diocesan Bishop in his discretion determines whether to grant such request. The priest is notified in writing of the decision.

Upon such approval of the request and release of the priest, his assignment and salary cease and he is not entitled to compensation of an unassigned priest or reimbursement of professional expenses incurred beyond the date of release. In accord with Diocesan policy, membership in the Group Insurance Plan stays in effect for up to one year from the date of release from his diocesan assignment, to be terminated by the diocese prior to one year when the priest is provided with other health insurance benefits from a different source.

D. MILITARY SERVICE

A priest desiring to serve in the military shall make a written request to the Vicar for Clergy and Religious at least eight (8) months in advance of his possible entry into military service. He should provide (1) his reasons for requesting this type of ministry; (2) the probable length of service; and (3) such other data as will facilitate a decision. The Vicar for Clergy and Religious will review the request in light of Diocesan personnel needs and give his recommendations to the Diocesan Bishop. The Diocesan Bishop in his discretion will make the decision whether to release the priest for military service.

E. PERSONAL ABSENCE FOR DISCERNMENT

It sometimes happens that a priest, in his personal life journey, arrives at a critical point of decision-making regarding his present and future ministry. While such a process may be resolved in one's normal life circumstances, sometimes it cannot be. The impending issues may be complex and unsettling, requiring intensive reflection over a period of time.

There is no set formula for what might remedy each case. It may be a prolonged retreat, a year working in another environment, or a program especially designed to

address the particular issues in question. When such a need is genuine, the Diocese wishes to support the priest in question, assisting him in his quest for greater clarity about his life.

GUIDELINES to be followed under these circumstances include:

1. A priest must be incardinated in the Diocese of Rockford to be eligible for a personal absence according to the terms of this policy.

2. A written request for a personal absence is to be made in consultation with the Diocesan Bishop or Vicar for Clergy and Religious, and with others whom the Diocesan Bishop may ask the priest to consult prior to deciding whether to grant the priest’s request for personal absence for discernment. A priest desiring a personal leave of absence must develop a program with the Vicar for Clergy and Religious or the Diocesan Bishop that outlines his purposes and goals for the personal leave of absence. The Diocesan Bishop may restrict a priest’s faculties during this period, in accord with the norm of law.

3. If the priest is granted an absence for personal discernment, the absence period is generally one (1) year or less and expires on the anniversary of the date on which it is granted unless otherwise decided by the Diocesan Bishop in writing. The request for an extension of the absence may begranted, but at most, for up to one (1) additional year, if approved by the Diocesan Bishop. The Diocesan Bishop may restrict a priest’s faculties during a period of absence and/or any extension of a period of absence for personal discernment, in accord with the norm of law. At the completion of the extended absence, or the initial absence and the priest does not request an extension of the absence, if the priest does not seek a return from the absence, all benefits, rights, and privileges will cease, excluding those provided for in the Universal Law.

4. During this time of leave, the priest will not receive his salary or compensation of an unassigned priest, nor will he receive reimbursement for professional expenses. The priest is not entitled to Diocesan housing or housing assistance during the period of absence or any extension of the period of absence. If he is in need of Health and Hospitalization Insurance, Diocesan coverage will remain in effect for the first year and, if requested and approved, for the second year. Other Diocesan benefits will accrue, including seniority.

5. A priest on a personal leave of absence will consult with the Vicar for Clergy and Religious in regard to his liturgical functioning within the Diocese.

6. Each priest on leave shall maintain regular contact on a quarterly basis with the Vicar for Clergy and Religious.

7. The priests of the Rockford Diocese are strongly encouraged to support their brother priest on leave in whatever ways seem appropriate including prayer, phone calls, letters, etc.

8. A priest of the Rockford Diocese whose approved absence has expired is bound by all the obligations of a cleric as set forth in Church law (cf. Canons 273-289).

F. ADMINISTRATIVE LEAVE

Under certain circumstances, it may be necessary to place a priest on an administrative leave. The placement of a priest on administrative leave is not designed to punish and generally occurs for the good of the priest, the faithful, the Diocese, and/or the common good.

During the time of administrative leave, the priest will receive the compensation accorded an unassigned priest pursuant to Article III, Section E, herein, and health and automobile insurance coverage. He will not receive reimbursement for professional expenses. Issues of residence, sacramental faculties, supervision, and therapy will be determined by the Diocesan Bishop on a case-by-case basis, in consultation with the priest and the Vicar for Clergy and Religious.

G. UNAUTHORIZED LEAVE

A priest who leaves his assignment without the permission of the Diocesan Bishop is on ipso facto, unauthorized leave. As a result, the Diocesan Bishop will normally suspend the exercise of the priest’s priestly faculties, in accord with the norm of law; and his salary and reimbursement for professional expenses will cease. Group health insurance coverage will continue until the priest obtains alternate coverage, or for a period of (1) year, whichever occurs earlier, subject to insurance regulation.

Promulgated by Bishop Arthur J. O'Neill February 21, 1986. Revision adopted October 20, 1993. Presented to the Presbyteral Council November, 9, 1993. Approved by Bishop Arthur J. O'Neill April 13, 1994. Approved by Bishop Thomas G. Doran, November 1, 1996. Revision adopted August 14, 2001. Approved by Bishop Thomas G. Doran, September 10, 2001. Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

IX. MINISTRIES OF PARISH PRIESTS

PREAMBLE

Priests in the Diocese of Rockford share in the priesthood of Jesus Christ, and are called by the Diocesan Bishop to undertake the public ministry of priesthood in the Church for the sake of others: namely, the ministries of Teacher, Priest and Pastor.

By ordination, men are called to be true priests of the New Testament who will preach the Gospel, sustain the people of God, and celebrate sacred rites, especially the Lord's sacrifice.

Priests may seek the assistance of other priests, deacons, and lay Christian faithful as co-workers to fulfill their ministry to the people of God entrusted to their care. The ministries of the office of priest are described more fully, yet in general terms only, in the following ways:

A. MINISTRY OF TEACHING AND PREACHING:

1. The Ministry of Teaching and Preaching is fulfilled by:

a. providing that the Word of God be announced in its entirety to all those living in his parish;

b. being responsible for catechesis in the parish;

c. bringing the Gospel message to non-practicing Catholics, baptized non- Catholics, and non-believers; and

d. encouraging programs which promote the Gospel spirit.

2. A priest who is to be assigned to a parish which is responsible for a Catholic elementary grade school and/or a central Catholic high school must support Catholic education within the Catholic school.

B. MINISTRY OF DIVINE WORSHIP AND LITURGICAL CELEBRATION

1. The priest prepares for his role as a Minister of Divine Worship and Liturgical Celebration by:

22 a. maintaining his own program of prayer and spirituality (see Section H below for more detailed commentary); and

b. preparing daily and Sunday homilies.

2. The priest fulfills his role as Minister of Divine Worship and Liturgical Celebration by:

a. preparing his parishioners to celebrate and be nourished through Liturgy and the Sacraments, especially the Eucharist and Reconciliation; and

b. reverently celebrating all liturgical rites according to the Church’s liturgical law and the rubrics.

C. MINISTRY OF PASTORAL CARE

1. The Ministry of Pastoral Care is fulfilled within the Parish Community by:

a. striving to know the faithful who have been entrusted to him;

b. caring for the sick, the dying, and the poor;

c. being supportive of family ministry and family prayer; and

d. fostering vocations to the priesthood and religious life.

2. The Ministry of Pastoral Care is fulfilled within the Diocesan Community by:

a. performing any other duties and responsibilities as the priest may be called upon as a member of the Presbyterate of the Diocese of Rockford (e.g. serving on the Presbyteral Council and/or Priests’ Advisory Group); and

b. attending Diocesan priests' gatherings (e.g. Presbytery Days, Mass of Chrism, etc.).

3. The Ministry of Pastoral Care is fulfilled within other groups and agencies by:

a. participating in civic affairs;

b. promoting inter-parish, ecumenical, and inter-faith programs; and

c. establishing rapport with law enforcement agencies and social agencies.

D. THE MINISTRY OF ADMINISTRATION

The Ministry of Administration is fulfilled by assuring that staff is maintained at a level commensurate with good stewardship and necessity and educated for the efficient and effective operation of the parish by:

1. delegating appropriate specific responsibilities to parish staff members according to their work abilities and specific talents, with performance appraisals and signs of appreciation; and

2. holding parish staff meetings on a regular basis.

E. FORMATION OF LAITY

The parish priest shall facilitate the involvement and continuing formation of the laity in the parish as determined in Vatican II guidelines and by Diocesan regulations.

F. PARISH RECORD KEEPING

The parish priest shall oversee the compiling and keeping of all parochial, ecclesiastical, and financial records according to Diocesan regulations (Synod 49-53).

G. FINANCIAL SUPPORT

The parish priest shall encourage parishioners to contribute toward parish, diocesan, and universal collections of the Church.

H. PERSONAL AND SPIRITUAL LIFE OF THE PARISH PRIEST

1. The personal and spiritual life of the priest is fostered by:

a. the daily celebration of the Eucharist;

b. establishing rapport with and having concern for all fellow priests;

c. maintaining sound mental and physical health, allowing adequate recreational time;

d. attending workshops to enhance his professional growth;

e. making an annual retreat;

f. seeking regular consultation/self-evaluation regarding the priest's own ministry;

g. Liturgy of the Hours and personal spiritual reading;

h. regularly meeting with his Spiritual Director; and

i. participating in a priest support group.

2. The parish priest should strive to make the rectory a truly Christian home, where mature respect and fraternal charity prevail.

I. PASTOR-PAROCHIAL VICAR RELATIONS

Responsibilities for some of the above ministries rest with the pastor rather than the parochial vicar; some are the responsibility of both; and some could be more primarily delegated to the parochial vicar. Therefore, before a parochial vicar is assigned to a particular parish, the pastor and parochial vicar shall state in writing their mutual expectations for ministry.

1. The following areas of responsibility shall be identified in the statement of expectations for ministry:

a. Areas in which the parochial vicar is primarily responsible, reporting to the pastor;

b. Areas in which the pastor and parochial vicar work together, reporting to the pastor;

c. Areas for which the parochial vicar is responsible, with no report to the pastor; and

d. Areas for which the pastor is primarily responsible.

2. When a pastor is assigned to a parish that has a parochial vicar(s), a similar agreement shall be made and submitted to the Vicar for Clergy and Religious within the first six months of the pastor's assignment.

J. DEVELOPMENT OF GOALS AND OBJECTIVES

1. Upon acceptance of an assignment, a priest is urged to use his personal profile to draw up goals for his personal growth in that assignment. This should be shared with his spiritual director.

2. At the beginning of his ministry, a priest should establish a collaborative relationship with people on the Pastoral Council and Finance Council, the staff, and those who are in leadership positions in the parish.

3. Within a period of two years, a pastor should work with these people in drawing up a Statement of Goals and Objectives for the parish. This Statement of Goals and Objectives should be shared with the Vicar for Clergy and Religious, and with the immediate supervisor of the priest, if the priest is in special ministry.

Promulgated by Bishop Arthur J. O'Neill, May 31, 1984. Revision adopted August 28, 1991. Approved by Bishop Arthur J. O'Neill August 6, 1992. Approved by Bishop Thomas G. Doran November 1, 1996. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

X. COMMUNICATIONS

A. Priests assigned to work in the Diocese of Rockford are given a diocesan email account. Priests are encouraged to use this email account in their communications with others. Email communications from the Diocese and its offices to priests will be sent to the priests’ diocesan email accounts. Therefore, priests are required to check their diocesan email accounts on a frequent, preferably at least daily, basis.

B. A priest may maintain a parish email account. When communications between a priest and the Diocese or its offices are sensitive or confidential in nature, the priest is required to send and receive communications through either his diocesan email account or his parish email account. For security reasons, priests should not communicate with the Diocese through a personal email account, such as @hotmail, @aol, @gmail, @yahoo or other similar accounts.

C. A non-retired Diocesan or extern priest who is not in active ministry due to a reason other than a work-related or non-work-related illness or injury, shall be removed from the Diocese’s email account (@rockforddiocese.org) and the email

accounts of all parishes and other diocesan entities. Should the priest return to active ministry, the priest’s Diocesan email account generally will be restored.

D. Public petitions regarding the appointment and transfer of personnel are discouraged and are generally not determinative of a priest’s assignment.

E. Priests are encouraged to communicate affirmation to their brothers by personal and specific observations of good work and personal traits.

F. In sensitive matters or matters garnering attention, priests are required to consult with the Diocese’s Director of Communications prior to making statements to the media or granting media interviews. Priests are encouraged to refer all media inquiries to the Diocese’s Office of Communications.

G. Role of the Diocesan Attorney. The Diocese’s General Counsel represents the Diocese and its parishes, schools and other diocesan entities in legal matters, and provides assistance and gives advice and recommendations to priests on legal matters affecting these entities. These entities can act only through individuals; thus, confidential communications between a priest and the General Counsel regarding legal matters affecting the priests’ parishes, schools and other diocesan entities to which they are assigned are protected by the attorney-client privilege. The General Counsel’s office does not bill for its services. Priests are encouraged to contact the General Counsel when legal issues affecting their parishes, schools, or other diocesan entities arise.

If a priest has a personal legal matter, the General Counsel will assist the priest by providing him with a referral to another attorney to represent him personally. The General Counsel does not represent priests individually. Thus, communications between a priest and the General Counsel about a legal matter personally affecting the priest are not protected by the attorney-client privilege.

