The Teaching Office of the Church

Handbook of Policies from Book 3: The Teaching Office of the Church

Diocese of Springfield in Illinois 1615 West Washington Street Springfield, IL 62702

http://www.dio.org/policy

Promulgated June 2016

Diocese of Springfield in Illinois Policies and Procedures – June 2016 4

TABLE OF CONTENTS

ORGANIZATION AND ADMINISTRATION POLICIES ...... 10 POLICY APPLICATION BK3§100 ……………………………………………………………………………………………………………….. 11 BK3§101.1 RESPONSIBILITY APPLICABILITY OF THE HANDBOOK OF POLICIES FOR THE TEACHING OFFICE OF THE CHURCH ...... 11 BK3§101.2 PERSONNEL TO WHOM THESE POLICIES APPLY ...... 12 DIOCESAN BISHOP BK3§102 ...... 13 BK3§102.1 RESPONSIBILITY ...... 13 BK3§102.2 POLICIES OF THE CATECHETICAL MISSION ...... 13 DIRECTORS INVOLVED IN THE CATECHETICAL MISSION OF THE DIOCESE BK3§103 ...... 14 BK3§103.1 APPOINTMENT ...... 14 BK3§103.2 RESPONSIBILITIES ...... 14 BK3§103.3 QUALIFICATIONS ...... 14 BK3§103.4 FUNCTIONS ...... 14 DIOCESAN CATHOLIC BOARD OF EDUCATION BK3§104 ...... 15 BK3§104.1 MISSION AND PURPOSE ...... 15 BK3§104.2 FUNCTIONS ...... 15 OFFICE FOR CATECHESIS, OFFICE FOR CATHOLIC SCHOOLS AND OFFICE FOR YOUTH AND YOUNG ADULT MINISTRY ...... 16 BK3§105.1 MISSION AND PURPOSE ...... 16 BK3§105.2 PERSONNEL ...... 16 BK3§105.3 APPOINTMENT AND ACCOUNTABILITY OF PERSONNEL ...... 16 BK3§105.4 RESPONSIBILITIES OF PERSONNEL ...... 16 BK3§105.5 QUALIFICATIONS OF PERSONNEL ...... 17 CATECHETICAL ADVISORY GROUP BK3§106 ...... 18 BK3§106.1 BOARDS, COMMITTEES, COUNCILS ...... 18 BK3§106.2 OPERATION ...... 18 PASTORS BK3§107 ...... 19 BK3§107.1 RESPONSIBILITIES ...... 19 PRINCIPAL BK3§108 ...... 20 BK3§108.1 APPOINTMENT ...... 20 BK3§108.2 QUALIFICATIONS ...... 21 BK3§108.3 RESPONSIBILITIES ...... 21 BK3§108.4 EVALUATION ...... 22 BK3§108.5 PRINCIPAL - ANNUAL CONTRACTS ...... 22 BK3§108.6 PRINCIPAL - DISMISSAL ...... 22 DIRECTOR/COORDINATOR OF RELIGIOUS EDUCATION BK3§109 ...... 24 BK3§109.1 APPOINTMENT ...... 24 BK3§109.2 QUALIFICATIONS ...... 25 BK3§109.3 RESPONSIBILITIES ...... 25 BK3§109.4 EVALUATION ...... 25 BK3§109.5 DIRECTOR/COORDINATOR OF RELIGIOUS EDUCATION - ANNUAL CONTRACT ...... 26 BK3§109.6 DIRECTOR/COORDINATOR OF RELIGIOUS EDUCATION - DISMISSAL ...... 26 COORDINATOR OF YOUTH MINISTRY BK3§110 ...... 28 BK3§110.1 APPOINTMENT ...... 28

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BK3§110.2 QUALIFICATIONS ...... 29 BK3§110.3 RESPONSIBILITIES ...... 30 BK3§110.4 EVALUATION ...... 31 BK3§110.5 COORDINATOR OF YOUTH MINISTRY - ANNUAL CONTRACTS ...... 31 BK3§110.6 COORDINATOR OF YOUTH MINISTRY - DISMISSAL ...... 31 OTHER CATECHETICAL PERSONNEL BK3§111 ...... 33 BK3§111.1 ADDITIONAL PERSONNEL ...... 33 BK3§111.2 RESPONSIBILITIES ...... 33 BK3§111.3 EMPLOYMENT CONTRACTS ...... 33 BK3§111.4 EMPLOYMENT AT-WILL ...... 33 BK3§111.5 EVALUATIONS ...... 33 OTHER EDUCATIONAL AGENCIES AND ASSOCIATIONS BK3§112 ...... 34 BK3§112.1 HOME AND SCHOOL ASSOCIATION ...... 34 BK3§112.2 OTHER EDUCATION AGENCIES ...... 34 FISCAL PROGRAMS, DEVELOPMENT AND PHYSICAL FACILITIES BK3§200 ...... 35 FISCAL RESPONSIBILITIES BK3§201 ...... 36 BK3§201.1 THE PASTOR ...... 36 BK3§201.2 NON-PARISH DELEGATION ...... 36 BK3§201.3 THE BOARD, COMMITTEE OR