Section C: Approved by Bishop David J. Malloy, June 24, 2015. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

XI . RESIDENCE

PREAMBLE

The Decree on Ministry and Life of Priests of the Second Vatican Council reaffirms the traditional teaching that "priests are taken from among humans and appointed for humans in the things that pertain to God" (Decree, Article 3; Hebrews 5:1). Priests ought to be mindful of their own needs as well as the needs of the parish in the exercise of their ministry.

A. TRADITIONAL RESIDENCE: RECTORY

1. Priests serving a particular parish or non-parochial ministry, for the spiritual good of their people and their own well-being, will ordinarily live within the parish rectory.

2. Priests living within a rectory should recognize that the pastor has the responsibility to administer the household and provide for domestic services such as meals/housekeeper. But he and the priest(s) living in common must work together to make an effort to live in harmony while respecting each other's privacy and comfort -- especially in matters of noise, smoking, pets, times of rest, guests, etc.

3. A priest may entertain family guests in his private living quarters. He may also entertain any guests in common areas of the rectory provided it does not cause undue disturbance to other members of the household. Under no circumstances shall a priest allow unaccompanied minors in his private living quarters. The living areas of the rectory shall not ordinarily be open to the general public. Neither relatives nor friends are permitted to live in the rectory in the absence of written permission of the Diocesan Bishop in response to a written request of the priest.

4. Retired priests should be welcomed in the rectory for residence if accommodations are available.

B. EXCEPTIONS

A priest or group of priests may petition the Vicar for Clergy and Religious for permission to reside outside a rectory. Exceptions may be considered for a sufficient reason.

28 1. As discussed in Section A above, a pastor ordinarily will take residence in the parish rectory unless a common residence is established for two or more pastors with responsibilities for several parishes.

2. Parochial Vicars serving in any parish or priests in specialized ministries may request to share a common residence with other priests to enhance their effectiveness as ministers.

3. A priest requesting an alternative residential arrangement must satisfy the following conditions:

a. ACCESSIBILITY - Since the Roman Catholic community has long expected and prized the accessibility of its parish priests, the priest is responsible for making certain that the faithful entrusted to his pastoral care are well-served, regardless of the location of the priest's residence.

b. RATIONALE - Since mutual respect and good communications have long been the goals of having priests work together within the rectory, the priest who requests alternate residence must present a rationale for his request to his priest co-worker(s).

c. FINANCIAL ARRANGEMENT - The financial accountability and proper stewardship of church resources are expected of the priest in the contemporary church; therefore, the priest requesting alternative residential arrangements must be forthright in presenting to the parish/employing unit to which he is assigned an adequate but suitable financial arrangement.

d. AUTHORIZATION - When the above conditions are satisfied, the Diocesan Bishop and the Vicar for Clergy and Religious may authorize the request in accordance with the following guidelines:

i) The alternate living arrangement must promote the ministry and spiritual growth of the priest(s) involved.

ii) Principal consideration should be given to the use of Diocesan facilities or properties; properties owned by religious communities may also be considered; apartments and personal homes may also be permitted.

iii) The pastoral assignment always takes precedence over the alternative living situation; thus, a change in one's pastoral assignment would necessitate a re-assessment and a possible change in one's alternate residence.

iv) Priests who request alternative residential arrangements need to be aware of the necessity of returning to the parish when a request for emergency help arises, whether sacramental or otherwise.

v) Both those in the traditional rectory and those involved in an alternative residential arrangement need to assess their residential option as part of a periodic review.

Promulgated by Bishop Arthur J. O'Neill March 4, 1985. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted August 14, 2001. Approved by Bishop Thomas G. Doran, September 10, 2001 Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

XII. RETIREMENT/CHANGE OF STATUS

PREAMBLE

This Article XII applies to priests in good standing incardinated in the Diocese of Rockford.

The following policies are reflective of the spirit of the following documents. They are promulgated herein mindful of the following:

"Pastors who are unable to fulfill their office properly and fruitfully because of the increasing burden of age or some other serious reason are urgently requested to tender their resignation voluntarily or upon invitation from the Diocesan Bishop. The Diocesan Bishop should see to the suitable support of those who have resigned" (cf. Vatican II, Christus Dominus, paragraph 3l).

"When a pastor has completed his seventy-fifth year of age, he is asked to submit his resignation from office to the Diocesan Bishop, who, after considering all the circumstances of person and place, is to decide whether to accept or defer the resignation; the Diocesan Bishop, taking into account the norms determined by the conference of bishops, is to provide for the suitable support and housing of the resigned pastor" (Canon 538, § 3).

A. AGE OF RETIREMENT

1. Upon completion of his seventy-fifth (75th) year, every pastor will submit to the Diocesan Bishop a letter resigning his office as pastor (cf. Canon 538 §3).

2. Priests who hold an office or offices in the Diocese other than that of pastor shall not be appointed to terms of office extending beyond the completion of their seventy-fifth (75th) year.

3. On or after his seventieth (70th) birthday, a priest may submit his letter requesting retirement.

4. In the event of total disability, a priest may request full retirement at any age.

B. OPTIONS FOR CONTINUED PRIESTLY WORK

1. Resignation from a pastoral office should not imply resignation from the priesthood. A priest should remain active for his own well-being and for the spiritual well-being of the people of God.

2. Priests who retire are encouraged to remain in the Diocese and, if possible, to continue to offer their priestly services where needed.

3. This part-time ministry is best arranged personally, but if requested, the Vicar for Clergy and Religious will offer assistance to make this arrangement.

C. PLACE OF RETIREMENT

1. Retired priests are to arrange for their own place of retirement. If requested, the Office of Vicar for Clergy and Religious will offer assistance.

2. Retired priests are not to continue to reside in the rectory of the parish from which they have entered into retirement, or in any other building on that parish’s premises or owned by that parish. However, a retired priest is not precluded from living in a rectory of another parish in the Diocese or a residence owned by another parish in the Diocese provided the pastor or parochial administrator of that parish agrees.

3. Rectory, as used in this policy, is defined to mean rectory and/or any other parish-owned building on or near parish premises that can be used as a residence.

4. Retired Priest Residing in a Rectory.

a. Benefits and Responsibilities of the Retired Priest Residing in a Rectory. A retired priest who resides in a rectory lives in community with his brother priest(s) assigned to the particular parish, and together they have the opportunity to share meals and contribute to each other’s spiritual health and well-being. The retired priest is encouraged, but not required, to assist the active priest(s) of the parish by celebrating Masses and hearing confessions unless the retired priest is unable to do so due to health. The retired priest is to adhere to the provisions of Section A of the policy entitled Article XI. Residence, supra.

b. Standard written agreement. The parish, through the pastor, and the retired priest shall enter into the Standard Written Agreement provided by the Diocese, that sets out the responsibilities of each party so that the retired priest and pastor have an understanding of expectations, obligations, and responsibilities. Both parties are to adhere to this Standard Written Agreement. The Standard Written Agreement provides space to record whether the retired priest will provide assistance to the parish and, if so, to what extent.

See Appendix H, “Standard Agreement between parish and Retired Priest.”

c. Rent payment to the Parish when a Retired Priest resides in a Rectory.

i. The amount a retired priest pays to the parish for rent is set forth in the Diocesan Priest Personnel Policy Handbook, and may be adjusted by the Diocese from time to time. Therefore, the pastor and retired priest shall not negotiate a rent amount that is different from that stated in the Policies. Through November 30, 2019, the rent payment is $540.00 per month. Beginning December 1, 2019, the rent payment shall be $580.00 per month. This amount may be adjusted from time to time and the Diocese will notify priests of changes to this amount.

ii. A retired priest’s rent shall not be offset by the assistance the retired priest provides to the parish in the way of masses, hearing confessions, etc. See Article XII, Section D, paragraph 3a.

iii. When food is purchased by the parish and/or meals are provided by the parish in whose rectory the retired priest resides: The retired priest is required to make a rent payment to the parish in the amount stated in the Priests Personnel Policy Handbook. Through November 30, 2019, the rent payment is $540.00 per month. Beginning December 1, 2019, the rent payment shall be $580.00 per month.

iv. When food is not purchased by the parish and/or meals are not provided by the parish in whose rectory the retired priest resides: The retired priest is required to make a rent payment to the parish in the amount of $300 less than the rent amount stated in the Priests Policy Handbook, as that rent amount may be adjusted from time to time. Through November 30, 2019, the rent payment is $240.00 per month. Beginning December 1, 2019, the rent payment shall be $280.00 per month. In this situation, the cost of groceries and meals of the retired priest is the retired priest’s responsibility, and there is no eligibility for reimbursement of those expenses.

D. FINANCIAL MATTERS

1. A retired priest is not eligible for professional expense reimbursements.

2. Essentials and incidentals of living. The cost of essentials, cleaning supplies, toiletries, alcohol and other non-food items is the retired priest’s responsibility, and there is no eligibility for reimbursement of those expenses, regardless of whether the retired priest resides in a rectory or elsewhere.

3. Assisting a parish.

a. Assistance Fee: A retired priest shall be paid the assistance fee for Masses he celebrates in or for a parish, and for Confessions he hears in or for a parish. The retired priest shall be paid this assistance fee whether or not the assistance he provides is to the parish in whose rectory the retired priest resides. The parish receiving the assistance is responsible for paying the retired priest. The remuneration schedule may be found in the Priests Personnel Policy Handbook, and may be adjusted from time to time. Proper accounting practices require that payments for assistance be recorded separately and reported as compensation paid to the priest.

When the parish paying the assistance fee to the retired priest is the parish in whose rectory the retired priest resides, it is improper to exchange these assistance fees for rent, and the two amounts shall not be net against one another.

b. Reimbursement of Mileage:

i. A retired priest residing in a rectory shall receive reimbursement for mileage associated with making a sacramental visit to a parishioner of the parish in whose rectory the retired priest resides, when the pastor/parochial administrator has requested the retired priest to do so, and for other similar travel requested by the pastor/parochial administrator; and in the case of a rectory located off parish grounds, reimbursement for mileage associated with travel from the rectory to the affiliated parish to perform parish work. The parish in whose rectory the retired priest resides is responsible for paying the retired priest.

ii. A retired priest shall receive reimbursement for mileage associated with assisting a parish in celebrating Masses, hearing confessions, making sacramental visits to parishioners, and the like, when the retired priest does not reside in the rectory of the parish to which he is providing assistance. The parish receiving the assistance is responsible for paying the retired priest.

4. Declining the assistance fee. If a retired priest assists a parish and does not want to accept the fee for services rendered, the priest should notify the parish in writing that he does not want to be paid for the services rendered. The priest may put in writing that he does not want the assistance fee for a particular service he rendered. Alternatively, the priest may put in writing that he does not want the assistance fees for all services he renders, and that he retains the right to revoke his letter at any time. If a parish receives the letter declining the assistance fee(s), the parish shall not pay the priest for the services rendered by him.

5. Accepting the assistance fee and donating it back. If the retired priest receives the assistance fee check, cashes the check, and then donates that amount to the parish, that amount must be reported as income to the retired priest.

E. BENEFITS

1. Every eligible retired priest of the Diocese will receive a monthly retirement benefit from the Diocese of Rockford Clergy Relief Retirement Trust Fund. The amount of the monthly payment is determined by the Board of Directors of the Clergy Relief Society.

2. Social Security benefits are in addition to the income received from the retirement plan.

3. Priests who are entitled to receive a retirement benefit under any other pension or retirement plan from employers other than the Diocese of Rockford will have the amount received from the Diocese of Rockford Clergy Retirement Trust Fund reduced by the amount received from such other plan.

4. Eligible retired priests shall be covered by the Catholic Diocese of Rockford Insurance Trust Health Care Plan, with the premium paid by the Diocese.

5. An eligible retired priest shall receive automobile insurance paid by the Diocese provided the priest resides in the State of Illinois. If the priest resides out of the State, he will be reimbursed up to $780.00 per year for personally obtained automobile insurance, upon submitting evidence of his payment of this auto insurance. In such case, the retired priest shall submit to the Diocese Finance Office a copy of the insurance premium invoice. The invoice is required to identify both the vehicle covered and the period of coverage (e.g. Jan. 1, 2018 – December 31, 2018). The Diocese in its discretion may require a retired priest to undergo a driving ability evaluation in order to establish whether insurance is able to be offered to the priest or continued, based on the priest’s health and skills required for safe driving. The Diocese makes the final determination in that regard.

F. RELATED ITEMS

1. Special Concern. The Diocesan Bishop and priests should have special concern for their retired brothers and should respond to any unique or pastoral needs of retired priests.

2. Communications and Activities. Eligible retired priests maintain their diocesan email account for purposes of communication of Diocesan information and events. Eligible retired priests are invited to attend all priestly and Diocesan activities and events.

3. Educational Preparation. The Vicar for Clergy and Religious should provide educational programs to prepare priests for their retirement. This will help minimize the difficulties and maximize the opportunities of this turning point in their lives.

4. Programs. The Vicar for Clergy and Religious shall also provide programs for priests who have retired to help them adjust to their retirement status.

Promulgated by Bishop Arthur J. O'Neill, August 29, 1983 Revision adopted August 28, 1991. Approved by Bishop Arthur J. O'Neill August 6, 1992. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford. Approved and promulgated by Bishop David J. Malloy, October 25, 2019 as particular law of the Diocese of Rockford effective December 1, 2019.

XIII. STATUS IN THE DIOCESE

A. NON-INCARDINATION

Priests not incardinated in the Diocese include visitors, priests not seeking incardination, and priests seeking incardination for whom the process is not yet completed, provided they are incardinated into some particular church or personal prelature or into an institute of consecrated life or society endowed with the faculty to incardinate clerics.

1. Visitors. Visitors include priests who have come into the Diocese to visit, to study, to provide temporary supply, to give retreats, missions, etc.

If a visitor is a priest in good standing, he has faculties to hear confessions by virtue of the common law (Canon 967 § 2), and does not lose them except by revocation (Canon 974), loss of office, excardination, or loss of domicile (Canon 975).

As required by the USCCB, a visiting priest must submit to the Vicar for Clergy and Religious a letter of good standing from his Superior before the visiting priest may exercise his faculties in this Diocese. The Superior’s letter of good standing must contain the following information: a statement that the visiting priest has no record or history of an untreated problem with substance abuse or financial

36 impropriety, no record or history of sexual impropriety, and there is nothing in the visiting priest’s background which would render him unsuitable to work with minors. The letter of good standing must also contain the dates, location, and purpose of the visiting priest’s proposed visit.

Other privileges are granted only according to the norms of Canon Law and the Statutes of the Diocese of Rockford and are given by the Diocesan Bishop and those to whom authority is committed either by law or by the Diocesan Bishop's delegation.

A visiting priest who stays in a parish house for purposes other than vacation must submit to the Office of the Vicar for Clergy and Religious in advance of his visit a letter of good standing from his Diocese or religious superior.

A priest not incardinated into the Diocese of Rockford who has been accepted by the Diocese and given an assignment is considered an Extern priest. Benefits for such clergy are usually limited to those set forth in Article III, Compensation/Remuneration, as applicable.

International priests holding a visitor’s VISA or an R-1 VISA sponsored by another diocese may not receive compensation from the parish due to immigration regulations. International priests holding an R-1 VISA sponsored by the Diocese of Rockford may receive the proper compensation within the Diocese of Rockford.

2. Priests not seeking incardination.

a. Generally. This Paragraph addresses the situation involving a priest neither incardinated nor seeking incardination in the Diocese of Rockford who desires to serve in some form of pastoral ministry in the Diocese of Rockford. This situation includes a priest from another diocese or religious order or institute in the United States or outside the United States.

b. Process. In such situation the priest must make a written request to serve, directed to the Diocesan Bishop.

The following process shall be observed:

i. The priest will make application in person or in writing to the Diocesan Bishop and will supply the following information in writing: name, age, diocese of incardination or the religious community and province to which he belongs, date of ordination, previous pastoral assignments and the length of each, probable length of service in the Diocese of Rockford, and the type of ministry preferred with alternatives. If other documents are required by the Vicar for Clergy or the Diocesan Bishop, the priest shall provide them with the relevant materials.

The priest shall state in writing the reasons for his desire to serve outside his own diocese or province for this period of time.

ii. The priest will provide a letter from his own Diocesan Bishop or religious superior giving him permission to seek work outside his own diocese or province. The letter is required to state that he is a priest in good standing with no history of sexual or financial improprieties, no history of substance abuse, and that nothing in his background would render him unsuitable to work with minors.

iii. If the candidate is accepted, faculties generally will be granted for a period of three years unless a different period is set, and an assignment will be given.

iv. The service of non-incardinated priests shall be reviewed annually by the Diocesan Bishop in consultation with the Vicar for Clergy and Religious.

v. In case of a negative decision, the priest may request a review before the Diocesan Bishop and the Vicar for Clergy and Religious.

vi. The Vicar for Clergy and Religious shall provide an orientation program for priests new to service in the Diocese to include a review of the Diocesan statutes and a familiarization with Diocesan programs such as the Diocesan Tribunal, Catholic Charities, Office of Education, etc. and their staffs with whom these priests may be interacting.

vii. For benefits accruing to the priest not seeking incardination, see Article III, Compensation/Remuneration, as applicable.

See Appendix I, “Information for Extern Priests” for additional information.

c. International Priests assigned in the Diocese of Rockford. An international priest assigned in the Diocese Rockford is considered an extern priest. Additional rules apply to international priests.

i. An international priest holding an R-1 VISA sponsored by an entity other than this Diocese, a tourist VISA or some other VISA, who visits this Diocese is prohibited by immigration law from receiving remuneration from the parish or other Diocesan entity to which he provides clergy assistance.

ii. An international priest holding an R-1 VISA sponsored by the Diocese of Rockford will be assigned by the Diocesan Bishop, and is entitled to receive compensation from the Diocese of Rockford or parish or other entity to which he is assigned.

iii. An international priest holding an R-1 VISA sponsored by the Diocese of Rockford is prohibited from receiving compensation from any entity other than the Diocese of Rockford or a parish in this Diocese or other Diocese of Rockford entity to which he is assigned. Thus, an international priest who provides clergy assistance to a parish outside the Diocese of Rockford may not receive compensation for that assistance.

B. PRIEST SEEKING INCARDINATION

1. A priest seeking incardination in the Diocese of Rockford shall send a written request to the Diocesan Bishop.

2. The written request should include:

a. A brief biographical description;

b. Factors leading to his decision to leave his diocese or religious institute; and

c. Reasons why he is asking to join the Diocese of Rockford.

3. The candidate must demonstrate a proficiency in English.

4. The Diocesan Bishop will acknowledge receipt of the candidate’s letter and will write to the priest’s proper Ordinary inquiring whether the application has his consent and ask for any remarks which would assist in determining his suitability as a candidate for incardination. In addition, the letter will ask the Ordinary the priest’s current status, his ministerial background and experience, his character and reputation, and describe any other special considerations pertaining to the priest’s application for incardination.

39 5. The Ordinary will be required to state in writing that the priest has no record or history of an untreated problem with substance abuse or financial impropriety, no record or history of sexual impropriety, and that there is nothing in the priest’s background which would render him unsuitable to work with minors.

6. The Diocesan Bishop will inform the Vicar for Clergy and Religious of the application and provide him with a copy of the correspondence to the candidate’s Ordinary, and the Ordinary’s response.

7. Incardination Committee.

The Incardination Committee shall consist of a Chairman, Executive Secretary, and other members appointed by and serving at the discretion of the Diocesan Bishop.

The Committee will be comprised of the Vicar for Clergy, who acts as Executive Secretary, the Vicar General or all Vicars General if there are more than one, a Diocesan Consultor, plus one Dean.

8. Interview with Incardination Committee.

The Incardination Committee shall interview the candidate for incardination and make a recommendation to the Diocesan Bishop.

Procedure:

a. The Vicar General will contact the candidate to set up an initial interview. At this interview, the Secretary and the Vicar General will explain the necessary steps and documentation which the candidate must provide to the Incardination Committee.

b. Upon receipt of the required documentation, the candidate will meet with the entire Incardination Committee. The purpose of the interview is to:

i. get to know the candidate personally; ii. review the rationale for the petition; iii. clarify/expand on issues raised in the documentation; iv. determine preferred areas of ministry; and v. answer the petitioner’s questions

c. After the interview, the Committee will send its recommendations to the Diocesan Bishop.

40 9. Approval/Denial by the Diocesan Bishop.

The Diocesan Bishop shall either accept the candidate into the probationary period or deny the candidate’s petition for incardination after receiving the recommendation of the Incardination Committee. If the Diocesan Bishop accepts the candidate into the probationary period, the Diocesan Bishop shall assign the priest to a parish for a predetermined period after a consultation with the Incardination Committee. If the petition of the candidate is denied, the Diocesan Bishop will send his denial in writing to the candidate within four months of the priest’s petition (cc.268 and 474). In either event, the Diocesan Bishop shall inform the priest’s proper Ordinary.

10. Probationary period.

Candidates for incardination into the Diocese of Rockford shall successfully complete a probationary period of up to five years, normally consisting of two parish assignments.

The Secretary of the Incardination Committee shall conduct a written evaluation of the candidate together with the candidate and the pastor or administrator of the parish (or agency) where he is serving at the conclusion of each assignment. The results of the evaluations will be reviewed by the Incardination Committee in determining the second assignment and whether to recommend the candidate at the conclusion of the probationary period.

11. Incardination.

The Diocesan Bishop shall make the final decision to incardinate a priest into the Diocese of Rockford.

a. If the decision is to not incardinate the priest, the Diocesan Bishop will send his denial in writing to the candidate.

b. If the decision is positive, the Diocesan Bishop will inform the priest’s Ordinary. Upon a receipt of a decree of excardination, and after declaring in writing that he wishes to be dedicated to the service of the Diocese of Rockford (c.269, 3°), that there is nothing in his background which would limit or disqualify him from exercising a ministerial assignment or holding a pastoral office, and that he has not engaged in any type of misconduct or other inappropriate activity which could justifiably give rise to public scandal, the Diocesan Bishop may issue a notarized decree of incardination (c. 267).

c. Once a notarized decree of incardination has been issued, the Vicar for Clergy and Religious will then arrange for a continuation of assignment or find

a new one and will notify the appropriate offices within the Diocesan Administration Notice of his incardination will be promulgated in The Observer.

12. Revocation of Incardination.

Statements relating to suitable character and fitness are conditions sine qua non for incardination into the Diocese of Rockford. False statements, material misrepresentation of facts, or fraudulent concealment of facts in this regard shall be grounds for revocation of incardination (cf., cc. 63; 125 § 2; and 126)

C. NON-ACTIVE, NON-LAICIZED PRIESTS

A non-active, non-laicized priest of the Diocese of Rockford who wishes to return to active service shall submit his application in writing to the Diocesan Bishop. The applicable norms of Canon Law must be observed.

Procedures, indicated above, for acceptance of non-incardinated priests and/or incardination shall be observed. Benefits applicable to such non-incardinated priests will take effect on the date of official assignment.

Benefits applicable to priests incardinated in the Diocese of Rockford will be those to which they would normally be entitled in view of their active service.

D. LAICIZED PRIESTS

A priest who has been laicized is eligible for volunteering and employment in positions in the Diocese for which he is qualified provided no scandal is given and provided the employing department has received the written approval of the Diocesan Bishop prior to commencement of the individual’s service, and in accord with the rescript of the Holy See which may have its own restrictions on volunteering and employment. The determination of the existence of scandal rests with the Diocesan Bishop.

Notwithstanding the above, a priest who has been laicized shall not be employed by seminaries, theological faculties, or similar institutes to fill the office of rector, spiritual director, professor or any other function. (Instruction of the Sacred Congregation for the Doctrine of the Faith, January 13, 1971.)

Promulgated by Bishop Arthur J. O'Neill October 15, 1986. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted and Approved by Bishop Thomas G. Doran, January 1, 1999 Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

42 XI V. TERMS OF OFFICE

PREAMBLE

These guidelines, promulgated in November, 1985, are in accordance with the revised Norms of Canon Law (1983) and the guidelines published subsequently by the Congregation for Bishops in response to a request by the Bishops of the United States.

A. PAROCHIAL VICAR

The term of office for a parochial vicar is at the discretion of the Diocesan Bishop. Generally the term will be three (3) years, renewable once for a period of three (3) or fewer years.

B. PASTOR

The term of office for a pastor is six (6) years, renewable ad nutum Episcopii. (cf. Canons 153 §2 and 522 and the Complementary Norms of the USCCB, 1984).

C. SPECIALIZED MINISTRY

The term of office for a priest in specialized ministry, including Episcopal Vicars, Judicial Vicar, and Adjutant Judicial Vicars will be five (5) years, renewable ad nutum Episcopii. (cf. Canons 153, §2, 477, §§1-2 and 1422). Those offices which in law do not require a term limit will also ordinarily be for a period of five (5) years.

D. REQUESTS FOR CHANGE OR EXTENSION OF ASSIGNMENT

The above does not prejudice the right of a priest to request, through the Vicar for Clergy and Religious and/or the Diocesan Bishop, a change of assignment or an extension of assignment at any time for personal reasons. Any extension of assignment should be for a specified period of time determined by the Diocesan Bishop.

E. UNFORSEEN CIRCUMSTANCES

The Diocesan Bishop or his delegate may, for unforeseen circumstances, such as a priest's health, retirement plans, or death, diverge from the general guidelines for the good of the Diocese, its parishes, or institutions.

43 F. DEANS

The term of office for a priest serving as a Dean will be three years, renewable ad nutum Episcopii. (cf.Canon 554 §2)

Revised and Promulgated by Bishop Arthur J. O'Neill, October 17, 1984. Revision adopted October 25, 1989. Approved by Bishop Arthur J. O'Neill August 6, 1992. Approved by Bishop Thomas G. Doran November 1, 1996. Revision adopted August 14, 2001. Approved by Bishop Thomas G. Doran September 10, 2001. Revision adopted June 1, 2007. Approved by Bishop Thomas G. Doran, August 1, 2007. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.

44 APPENDIX A Diocese of Rockford Priests' Salary Schedule Effective July 1, 2019

Social Total Total Years of Base Salary Security Annual Monthly Service 7-1-2019 Supplement Salary Salary

1 22,800 5,520 28,320 2,360 2 23,040 5,520 28,560 2,380 3 23,400 5,640 29,040 2,420 4 23,640 5,640 29,280 2,440 5 23,880 5,640 29,520 2,460 6 24,240 5,760 30,000 2,500 7 24,720 5,880 30,600 2,550 8 24,960 5,880 30,840 2,570 9 25,200 5,880 31,080 2,590 10 25,440 6,000 31,440 2,620 11 25,680 6,000 31,680 2,640 12 26,160 6,120 32,280 2,690 13 26,400 6,120 32,520 2,710 14 26,640 6,120 32,760 2,730 15 26,880 6,240 33,120 2,760 16 27,120 6,240 33,360 2,780 17 27,480 6,240 33,720 2,810 18 27,720 6,360 34,080 2,840 19 28,080 6,360 34,440 2,870 20 28,320 6,480 34,800 2,900 21 28,560 6,480 35,040 2,920 22 29,040 6,600 35,640 2,970 23 29,280 6,600 35,880 2,990 24 29,520 6,600 36,120 3,010 25 29,880 6,720 36,600 3,050 26 30,120 6,720 36,840 3,070 27 30,480 6,840 37,320 3,110 28 30,720 6,840 37,560 3,130 29 30,960 6,840 37,800 3,150 30 31,200 6,960 38,160 3,180 31 31,440 6,960 38,400 3,200 32 31,920 7,080 39,000 3,250 33 32,160 7,080 39,240 3,270 34 32,400 7,080 39,480 3,290 35 32,640 7,080 39,720 3,310 36 32,880 7,200 40,080 3,340 37 33,240 7,200 40,440 3,370 38 33,720 7,320 41,040 3,420 39 33,960 7,320 41,280 3,440 40 34,200 7,440 41,640 3,470 41 34,560 7,440 42,000 3,500 42 34,800 7,440 42,240 3,520 43 35,040 7,560 42,600 3,550 44 35,280 7,560 42,840 3,570 45 35,640 7,680 43,320 3,610 46 36,000 7,680 43,680 3,640 47 36,240 7,680 43,920 3,660 48 36,480 7,800 44,280 3,690 49 36,720 7,800 44,520 3,710 50 36,960 7,800 44,760 3,730

Add: Up to $800 per month professional expense reimbursement.

Note: The Social Security Supplement is calculated on the base salary, plus an estimated value for room and board of $6,960, plus Mass stipends of $3,000, plus the value of auto insurance of $780, plus the Social Security Supplement at the standard self-employment tax rate. APPENDIX B Diocese of Rockford 555 Colman Center Dr. P.O. Box 7044 Rockford, IL 61125

TO: Priests, Business Managers and Bookkeepers

FROM: Rev. Msgr. Daniel J. Deutsch, Vicar for Clergy and Religious

DATE: September 20, 2016

RE: Changes in Priests’ Compensation

Effective January 1, 2017, we are implementing a few changes to priests’ compensation in the Diocese of Rockford. The changes are a result of recommendations from the diocesan Audit Committee and diocesan staff. The changes have been discussed with the Presbyteral Council and the Vicars Forane, and approved by Bishop Malloy. Following are the changes resulting from this consultative process.

1. The base salary for priests will increase 10% effective January 1, 2017. An updated priests’ salary scale reflecting this increase is attached. 2. All priests will receive a one-time $800 taxable stipend payable the last week of December 2016. 3. The monthly professional expense advance of $800 will be replaced by a direct reimbursement for documented ministry-related professional expenses. Priests will be required to submit receipts with professional expense reimbursement forms to be reimbursed for their ministry-related expenses. The current annual fiscal year limit of $9,600 in reimbursable expenses will continue. 4. We are establishing procedures for food reimbursements, eliminating any flat monthly allowances.

Background:

Since 1995, the Priests’ Compensation Policy allows priests to receive a monthly advance (currently $800 per month) for ministry-related professional expenses. Each priest was responsible for maintaining documentation for advances received and, to the extent his documentation could not substantiate the entire advance, he was required to return any unsubstantiated amounts. Since the individual priests retained the documentation, the parish offices did not have the documentation for the parish records.

Under the new procedures effective January 1, 2017, priests must provide the parish or other diocesan organizations with documentation in the form of mileage logs and receipts. The parish or other diocesan organization will reimburse priests based on the documentation submitted. The annual fiscal year limit on professional expense reimbursement remains at $9,600.

If priests were following the reimbursement policy procedures under existing policy, the only difference between the advance method and the new reimbursement method is timing. Under the advance method, priests received $800 at the beginning of each month. Under the new reimbursement method, priests will receive reimbursement after submitting documentation to the bookkeeper.

Recognizing that priests do not earn large salaries, switching from reimbursing expenses in advance to reimbursing expenses after the fact could put a stress on a priest’s personal finances. Therefore, we are authorizing a one-time $800 advance for which no documentation is required. It will be paid near the end of December 2016 and, since we are requiring no documentation for the payment, it will appear as income on each priest’s Form W-2 for 2016.

To assist with the recording of the information required for reimbursement, we have designed three forms as follows: Professional Expense Reimbursement Form, Mileage log & Table Expense Reimbursement Form. Attached are the forms and also will be available on the Diocesan website. A summary of Definitions will also be included.

Priests need not use these particular forms to receive reimbursement. If priests have established record keeping systems that contain all of the required substantiation, they may submit their own formats for reimbursement. Further, we consider the forms a work in progress. We welcome suggestions for improvement.

Table expense:

The main change to the procedures regarding paying for priests’ food is the elimination of flat allowances paid to some priests for table expenses. Effective January 1, 2017, priests will only be reimbursed for documented food expenses. Table expense may be of four types:

1. Food purchased by the parish. If a parish pays for groceries which are consumed at the parish rectory, then there is no reimbursement or reporting requirements for priests. They benefit from an in-kind and income tax-free benefit. 2. Groceries purchased by a priest consumed at the rectory. In this scenario, the priest should submit receipts for grocery purchases. The attached form entitled “Table Expense Reimbursement” may be used for reimbursement purposes. This is a separate reimbursement from the professional expense reimbursement. The reimbursement is income tax-free and not includible on a priest’s Form W-2. 3. Meals consumed by a priest at a restaurant eating alone or with others but not for a ministry purpose. In this scenario, a priest may be reimbursed by the parish using the Table Expense Reimbursement form. The only difference is that, according to IRS regulations, those reimbursements are taxable and must be included on the priest’s Form W-2. The IRS does not extend the income tax-free status to personal meals consumed outside the rectory. 4. Meals consumed by a priest at a restaurant for ministry purposes. This type of expense falls under the category of professional expenses. The priest may be reimbursed for ministry- related meals, but the reimbursement is part of the Professional Expense Reimbursement, not Table Expense Reimbursement. This type of reimbursement is tax-free as a ministry-related professional business expense.

Conclusion:

The diocesan Audit Committee has recommended these changes to bring parishes and diocesan organizations into full compliance with government regulations. Through a one-time additional stipend of $800, and a 10% increase to the base salary of priests, we have made efforts to mitigate the negative cash flow implications to our priests. If you have questions regarding policy issues, please refer them to me. For technical compliance issues, please contact the Office of Finance and Administration. Diocese of Rockford Professional and Table Expenses Definitions

PROFESSIONAL EXPENSES (G/L: xxx-40200) MILEAGE The IRS sets a standard mileage reimbursement rate each year to reflect current automobile operating costs. The rate covers gas, insurance, cost of owning (car loan payments or lease payments) and repairs to a vehicle. Report the number of miles driven in a month on the professional expense report. Tolls or Parking are also reimbursable in addition to any mileage calculation. Report any tolls/parking and attach a receipt to the professional expense report. Do not attach receipts for gas, repairs, etc., unless it is a diocesan owned vehicle.

LODGING The eligible expenses for lodging while at a ministry-related meeting, retreat, conference. Eligible expenses require a receipt which includes date, location and purpose of the lodging.

CLOTHING The cost of vestments, black clerical suits, dry cleaning, etc.

CELL PHONE The cost of the regular cell phone service and usage is reimbursable. Please understand that excessive personal use may be denied reimbursement. DUES & SUBSCRIPTIONS Professional dues to organizations, subscriptions to magazines, etc.

SUPPLIES This category includes ministry supplies, computer supplies, books, etc.

MINISTRY-RELATED Any meals outside of rectory that have a ministry purpose. Please MEALS OUTSIDE OF annotate on the receipt the ministry purpose and who is in attendance. RECTORY You can report any travel related meals also in this category. This expense is part of the professional expense limits for the year.

TABLE EXPENSES (G/L: xxx-45200) MINISTRY-RELATED Meals or celebrations at the rectory for a group of people should be a MEALS AT RECTORY parish expense directly and not be reported on the individual expense report. PERSONAL MEALS AT Per the IRS, this is an income tax-free benefit to priests. If a priest buys RECTORY groceries for use at the rectory, he should submit the receipts for reimbursement. This is a separate reimbursement from professional expenses and does not count toward the $9,600 annual limit for professional expense reimbursements. PERSONAL MEALS The IRS views this as a perk or benefit which is taxable. Any personal (EATING ALONE OR WITH meals that are reimbursed need to be reported to the diocese annually to FRIENDS) NOT AT be added to the priest’s wages for tax reporting. RECTORY APPENDIX C Catholic Diocese of Rockford Professional Expense P.O. Box 7044 Rockford, IL 61125 Reimbursement Phone: 815-399-4300

NAME: REIMBURSEMENT PERIOD: _____

PARISH/CCHS/AGENCY: CITY: _____

Comments: Please indicate the full date and a brief description of ministry purpose, and attach receipts. See example below. Professional Expense Summary: (attach receipt for each item)

DATE Description - Category Amount Receipt

10/1/2016 Example: US Cleaners – dry cleaning 35.00 √

TOTAL Professional Expenses

Enter mileage total from separate mileage log(s) ______miles x $0.545 = @ current IRS reimbursement rate (0.545 effective January 1, 2018) TOTAL Professional Expense Reimbursement Requested: $ Limited to $9,600 annually per fiscal year

Signature: Date:

Expense Reimbursement Forms for Priests - 2018 Catholic Diocese of Rockford Mileage Log P.O. Box 7044 Rockford, IL 61125 Phone: 815-399-4300

NAME: REIMBURSEMENT PERIOD:

PARISH/CCHS/AGENCY: CITY:

Comments: Please indicate the full date and a brief description of ministry purpose. See example below. (Trips to hospital, nursing home, travel for meetings or conferences.)

DATE DESCRIPTION OF TRAVEL INCLUDING PURPOSE & LOCATION MILEAGE

10/1/2016 Example: St. Anthony Hospital – sick calls 10

Total mileage to be carried over to Professional Expense Reimbursement form: __

Expense Reimbursement Forms for Priests - 2018 Catholic Diocese of Rockford Table Expense P.O. Box 7044 Rockford, IL 61125 Reimbursement Phone: 815-399-4300

NAME: REIMBURSEMENT PERIOD:

PARISH/CCHS/AGENCY: CITY:

Comments: Use this reimbursement request for purchases of groceries for meals eaten at the parish rectory and for personal meals eaten at restaurants.

DATE Grocery Store / Restaurant Amount Receipt

10/1/2016 Example: Whole Foods - groceries √

TOTAL Table Expense (Split into categories below)

SUBTOTAL by category: RECEIPTS MUST BE ATTACHED FOR ALL ITEMS.

Table Expense – Groceries $ Table Expense – Personal meals at restaurants (not ministry-related) $ ___ * TOTAL Table Expense Reimbursement Requested: $

Signature: Date:

* Note: Personal meals at restaurants are reimbursable, but according to IRS rules, are taxable and will be added to W-2 wages.

Expense Reimbursement Forms for Priests - 2018 APPENDIX D Diocese of Rockford Priest's Personal Inventory Form

Value Totals

Clothing $0 Electrical $0 Furniture $0 Other Items $0 APPENDIX E GROCERY REIMBURSEMENT POLICY FOR UNASSIGNED PRIESTS

This policy applies only to unassigned priests who meet the criteria established by the Vicar for Clergy for reimbursement. The policy is meant to answer questions that may arise and prevent a delay in the reimbursement process. Some of the items excluded may typically be paid by a parish, but they are not eligible for those not currently assigned. Requests for reimbursements are to be made to the Chancery.

- The maximum reimbursement is $300 per month.

- No carryover from month to month. Thus, if one month’ expense is $250, an additional $50 may not be used in a future month or applied to a prior month. Additionally, if one month’s expense is $350, $50 may not be applied to a prior or future month.

- Original receipts in an unaltered condition must be submitted for consideration (top and/or bottom should not be cut off) and must include date of purchase.

- Receipts should be submitted once a month at the end of the month and the Table Expense Reimbursement Form is to be used.

- Items eligible for reimbursement are food items purchased at a grocery store or food department at another commercial type store (such as the food department of Walmart or Target).

- Restaurant receipts are not eligible for reimbursement.

- Non-food personal items are not eligible for reimbursement (for example, Tylenol, shampoo, soap, toothpaste, razors, alcohol)

- Household products are not eligible for reimbursement (for example, paper products, cleaning supplies, laundry soap, batteries, linens)

Approved and promulgated by Bishop David J. Malloy, March 6, 2014 as particular law of the Diocese of Rockford. Approved and promulgated by Bishop David J. Malloy, July 1, 2015 as particular law of the Diocese of Rockford. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford. APPENDIX F Diocese of Rockford

Mass Intention and Stipend Handling Guide

by Donald J. Borisch 2017

Executive Summary

• Ensure that Mass stipends are deposited into a separate checking account only for Masses • The customary offering for a Mass is $10, but anyone can give more or less • No one may ask for an amount greater than $10 but should graciously accept any amount • Always issue a 3-part receipt whenever cash is received • Promptly record the intention and stipend amount in the parish Mass Intention Book • Parish “clusters” served by the same priest must keep each parish’s intentions segregated • Mass intentions must be offered within one year of accepting them • Bishop’s permission is required for long-term Mass intentions before accepting them • Perpetual Mass intentions are not to be accepted • Only one intention may be offered per Mass unless: 1) all donors give consent; 2) the date & time of the Mass is made public; and 3) this practice occurs no more than two times per week • The pastor is responsible to ensure that a “Pro Populo” Mass is offered each week • Only one “Pro Populo” Mass is required each week for a cluster of parishes • Priests may offer a private Mass for an intention on their day off or during vacation • Stipends should be calculated & paid to priests monthly based on the offerings received • Priests may only receive up to one stipend per day with the exception of Christmas Day • No stipend is to be paid to the priest if no Mass stipend is received by the parish • The Mass stipend checking account should be balanced to the bank statement on a monthly basis and reconciled to the Mass Intention Book at least 2 to 4 times per year • Checking account supplies or service fees should not be paid from the stipend account • Surpluses of funds over the amount needed to satisfy unoffered Masses should be promptly forwarded to the Chancery Office as a donation to the priest’s retirement fund • If there is a deficit of funds compared to unoffered Masses, contact the Diocese for guidance • The parish should ask for a paid intention from the Diocese for a clergy assistance priest before the Mass date if no paid intention is available at the parish • All Souls donations and other remembrance envelopes are Mass stipends that should be deposited into the Mass account • These envelopes are treated as “communal intentions” and the total amount received is divided by $10 to determine the total number of Masses to record and offer • Extra Mass intentions that cannot be offered within one year should be promptly forwarded to the Diocese for redistribution with the attached stipend • Masses offered by Religious Community priests must observe the special rules for them • Intentions should not be requested by parishioners as the priest is preparing to start Mass; educate parishioners to schedule Masses with the parish office • “Mentions” during the “prayers of the faithful” are not Mass intentions and any donations are considered gifts to the parish • Parishes that have unsuccessfully attempted to increase their local intentions may request intentions from the Diocese • Computers may be used to track Mass intentions, but adequate backups are required

Contents Executive Summary…………………………………………………………..…………………..1 Mass Stipend Checking Account…………………………………….………..………………….3 Accepting and Recording a Mass Intention………………………………………………………3 Offering an Intention………………………………………………………..……………………4 Prompt Offering………………………………………………………………………………..4 Multiple Intentions at a Mass…………………………………………………………………..4 Pro Populo Mass………………………………………………………………………………..5 Private Mass…………………………………………………………………….………………5 Disbursing Stipends to the Celebrant………………………………………………….………….5 One Stipend per Day……………………………………………………………….…………...5 Balancing Mass Account to Mass Intention Book…………………………………….………….6 Surplus……………………………………………………………………………….…………7 Deficit…………………………………………………………………………………………..7 Special Situations…………………………………………………………………………..……..8 Clergy Assistance Priest Offers Mass without a Stipend………………………………………8 All Souls / Father’s & Mother’s Day Mass Offerings………………………………………….8 Tracking Masses for Multiple Parishes…………………………………………………………8 Mass Account Processes for Parishes Operated by Religious Orders………………………….9 Impromptu Intentions…………………………………………………………………….……..9 Impromptu Mentions……………………………………………………………………..……..9 Requesting Masses from the Diocese…………………………………………….……………10 Computerized Recordkeeping…………………………………………………………………10 EXHIBIT ‘A’ – Mass Account Reconciliation Form…………………………………….……...11

Mass Stipend Checking Account

All Mass stipends must be deposited into a separate checking account established solely for the purpose of holding Mass offerings. (4th Synod #266) This account must be balanced to the bank statement on a monthly basis. Please try to avoid accounts that charge service fees or pay interest as these will increase the complexity of bookkeeping.

Accepting and Recording a Mass Intention

All Mass stipends are voluntary offerings and may be less than, equal to, or greater than the customary offering for the Chicago Province as established by the bishops of the province (currently $10 per Mass). Priests or parish staff must never ask for an offering in excess of the customary amount (4th Synod #263 §2). No one asking for a Mass should be denied due to an inability to make an offering (Canon 945 §2) although a pastor may limit the number of Mass intentions accepted from any one individual to allow room for other parishioner intentions in the Mass calendar. Each priest is strongly encouraged to accept all reasonable Mass intentions, but could refuse one if he cannot fulfill the specific wishes of the donor.

If someone requests a Mass intention and offers an amount greater than the customary amount, please determine the donor’s intention by asking if they would like multiple Masses, if a portion of the payment should be considered a donation to the church, or if the entire amount is to be applied to the Mass. If the intent of the donor cannot be determined, then the total offering is to be divided by the customary offering amount and that number of Masses should be recorded (Canon 950).

When a cash (currency) offering is received, a three-part cash receipt must be completed with the top (white) copy going to the donor and the second (yellow) copy being attached to the money received. The third (pink) receipt copy should always remain in the receipt book as a control copy. Checks received should be promptly endorsed “for deposit only” into the parish Mass stipend account. Funds received should be placed in a secure location such as a safe or locked cabinet and promptly deposited.

The Mass intention(s) should be promptly and accurately recorded in the parish Mass Intention Book (Canon 955 §4 and Canon 958 §1). If there is a special restriction on the intention, such as that the Mass must be offered at the parish, then a notation of this restriction must be listed in the record. This book should be stored in a fire resistant cabinet or safe.

Number each intention consecutively, record the date that the intention was received, the exact intention, and the stipend amount received. When the Mass is offered or a date is scheduled in the Liturgical Desk Calendar, the offering date should be recorded in the Mass Intention Book. It is also helpful to record the celebrant of the Mass in this book. Most people have a particular date in mind for their intention so it should also be included in the Liturgical Desk Calendar when received. When transferring to the Liturgical Calendar, remember to write the Mass number from the Mass Intention Book in the desk calendar to assist in cross-referencing.

To make payment of stipends easier, record the stipend as paid (PD) for the customary $10 offering and “PD$XX” (for nonstandard amounts where XX is the amount offered) in the Liturgical Desk Calendar. Leave this column blank if a stipend has not yet been received or if no stipend is expected for this intention.

Offering an Intention Prompt Offering

Mass intentions must be scheduled and offered within the one-year (365 day) deadline established by (Canon 956). Additionally, only as many Mass intentions as can be discharged within one year may be accepted by a priest (Canon 953). If a parishioner wants a Mass offered beyond one year, they should make that request on a date within one year of the proposed Mass date. If the pastor agrees, the parish secretary could “save-the-date” now, but should not accept the intention or stipend at this time. Perpetual Mass intentions should never be accepted and trusts for Masses should not be accepted without the “express prior written approval of the Diocesan Bishop.” (4th Synod #268)

In certain situations, such as All Souls Day or a funeral, the parish may receive many Mass intentions. All of these intentions must be recorded in the Mass Intention Book and an earnest effort should be made to celebrate as many as practical without displacing Mass dates for other parishioners. If the pastor determines that a number of the All Souls or funeral Mass intentions cannot be accommodated within one year from receiving them, he must forward these Mass intentions (and stipends) to the Chancery with a letter outlining the intention(s) and the amounts of the offerings. Remember to always mark the Mass Intention Book with the transfer date and to whom the intention(s) were transferred.

Multiple Intentions at a Mass

Generally, only one intention is allowed per Mass (Canon 948). This requirement has been relaxed slightly by the February 22, 1991 “Decree on Mass Stipends” from the Congregation for the Clergy as an exception to Canon Law. Article #2 of this document allows for a combination of two or more intentions only after:

1. All donors have been explicitly informed and freely consented to combining offerings;

2. The time and place of the multiple intention Mass has been made public; and

3. Since this practice is an exception to law, it may not occur at more than two Masses per week and special care should be exercised to avoid the perception of abuse.

Priests must not indiscriminately offer multiple intentions just because the parish has an excess of demand. In these cases, parishioners should be counseled that the intentions may be accepted if they can be offered on another date or at another location. The celebrant of a collective intention Mass may only take a single stipend up to the customary offering ($10). Intentions that are part of a collective intention should be noted as such in the Mass Intention Book.

Pro Populo Mass

Each pastor, parochial administrator (Canon 534 §1), and bishop (Canon 388 §1) must offer a Mass for the people of the parish every Sunday and holy day of obligation. This Mass is frequently called the “Pro Populo” Mass and carries NO stipend. A pastor who has care of more than one parish is only bound to apply one Pro Populo Mass for the entire people entrusted to him (Canon 534, §2). If he offers a Pro Populo Mass on Sunday, he can still offer another Mass on Sunday and keep the stipend for the second one since no stipend is offered for the Pro Populo Mass; but he may NOT add a second intention to the Pro Populo Mass to obtain a stipend payment.

Private Mass

A priest may offer a private Mass for an intention on his day-off or during vacation. The celebration of these Masses should be recorded in the Liturgical Desk Calendar and the priest should be paid for any intentions offered that carry a paid stipend (up to one per day.)

Disbursing Stipends to the Celebrant

Mass stipends should be paid by check on a regular basis after-the-fact from the Mass stipend checking account. Best practice asks that this process should occur around the beginning of the month for the previous month’s Masses. Priests are forbidden from simply accepting ten dollars ($10) daily rather than calculating the exact payment. Mass stipends are considered taxable income and should be included in your annual priest compensation reporting (W-2 Worksheet) to the Diocese.

One Stipend per Day

To calculate the stipend payment for the priests, begin with the first day of the month and review each day of the month for Masses offered by the assigned and clergy assistance priests. With the exception of Christmas Day, a priest may only keep ONE stipend from all of the Masses offered each day (Canon 951 §1 and 4th Synod #265). (On Christmas Day only, he may keep a stipend from each Mass offered.) If a

priest offers more than one Mass on a particular day, pay the largest stipend for the intentions offered. If the only Mass offered on a day has no paid intention, then no stipend can be paid to the priest for that day. Add up all of the allowable stipends for the month for each priest and prepare a check from the parish’s Mass stipend checking account.

In determining whether a Sunday anticipation Mass counts for Saturday or Sunday with respect to Mass stipends, Canon 202 §1 defines a “day” as a block of time starting at midnight and continuing for 24 hours. Therefore:

- If a priest offers the Vigil Mass (Saturday evening) and a Mass on Sunday, he may keep both Mass stipends, as the Vigil Mass was offered on Saturday, provided that he has not accepted any other Mass offerings for that Saturday.

- If he offers the Mass of the day on Saturday morning, and the Vigil Mass on Saturday evening, he cannot apply the Vigil Mass to Sunday and must decline one of the Saturday stipends.

- On Christmas and Easter, the Vigil Masses will count for the day in which they begin. Midnight Masses (that actually start at Midnight) will count for the feast day, not the day before. Earlier “Midnight Masses” should be treated as Vigil Masses on the day that they begin.

- The date of the Mass is the date that it is offered or celebrated. If a Mass is recorded for broadcast or streaming on a later date, the date of the Mass is the date of the recording, not of any playback, even if the readings are selected for the anticipated playback date.

If a diocesan clergy assistance priest offers Masses with paid intentions at two separate parishes on the same day, he should inform the second parish that he has already received a stipend for that day and that he should not be paid a Mass stipend from that parish.

If a clergy assistance priest from a religious order is used at any parish, you should pay the priest’s order for ALL Masses offered that carry a paid stipend, even if it is more than one per day. Please include a note explaining the number of “first Mass” intentions as well as the excess funds included for binations and trinations (second and third Mass of the day) when sending a stipend check to the visiting priest’s order.

If a priest concelebrates a Mass as a secondary priest, he may pray for a specified intention and be paid a stipend if:

1) The intention that he offers has a paid stipend attached to it; 2) He has not celebrated or concelebrated another Mass on that day; 3) The intention differs from the intention of the main celebrant; and 4) He is informed of the intention prior to the start of Mass.

Balancing Mass Account to Mass Intention Book

Not only does the Mass stipend checking account have to be balanced to the bank statement on a monthly basis, but it should be periodically (2 to 4 times per year) balanced to the total of the unoffered Masses

and offered but unpaid Masses in the Mass Intention Book. This process is very important since the amount of money currently in the Mass checking account must “cover” all of the obligations in the Mass intention book. The checking account may have a surplus of funds due to the “one stipend per day” rule, but should never operate at a deficit (i.e. more paid Masses recorded than funds to pay for them).

To help keep the account in balance, no expenses such as the purchase of checks or deposit slips, etc. or service fees should be paid from this checking account – only Masses should be paid from here. If any bank fees are charged to this account, the parish should promptly reimburse it with funds from the main parish operating account. Attached is a form and instructions for balancing the Mass stipend checking account to the Mass book. (see Exhibit ‘A’ on pg. 9)

Surplus

If the Mass stipend account has a surplus of funds compared to unoffered Masses, the excess must be handled as prescribed by the Bishop. Current regulation from the Diocese of Rockford requires that surplus funds in the Mass stipend account are to be periodically (approximately every six months) transferred to the Chancery as a donation to the priest retirement fund. Please include a letter from the pastor indicating the amount sent and that the funds represent “excess funds” from the parish Mass account. The parish may retain a small surplus of less than $100 in the Mass stipend checking account in case there was a minor error in counting the unoffered Masses.

Optionally, if a parish finds that it does not have unscheduled Mass intentions, but does have openings in its near-term Mass schedule, such as a mid-week Mass, the pastor may convert a portion of the excess funds (up to $300) into new Mass intentions for offering at the parish at the currently established stipend rate for each Mass. The exact intention can be determined by the pastor, but could be for the living and deceased members of the parish. These new intentions must be recorded in the parish Mass intention book when converted and transferred to the Mass date calendar when assigned to a particular Mass.

These Mass intentions may also be used by a priest assigned to that parish as an intention for a private Mass offered on his day-off or for use by that priest for Mass offerings for Masses celebrated while on vacation. Once converted to a Mass intention, an obligation has been made and these funds may not considered excess anymore. These new intentions must be fulfilled within one year from the date of transfer. Stipend payments for these Masses will occur with the normal calculation and payment of stipends process at the end of each month. Converted intentions should be counted as paid intentions when reconciling the Mass book.

Deficit

A shortage in the Mass stipend checking account compared to the Mass intention book is a matter of much greater concern that should be promptly investigated and resolved. The method of resolving the shortage will depend on the circumstances causing the shortage and this situation should be promptly referred to the Moderator of the Curia or Diocesan Internal Auditor for assistance.

Special Situations Clergy Assistance Priest Offers Mass without a Stipend

Occasionally a visiting priest (or mission priest) will offer a Mass on a day that does not have a reserved intention or for an intention that does not have a paid stipend attached to it. As a courtesy to this priest, if the parish does not have an unscheduled Mass intention available or cannot reschedule a future Mass intention, the parish office should contact the Chancery office as soon as possible BEFORE the Mass date and secure an intention from the Diocesan intention pool. (see Requesting Masses from the Diocese on pg. 7) If approved, the parish can schedule the Diocesan intention for that Mass and pay the priest from the parish’s Mass stipend checking account. A check from the Diocesan stipend account will be forthcoming to replenish the parish account for this intention.

The Pro Populo Mass is the responsibility of the pastor and should be offered by him wherever he is located, even on vacation, unless he has a legitimate reason such as illness, etc. If there is an emergency and a clergy assistance priest is to offer a Pro Populo Mass, the parish should offer the visiting priest a choice of:

i) Offering the Pro Populo Mass without a paid stipend; or

ii) Asking the pastor move the Pro Populo Mass to another time later in the week that has a paid intention and move the paid intention to the Mass that the visiting priest will be celebrating.

All Souls / Father’s & Mother’s Day Mass Offerings

If your parish receives envelope donations for All Souls Day, Father’s Day Masses, or Mother’s Day Masses, these amounts are to be deposited into the Mass stipend checking account and the required number of Masses must be recorded in the Mass Intention Book. A Mass intention should be recorded for the “poor souls of the parish,” “purgatorial society,” or “Mothers & Fathers” for every $10 in All Souls Day envelope offerings. (4th Synod #263 §3) Any fraction less than $10 remaining should be recorded as an additional Mass with a stipend of that remaining amount. To maintain account balance, the priest who offers this intention should be paid this remaining amount, not the regular stipend amount. If the parish chooses, all names listed on the backs of the envelopes could be mentioned in the next bulletin as “All Souls” or “Purgatorial Society” intentions for the coming year. Some parishes choose to place these envelopes in a bowl near (but not on) the altar when an All Souls intention is offered.

Tracking Masses for Multiple Parishes

A parish may be part of a “cluster” of a few nearby parishes that are served by one or more priests with a common administrative office. In this situation, each parish in the grouping must have a separate Mass stipend checking account. It is very important that each parish’s Mass checking account hold only the funds for that parish. Please develop a procedure to ensure the segregation of these funds by using different zipper bags, making notations on the checks, or using different color highlighters to differentiate

the donations. Prepare each Mass account deposit separately ensuring that the correct deposit slip is used. To help ensure that the correct account is used to pay stipends, consider using different color check stock and checkbook covers for each parish.

Track the Mass intentions in separate Mass Intention Books. Some parishes prefer to use one Liturgical Desk Calendar for each parish, while others prefer one desk calendar to cover all parishes in the cluster. If using one calendar for all parishes, it is mandatory that the intentions should be identified by parish by adding a prefix letter before the Mass number or a different color highlighter or pen to identify the Masses for each parish.

Mass Account Processes for Parishes Operated by Religious Orders

Mass account operation at a parish entrusted to a religious order must also follow Canon Law and Diocesan Synod rules, but certain processes are adjusted due to the fact the religious orders operate as a community.

1. All Mass stipend checks for order priests should be made payable to the religious order, not to a particular priest. (This guidance also applies to the Clergy Assistance Fees.)

2. Excess funds in the parish Mass account generated by Masses offered by the pastor or any parochial vicar (associate) assigned to that parish must be forwarded to the Diocese as prescribed by the Diocesan Bishop even if the pastor or associates are members of a religious community. (Response of the CPI/84-89, 20-02-1987) (see Surplus on pg. 4)

Impromptu Intentions

There may be traditions in certain cultures of requesting a Mass intention in the Narthex just prior to the processional for that Mass. An offering is usually made directly to the celebrant at this time as well.

The best practice in this situation involves educating the parishioners about the process of requesting a Mass through the parish office and having it scheduled for the desired date. Even as that educational effort continues, there may still be “last minute” intentions offered. Ask the donor to place this stipend donation into an envelope indicating that it is a Mass intention and drop it into the collection basket at offertory time. The celebrant should make a concerted effort to ensure that this intention gets recorded in the parish Mass Intention Book and that the funds are deposited into the parish Mass stipend account. The priest will receive this stipend payment along with his other stipends when the regular Mass account checks are prepared. Remember that generally only ONE intention may be offered at each Mass and that multiple intentions MUST follow the guidelines described above. (see Multiple Intentions at a Mass on pg. 2)

Impromptu Mentions

A parishioner may approach a priest before Mass with a request to mention a person’s name during the prayers of the faithful. Priests may choose to accept these requests, but should NOT accept any contribution for this service. Best practice would have the parish prepare pew envelopes that can be used

for general donations from these individuals at offertory time. Priests should instruct that any mention made is not a Mass intention for this Mass, but just an inclusion in the prayers of the faithful. Any donations received in this manner are Parish Offertory and should be processed by the counters as ordinary income.

Requesting Masses from the Diocese

After carefully educating the parishioners of the benefits of Mass intentions, if the parish does not receive enough requests for Mass intentions locally to provide intentions for all Masses, the pastor may send a request to the Moderator of the Curia at the Diocese of Rockford Chancery Office asking for Mass intentions and stipends to augment the parish’s current parishioner requests. If granted, the Diocese will generally forward 30 Mass intentions along with their attached stipends for the parish to offer. Please record these new intentions in the parish Mass Intention Book as outlined above. After these intentions have been offered, the parish may again make a request for additional intentions, if the need persists.

If a retired priest or a priest without an assignment accepts Mass intentions from the Diocese, he is bound to offer these Masses in a reasonable time within the constraints of the guidance presented in this document. Further, he is specifically reminded that he may take ONLY ONE STIPEND PER DAY as outlined above. (see One Stipend per Day on pg. 3) This policy also applies if a priest celebrates two or more “clergy assistance” Masses either at the same parish or different parishes or chapels. It is the priest’s responsibility to abide by these rules. If a priest receiving Diocesan intentions offers a Mass as a “clergy assistance” priest, he must either: Not offer the Mass for the Diocesan intention for that day and extend the request for more Diocesan Stipends by one day or refuse to accept the stipend for the “clergy assistance” Mass.

Computerized Recordkeeping

As an alternative to paper records, parishes can keep Mass intention and stipend records in electronic format. For parishes interested in electronic recordkeeping:

A dedicated computer program called MIST (Mass Intentions Scheduling and Tracking) software is available from www.mass-intentions.com at a recent price of $265. Additional information is available on the website. Other specialized software may be available for this purpose as well.

Alternatively, an electronic spreadsheet (such as Excel) can be created that incorporates all of the required information from the Mass Intention Book and/or Liturgical Desk Calendar. This could be arranged into one large sheet or broken into separate tabs by year. A database program (such as Access) could also be used to create a format for recording and tracking Mass intentions.

Anyone choosing to stop recording Mass intentions in a paper book is REQUIRED to have an adequate computer data backup procedure in operation that will make enough safe copies of the Mass intention data to ensure that the data is secure from the risks of any reasonably anticipated peril. Consider storing these backups at multiple locations.

EXHIBIT A Mass Account Reconciliation Form

Catholic Diocese of Rockford Mass Stipend Reconciliation Form

1) As of:

Funds:

2) Reconciled Register Balance as of TODAY $

Any Mass Intention Cash or Checks that 3) have not been deposited into the account +$

4) Total Funds Available: $

Masses:

5) Enter Date of last Mass Intention Paid to Priests

6) Sum Amount of Scheduled Paid Mass Intentions after this Date $

7) Sum Amount of Paid Mass Intentions not in Schedule Book +$

8) Add any other future Paid Mass Intentions not counted elsewhere +$

9) Money Required to Pay all Mass Intentions: $

10) Subtract Line 9 from line 4 $

If Line 10 is positive, the account is in SURPLUS

If Line 10 is negative, the account is in DEFICIT

Mass Stipend Account Reconciliation Form Instructions

The Mass Stipend Account Reconciliation Form assists parishes in maintaining a balance between the money in the Mass stipend checking account and the priests’ obligations to offer Mass intentions for the faithful. This reconciliation should be prepared on a regular basis between two to four times per year. Any surpluses or deficits should be resolved through Diocesan approved methods.

Line by Line Instructions:

1) “As of” refers to the date that will be used as a “cut-off” for the account reconciliation. Typically, this is today’s date. Enter the date in this space.

2) Please complete a reconciliation of the Mass Stipend Account to the latest bank statement. After including all transactions after the bank statement cut-off date, write in the current register account balance on the “As of” date on this line.

3) If there have been paid Mass intentions scheduled or added to a Mass book to be scheduled but the stipend money has not yet been deposited in bank (or included in the checkbook register balance above), add in these funds on this line.

4) On this line, add the funds at the office to today’s checkbook balance. This represents the total funds available to satisfy the recorded Mass intentions.

5) Enter the date of the last Mass intention that was paid to the priests. This date is generally the end of the prior month, if priests are paid monthly. This is not the date of the last check, but rather the date that the priests were paid through. If priests have been paid for all Masses offered through April 30th, then April 30th is the date to write.

6) Add up all paid mass intention amounts beginning with the day after the last date that the priests were paid for Masses. For example, if the priests were paid through October 31st, start adding up stipends from November 1st forward. Only include Masses that have an intention with a paid stipend. Do not count intentions where the parishioner has not yet paid a stipend or Masses where a visiting priest has already been paid the stipend. Write the total on this line. While the vast majority of Mass intentions are for the established $10 gift, some could be for more or less money. Add the exact amount of each stipend. Remember that the “Pro Populo” or People’s Mass does not carry a paid intention and should not be counted.

7) If your parish accepts Mass intentions without a specified date and records them in another book for later scheduling, add the stipends in this book only if they have not already been transferred to the Mass Calendar Book. Like above, only count Masses that have an intention with a paid stipend. Do not count intentions where the parishioner has not yet paid a stipend or if the priest will offer the intention without a stipend. Write the total on this line. This could include Purgatorial Society Masses, if they are not already given a Mass date.

8) If there are any other future Mass intentions with paid stipends that have been accepted by the parish but have not yet counted on Line 6 or 7, sum these stipends and write the total here.

9) Add Lines 6 + 7 + 8 together and write the total on this line. This amount represents the total funds required to discharge all of the Mass intention stipends currently recorded at the parish.

10) Subtract Line 9 (obligation) from Line 4 (funds) to determine if the Mass account is in balance.

If Line 4 is larger, there is a surplus in the account. In the Diocese of Rockford, Mass account surpluses should be forwarded to the Moderator of the Curia for distribution to retired priests and priests without a current assignment. Surpluses can occur when a priest offers more than one Mass with a paid intention in the same day, but can only receive one stipend for that day, per Canon Law.

If Line 10 is greater than Line 4, the account is in deficit. All deficits must be promptly investigated and corrected. The Diocesan Internal Auditor is available to assist you with this process. For a small deficit (less than $300), the pastor should forgo future stipend payments while still offering the requested Masses until the account is back in balance. For larger deficits or if deficits are calculated again, please promptly contact the Moderator of the Curia or Diocesan Internal Auditor for direction on bringing the account back into balance and a review of the Mass stipend process internal controls.

APPENDIX G

FUNERAL ARRANGEMENTS FOR PRIESTS A GUIDE FOR THE EXECUTOR AND FAMILY

DIOCESE OF ROCKFORD 555 COLMAN CENTER DRIVE P.O. BOX 7044 ROCKFORD, IL 61125 815-399-4300

In preparing for a priest’s funeral, the following are some commonly asked questions by the Executor and family members. Hopefully these answers will help you through the process of carrying out the priest’s wishes.

Q. Who at the Diocese should be notified with the news of a priest’s passing?

A. The Vicar for Clergy office should be notified at 815-399-4300. If it is a weekend or evening, please leave a message. Our calls are transferred to a system that will notify the correct person to return your call.

Q. How are the priest’s wishes known concerning his funeral/burial plans?

A. All priests should have Post Mortem instructions on file with the Chancery. Once the Diocese is notified of the death, the Chancellor will pull these instructions. The Vicar for Clergy office will help the family plan the funeral, coordinating with the family, the funeral home and the parish.

Q. Who has the listing of the priest’s assignments for the newspaper?

A. The Vicar for Clergy Office will send a death notice to all the priests of the Diocese. This notice will list all of the priest’s assignments, immediate family members, and visitation and funeral times. This notice is also sent to the funeral home if the Executor and family wish so that parts of it may be used for the newspaper announcement.

Q. Are there any guidelines for advance funeral planning?

A. The Diocese requires that all priests have on file at the Chancery Office a Funeral Planning Sheet, Post Mortem Instructions and Will. The Executor should check with the Vicar for Clergy office to see if the priest has these documents on file. The Funeral Planning Sheet includes the readings and songs the priest would like with the Funeral Liturgy.

Q. Where is the funeral Mass to be celebrated?

A. It is preferred to have the Mass celebrated at the Cathedral of St. Peter in Rockford, but it may take place at the last parish the priest was assigned. The priest should list this on his Funeral Planning Sheet.

Q. Where is the visitation held?

A. Visitation for a deceased priest is always in the church where the funeral takes place. Generally, visitation is the night before the funeral and an hour before the funeral Mass.

Q. What happens at the visitation the night before?

A. The deceased priest will be in the church and the family will stand by the casket greeting the attending guests who come to pray and show their respect. At the end of the evening, a priest will lead the rosary for those present. After the rosary, the funeral home will take the casket back to the funeral home and bring it back to the church the next day.

Q. Who will celebrate the funeral Mass?

A. The Diocesan Bishop will be the celebrant. Close priest friends of the priest whom he specified in his Funeral Planning will concelebrate at the altar. Priests of the Diocese may concelebrate also. Priests from outside the Diocese will need to forward a Letter of Good Standing in order to concelebrate.

Q. Who coordinates the planning with the Diocesan Bishop and the parish?

A. The Vicar for Clergy office will coordinate planning of the funeral itself, mindful of the priest’s wishes, the family’s wishes, the Diocesan Bishop’s schedule, and the availability of the church. If the Diocesan Bishop is not available to celebrate the Funeral Mass, the Vicar General will celebrate the Mass.

Q. What day of the week are most priest funerals held?

A. Priest funerals are not held on Sunday, nor are they usually held on Saturday because the brother priests are not able to attend. The best days are Monday through Friday.

Q. Should there be a luncheon after the funeral?

A. Most often a luncheon is held immediately after the funeral Mass. The burial is then to take place after the luncheon so that most of the priests will be able to attend the luncheon before returning to their parishes. The Vicar for Clergy office will help arrange the luncheon with the parish and a caterer, if the executor and family would like. This is part of the funeral expenses paid by the Executor. 2

Q. Who preaches at the funeral?

A. If the Diocesan Bishop is the celebrant, he will preach, unless the priest has specified on his planning sheet for a close priest friend to preach. In that case, the Diocesan Bishop will say a few words before the final commendation.

Q. Who prepares the funeral Mass booklet?

A. The Vicar for Clergy office prepares the Funeral Mass booklet using the information provided on the Funeral Planning Sheet and will have them printed and available at the church the morning of the funeral.

Q. What if the priest did not complete the Funeral Planning Sheet?

A. The Vicar for Clergy office will consult with the Diocesan Director of Divine Worship and plan the Mass after consulting with family and priest friends of the priest.

Q. Is there a specific casket for a priest?

A. Priests should have a full body casket. That is, the lid can be removed so that the priest in his vestments may be viewed. After the viewing period has ended, the casket is prepared for the beginning of the Mass and the lid is installed and sealed.

Q. What is the attire for the deceased priest?

A. The priest is vested in his Mass vestments. The funeral home will need a set of clerics (black dress pants and black collar shirt), alb, cincture, white chasuble and white stole. He should have under garments, black socks and shoes. He should also have his favorite rosary. A priest will be assigned to assist the funeral home in properly vesting the priest.

Q. Is it permissible to have a memento in the casket and buried with the priest?

A. Out of respect for the priestly order, mementos are not to be in the casket for the viewing. They may be given to the funeral home to place in the casket before it is sealed before the funeral Mass.

Q. Who is responsible for the funeral expenses?

A. Each priest has a life insurance policy with the Diocese at no cost to the priest, but it is not enough to cover all the funeral expenses. As part of the priest’s advanced planning, each priest should make financial arrangements for these expenses. The funeral luncheon cost should be included in the planning. The priest may choose to use the proceeds received from his Diocesan life insurance to defray the costs of his funeral expenses. To do so, he should name his Executor as the beneficiary of the life insurance policy and state in his Will that the life insurance proceeds are to be used to defray the costs of his funeral expenses. The priest should have listed in his Post Mortem instructions the location of all insurance policies, bank accounts, attorney and executor.

Q. How is the Diocesan Life Insurance obtained?

A. When funeral arrangements are made, the funeral home is instructed by the Vicar for Clergy office to provide the Diocese with an original Death Certificate. When this is received, it will be given to the proper department to process. The check will be made payable to whomever the priest has specified as beneficiary and is to help defray costs of the priest’s funeral.

Q. Is there a particular cemetery for priests?

A. The priest should have already secured his cemetery plot and recorded it on his Funeral Planning Sheet prior to his death. In the Diocese of Rockford some of the Catholic cemeteries have a special section for priests. You may call the main office for the Diocese at 815-965-1450 or you may visit them at Calvary Cemetery, 8616 W. State Street, Rockford, Illinois.

Q. Who will do the committal at the cemetery?

A. Often the Diocesan Bishop has arranged for one of the priest’s close priest friends go to the cemetery and conclude the burial rites.

Q. Do the priests have last wills and testaments?

A. The Diocese of Rockford requests that all priests have on file at the Chancery Office a copy of their Last Will and Testament, Power of Attorney, Power of Attorney for Health

Care, along with their Post Mortem instructions and Funeral Planning sheet. The Chancellor will notify the Executor and provide a copy of the will if needed.

Q. Is it permissible for a priest to be cremated?

A. It is preferred that a priest not be cremated out of respect for his ordination to the holy priesthood. If cremation does take place, it cannot take place until after the Funeral Liturgy has concluded.

Q. Are flowers permitted to be alongside the casket?

A. Flowers arrangements are not placed at the casket. A couple of arrangements may be placed in the church at the pastor’s discretion. A table will be in the foyer for flowers and/or photo exhibits of the priest’s life. It is best to note “In lieu of flowers …..” in the newspaper obituary.

Q. Will the family be permitted to give a eulogy?

A. It is not recommended, but if requested and Diocesan Bishop gives his permission, a short eulogy may be given at the end of the rosary during the visitation (wake service) according to the Diocese of Rockford Catholic Funeral Guidelines.

The Vicar for Clergy office of the Diocese of Rockford will do all they can to help the Executor and family through the planning process of the priest’s funeral. Any questions may be directed to the Vicar for Clergy office at 815-399-4300.

DIOCESE OF ROCKFORD 555 COLMAN CENTER DRIVE P.O. BOX 7044 ROCKFORD, IL 61125 815-399-4300 PRINTED JULY, 2017

DIOCESE OF ROCKFORD PRIEST FUNERAL PLANNING SHEET

Name ______Date ______Date of Birth ______Funeral Home ______Phone ______Funeral Home Address ______Night of wake – Rosary or Scripture Service celebrated by ______Church for wake and funeral Mass ______Name & Phone of family contact ______Pallbearers ______Luncheon after funeral Mass - Yes or No ______Bishop will be celebrant. Concelebrants at the altar ______Bishop homilist or ______Readings: 1st Reading ______Reader ______Psalm ______Sung by cantor 2nd Reading ______Reader ______Gospel ______Gift Bearers ______Songs: Processional ______Offertory ______Communion ______Recessional ______Cemetery ______

Letter of Postmortem Instructions

Date: ______

To be given to: ______

Name: ______

Social Security Number: ______

1. Notifications

I wish the following to be specially notified (i.e., in addition to the customary notices and obituaries) of my death. I list the latest postal address I have for each person:

Name: ______Relationship:______Address: ______

2. Funeral Arrangements

Funeral Home ______City/State ______

Check here (___) if you have already made arrangements with this firm.

Cemetery ______City/State ______

Check here (___) if you already hold title to a burial plot. Give details if you have made other provisions for your burial.

Homilist:______

Concelebrants: ______

Additional Instructions (if any):______

3. Personal Property

I attach hereto a listing of my personal effects and how I wish disposition of them to be made. Anything of which I do not make disposition may be disposed of by the parish to which I am assigned when I die, or by the Diocese of Rockford. Item:______Disposition:______Item:______Disposition:______Item:______Disposition:______Item:______Disposition:______Item:______Disposition:______Item:______Disposition:______Item:______Disposition:______(This list may be as lengthy or as brief as you wish to make it. Attach additional space, if you desire. Please indicate your wishes at least regarding major items of personal property so as to avoid later difficulties over them.)

4. Disposition of Estate

In this process, some of all of this information may be helpful to my executor.

My Attorney: ______

Address of Attorney: ______

My Accountant: ______

Address of my Accountant: ______

My Insurance Agent: ______

Address of my Insurance Agent: ______

(Include locations of accounts in banks, of a safety deposit box, of the latest Will, and of documents concerning insurance in force, investments, death benefits and real estate. Such a clear listing will make sure that your property is disposed of in accord with your wishes)

5. Other Information: ______

(Signed) ______

DIÓCESIS DE ROCKFORD Carta de instrucciones Postmortem Fecha: ______Para ser entregada a: ______Nombre: ______Número de Seguro Social: ______

1. Deseo que las siguientes personas sean notificados de mi muerte (es decir, además de los avisos habituales y obituarios). Enumero la última dirección postal que tengo de cada persona:

(1.) ______Relación: ______Dirección: ______(2.) ______Relación: ______Dirección: ______(3.) ______Relación: ______Dirección: ______

2. Arreglos funerales

Casa funeraria ______Ciudad/Estado ______Marque aquí (___) Si ya ha hecho acuerdos con esta empresa. Cementerio ______Ciudad/Estado ______Marque aquí (___) si ya tiene el título de un lote en el cementerio. Dé los detalles si ya ha hecho otras disposiciones para su entierro. Homilista: ______Concelebrantes: ______Instrucciones adicionales (si hay alguna): ______

3. Propiedad Personal

Adjunto a la presente un listado de mis pertenencias y cómo me gustaría que se hiciera disposición de ellas. Cualquier cosa de la que no hago disposición, puede ser desechada por la parroquia a la que esté asignado cuando muera, o por la Diócesis de Rockford.

Artículo: ______Disposición: ______Artículo: ______Disposición: ______Artículo: ______Disposición: ______Artículo: ______Disposición: ______Artículo: ______Disposición: ______Artículo: ______Disposición: ______Artículo: ______Disposición: ______

(Esta lista puede ser tan larga o tan corta como usted desee hacerla. Si lo desea, anexe espacio adicional. Por favor indique sus deseos, por lo menos acerca de los principales objetos de pertenencias personales, para evitar dificultades posteriores sobre ellos).

4. Disposición de propiedades inmuebles

En este proceso, alguna de esta información puede ser útil para mi albacea.

Mi abogado: ______Dirección de mi abogado: ______

Mi cuenta: ______Dirección de mi contador: ______

Mi agente de seguros: ______Dirección de mi agente de seguros: ______

(Incluya ubicaciones de cuentas en bancos, de caja de seguridad, del último testamento, y de documentos relativos a seguros vigentes, inversiones, beneficios por muerte y bienes inmuebles. Un listado muy claro asegurará que se disponga de su propiedad de acuerdo a sus deseos).

5. Otra información: ______

(Firma) ______

APPENDIX H

Standard Agreement between ______[PARISH] and ______[RETIRED PRIEST]

This Agreement is between ______(“PARISH”) and ______(“RETIRED PRIEST”) which is effective as of the last date written below. The following governs the living arrangement of the Retired Priest and the Parish. This Agreement is effective for the duration of the living arrangement. If either the Parish or the Retired Priest desires to change any of the following terms, the parties are expected to work together toward an agreement on that proposed change.

The following terms and conditions shall govern the living arrangement and relationship of the retired priest and the parish:

1. The parish pays for rectory (defined as rectory and/or any other parish-owned building on or near parish premises that can be used as a residence) maintenance and rectory repair when the retired priest lives in a parish rectory with other parish priests.

2. The parish pays for rectory maintenance and rectory repair when the retired priest lives alone in a parish rectory, provided the cause of the needed maintenance or repair is not a result of gross negligence of the retired priest.

3. If the retired priest and other parish priest(s) with whom he resides in the parish rectory desire housekeeping service, the parish pays for that service.

4. If the retired priest wants housekeeping but the parish priests with whom he resides do not, the retired priest pays for that service.

5. If the retired priest residing alone in a parish rectory wants housekeeping but the parish priests residing in another parish rectory do not, the retired priest pays for that service.

6. If the retired priest residing alone in a parish rectory wants housekeeping and the parish priests residing in another parish rectory want housekeeping, the parish pays for that service.

7. The parish pays for utilities when the retired priest lives in a parish rectory with other parish priests, or alone.

8. The retired priest pays for cable tv, extra tv channels service, wi-fi service, internet service, land-line telephone service, and similar services, to the extent the other priest(s) with whom he resides do not want those services.

9. The parish pays for lawn maintenance and snow plowing and shoveling of walk ways if the retired priest resides in the rectory with other priests, or alone.

10. When the retired priest is residing in a parish rectory with other parish priest(s), and a new pastor is assigned, the new pastor has the authority to allow or discontinue the retired priest’s residence at that parish. The new pastor has the authority to revise the living arrangements, such as bedroom assignments, house rules, visiting hours, quiet hours, parking arrangements, etc. The new pastor should be sensitive to the prior agreement made, and should have a just reason to change or discontinue the agreement.

11. When the retired priest is residing alone in a rectory, and a new pastor is assigned, the new pastor has the authority to allow or discontinue the retired priest’s residence at that parish. The new pastor should be sensitive to the prior agreement made, and should have a just reason to change or discontinue the agreement.

12. If the new pastor decides for a just reason to discontinue the retired priest’s residence at the parish, the parish shall give the retired priest sufficient time to make other living arrangements. In no event shall the parish evict the retired priest. If difficulties arise in the retired priest vacating the rectory, the retired priest and/or parish should contact the Vicar for Clergy’s office for assistance.

13. The retired priest is responsible for making arrangements for his own personal needs, including transportation. If the retired priest does not have transportation or is unable to drive, the retired priest has the responsibility to make arrangements for transportation. The parish may assist, but is not required to provide transportation for the retired priest.

14. If the retired priest needs physical accommodations at the parish rectory for health reasons, such as a ramp, wall-mounted electric chair for stairs, installation of safety bars in the bathrooms or elsewhere, etc., those costs are the responsibility of the retired priest, and he must get approval from the pastor before alterations to the rectory are made. If the parish was planning to make those changes even in the absence of the retired priest’s need for them, the parish is responsible for the cost.

15. If the retired priest residing at a parish experiences a health decline, such that he is no longer able to care for his own needs or does so with great difficulty, the decline in health should be reported to the Vicar for Clergy, and the Vicar for Clergy or priest advocate for retired priests will assist in communicating with the retired priest and his family, and in making assisted-living arrangements elsewhere.

16. If the retired priest’s health necessitates making other living arrangements for the retired priest, the parish and pastor shall cooperate in giving the retired priest, and if applicable the Diocese, sufficient time to make other living arrangements for the retired priest, and in no event shall the retired priest in ill health be required to vacate the parish residence until other living arrangements have been secured.

17. The pastor and/or retired priest may seek the assistance of the Vicar for Clergy’s office as a mediator if an issue with the retired priest’s tenancy arises, after reasonable attempts to resolve the issue between themselves have failed. (cf. c. 1733 §1)

18. The rental arrangement between the retired priest and the parish shall not be contingent upon the retired priest performing assistive services to the parish. However, the retired priest and pastor should agree on whether and, if so, to what extent, the retired priest will provide assistance to the parish by way of masses, hearing confessions etc., so that the parties have an understanding of expectations.

19. The retired priest and parish agree to the following with respect to assistance to the parish: (check all that apply)

_____ no assistance will be provided;

_____ assistance to be provided if requested by parish and at retired priest’s discretion; _____ retired priest will celebrate _____ daily mass(es) per week and _____ weekend mass(es); _____ confessions: ______Other: ______No decision is made at this time

Although the parish and retired priest agree to the above, the retired priest has the right to decrease or eliminate the assistance or extent of assistance stated in this paragraph 19. The parish also has the right to decrease or eliminate the assistance or extent of assistance stated in the paragraph 19. Additionally, the parish and retired priest may together agree to increase the extent of assistance to be provided.

20. The rental amount the retired priest pays to the parish is set forth in the Priest Personnel Policy Handbook, and may be adjusted by the Diocese from time to time. Therefore, the pastor and retired priest shall not negotiate a rental amount that is different from that stated in the Priest Personnel Policy Handbook. The retired priest’s rent shall not be offset by the assistance, if any, the retired priest provides to the parish in the way of masses, hearing confessions, etc.

AGREED:

______Print Name of Parish Print Name of retired priest

______Signature of Pastor or Parochial Signature Administrator

Date: ______Date: ______

12/01/2019

APPENDIX I

WELCOME

INFORMATION FOR EXTERN PRIESTS

DIOCESE OF ROCKFORD 555 COLMAN CENTER DRIVE P.O. BOX 7044 ROCKFORD, IL 61125 815-399-4300 [email protected] JULY 2017

We hope this booklet will assist you with some of your questions if you are inquiring about an assignment in the Diocese of Rockford or as you begin your assignment with the Diocese. If you have any questions, please contact the Vicar for Clergy office. Thank you for wanting to be part of our Presbyterate.

The steps listed on the following pages are required of both an international priest and a priest from a diocese within the United States. A priest from within the United States will not need to follow the requirements pertaining to immigration.

STEPS FOR AN EXTERN PRIEST

TO COME TO THE DIOCESE OF ROCKFORD

1. A priest requesting an assignment in the Diocese of Rockford must submit a letter to the Vicar for Clergy of this Diocese requesting an assignment in the Diocese of Rockford.

2. If the Vicar for Clergy establishes a need in one of the parishes for the priest, the priest is required to submit the following documents to the Vicar for Clergy:

A letter from his bishop to the Diocesan Bishop, in which his bishop states the priest is in good standing (in the format established by the U.S. Bishops’ Conference) and releases the priest for 3 years to work in the Diocese of Rockford; The Priest’s Curriculum Vitae; Current dated Baptismal record; Current dated Birth certificate which identifies the priest’s mother and father; Current dated ordination certificate; Current police background check result; and Copy of the personal pages of current passport and VISA.

3. A verbal reference must occur between the Diocesan Bishop, Vicar General, or Chancery member of the requesting priest’s diocese and an authorized priest of the Diocese of Rockford.

4. Once a favorable recommendation on this priest is received and the Diocese of Rockford has all the paperwork listed above, our diocesan counsel will file the necessary immigration petition to obtain an R-1 VISA for an international priest. This is at no expense to the priest.

1. When notification is received that the R-1 VISA has been approved, counsel will notify the international priest and forward a package of materials to the priest, for him to present to the U.S. Consulate in his country. The priest makes an appointment with the Consulate once the package is received.

2. After the appointment, the priest notifies the Diocese of Rockford of his arrival date at Chicago O’Hare Airport. The Diocese will pick him up at O’Hare Airport and take him to his assigned parish.

3. An appointment letter is written for the day the priest will arrive. The Vicar for Clergy will notify the Diocesan Payroll and parish before the priest is scheduled to arrive. The priest receives the following:

1 Salary of 1st year priest until he is incardinated, if that occurs. The first month is pro-rated if he comes after the 1st of the month. There will be

standard tax deductions as calculated by our Finance Department;

Health insurance;

Auto insurance; and

Professional expense reimbursement.

8. The pastor of the parish will mentor the new priest to help him adjust to the new culture and our Diocese. The advice and direction of the pastor will be of great benefit to the new priest. The pastor will explain the hierarchy of the Diocese and the Diocesan offices. The Diocesan staff can be of assistance to the new priest during his stay in our Diocese.

9. The pastor or his representative will take the international priest to apply for a Social Security card on the first day he is at the parish. When it is received, the priest is to notify the Diocesan Payroll Department.

ARRIVAL AT FIRST ASSIGNMENT

1. WELCOME — The pastor will greet the priest and welcome him to the parish.

2. INTRODUCTIONS — The pastor will introduce him to the parish staff.

3. INTRODUCE TO THE PARISH — A welcome announcement should be placed in the bulletin for the first Sunday the priest is at the parish and he is to be introduced at all Masses.

4. SOCIAL SECURITY CARD — The pastor should explain the tax system if necessary and he or his representative should assist the priest in obtaining a Social Security Card if he does not have one.

5. REQUIRED FORMS — The pastor or business manager of the parish will have the priest read the documents and sign all the required forms for the Diocese. Once completed, they are to be sent to the Vicar for Clergy office to be kept in his personnel file. The forms are:

Protecting God’s Children certificate of completion Mandated Reporter Code of Pastoral Conduct

Sexual Misconduct Norms Guidelines for Youth

Code of Technology & Social Media I-9

6. PROFESSIONAL EXPENSE — The pastor should explain the guidelines for this reimbursement. Also, he should explain the form that must be completed and accompanied by receipts.

7. CAR — The pastor or his representative should assist the new priest in looking for a car if he does not own one. Neither the parish, pastor nor the Diocese can assist financially in this purchase.

4. DRIVER’s LICENSE — The pastor or his representative should assist the new priest in obtaining an Illinois driver’s license if he does not have one.

5. BANK ACCOUNT — The pastor or his representative should help him open a checking account.

6. DOCTOR — The pastor should refer the new priest to a physician for physicals, an eye doctor or whatever medical attention the new priest requires.

11. FOOD — The pastor should inquire as to the new priest’s diet and assist the priest is getting the necessary food at the rectory.

12. E-MAIL — The Diocese will provide a Diocesan email account for the priest while being assigned in the Diocese. This will be sent to the new priest from the Vicar for Clergy Office.

13. CELL PHONE — The priest is required to have a cell phone for his assignment in the Diocese and is to notify the Vicar for Clergy of the number. The pastor, parish and Diocese should not advance funds to the priest for the purchase of a phone or to initiate service. The priest is to pay the monthly invoices and charge them against his monthly Professional Expense for reimbursement. The priest should speak to the pastor about recording expenses on the Professional Expense form.

DIOCESAN POLICIES AND PROCEDURES

SALARY AND BENEFITS — The new priest will receive 1st year salary as listed on the Priests’ Salary Scale until he is incardinated in the Diocese of Rockford, if that is to occur. He will receive health and auto insurance which will be paid by the parish where he is assigned according to Diocesan policy. His assigned parish will reimburse Professional Expenses by his completing the proper forms.

3 MASS STIPENDS — Sometimes after Mass, parishioners will give the priest a Mass stipend and intention to be celebrated at a later date. The priest should direct that person to contact the parish office to schedule the Mass and the donation of the stipend. The

priest will receive only one Mass stipend per day, even if he celebrates 2 or more Masses, even if the Masses are in different parishes.

GUESTS — The priest may entertain guests in the rectory, but not in his living quarters. If a priest friend is coming to celebrate Mass at the parish, he must have a Good Standing letter sent to the Vicar for Clergy Office prior to his visit. This visit will be previously coordinated with the pastor.

DIOCESAN E-MAIL — The Diocese often sends correspondence by e-mail to save on postage. Priests are required to use the diocesan email address for all diocesan correspondence and are to check their email account daily for information from the Diocese.

FUNDRAISING — Priests are not permitted to ask parishioners to donate to a personal cause or need in the priest’s home country or diocese, or to the priest personally. Fundraising is permitted only with Diocesan Bishop’s permission, according to Diocesan practice.

SYNOD AND PRIESTS’ PERSONNEL POLICIES — The new priest will receive each of these books from the Vicar for Clergy. It is the priest’s responsibility to know all the Diocesan norms and to follow them. If he has any questions, he should ask his pastor or call the Vicar for Clergy office.

INCARDINATION — If the priest wishes to be incardinated in the Diocese of Rockford, he must first be assigned in the Diocese for 5 years. Steps for incardination are listed in the Priests’ Personnel Policy or call the Vicar for Clergy Office.

IMMIGRATION — All paperwork will be filed by the Diocesan Counsel. An international priest will be assigned in the Diocese on an R-1 VISA for 3 years, which may be renewed with the permission of this Diocese and the priest’s bishop for another 2 years. Thereafter, the priest will have to return to his home country or be incardinated in this Diocese. Fees for the visa immigration work are paid by the Diocese.

ASSISTING IN ANOTHER DIOCESE — The Diocese of Rockford sponsors the international priest to be assigned in this Diocese. Under immigration law, he is not permitted to assist in another Diocese and be paid.

PERSONAL INFORMATION — The priest is required to ensure he has provided the Vicar for Clergy Office with his current cell phone number.

APPROPRIATE BOUNDARIES — All priests are required to observe appropriate boundaries with others. Review the Diocese’s Norms for the Prohibition of Sexual Misconduct with Minors and Adults and specifically Article One of that policy for

comprehensive information on appropriate boundaries.

SACRAMENTAL FEES — See the pastor for appropriate fees.

VACATION AND DAY OFF — Each priest is to have one day off per week. The day of the week is to be agreed upon between the pastor and the parochial vicar according to Canon 533§2. Each priest is allowed up to 4 weeks’ vacation per year which may be taken at once or in segments and which include no more than 3 Sundays. The pastor should be consulted before scheduling vacation times. Diocesan Counsel is to be notified of vacations planned by international priests and Counsel will send a letter with the priest for his use when re-entering the U.S. Vacation is not permitted during Lent or Advent. The days the priest spends on the annual retreat are not considered vacation.

LANGUAGE CLASS — If necessary, the international priest will be enrolled in ESL (English as second language) classes during his stay in the Diocese. This is at no expense to the priest.

CLERICAL CLOTHING – There are several places to purchase new albs, clerics and vestments. All priests should have their own alb. Consult the pastor or the Vicar for Clergy office for recommendations.

EMERGENCY CONTACTS — The priest is required to provide the Vicar for Clergy office with names and phone numbers of 2 people to be notified in case of an emergency. The priest is also required to complete and submit to the Vicar’s office an up to date Power of Attorney for Health, should something unforeseen happen. The priest should identify someone in the United States and close by, as his power of attorney to make immediate health decisions in the event the priest is not able.

CO-SIGN LOANS — No priest is permitted to co-sign a loan, whether in the United States or a home country.

ASSIGNMENT — The pastor will explain to the priest what he expects of him in the assignment. The priest may be asked occasionally to assist in another parish in the Diocese if there is a priest on vacation or on sick leave. He may do so with the pastor’s prior permission.

PARISH RECORD KEEPING — All first sacraments are to be recorded in the parish books according to Canon Law. Speak to the pastor as to what information is needed.

5 RECTORY LIVING — Unless the parish has a housekeeper, each priest is responsible to keep the rectory clean, do his own laundry, and cook. It is important to respect that others are living in the house. Security is also an important concern. The pastor should

share his Parish security policy with the priest.

PETS — Keep in mind that others live in the rectory. The priest should obtain the permission of the pastor if he wants to have a pet.

OVERNIGHT GUESTS — If the priest plans to have a priest friend stay in the rectory overnight, he must discuss this with the pastor prior to inviting the priest friend. The pastor will generally give his permission for another priest to spend the night, provided there is an unoccupied guest room. No lay persons are permitted to stay overnight in the rectory.

ABUSE HOTLINE — If the priest receives a report of sexual abuse against one of our priests or a parish staff member or diocesan staff member, the priest should tell the person making the report to call the Diocesan Abuse Hotline at 815-293-7540. The person making the report should leave his or her name and phone number and the Diocese will return the call.

Approved and promulgated by Bishop David J. Malloy, July 1, 2017 as particular law of the Diocese of Rockford. Proposed by the Priests’ Advisory Group, and presented to and recommended by the Presbyteral Council on May 8, 2018. Approved and promulgated by Bishop David J. Malloy, May 8, 2018 as particular law of the Diocese of Rockford.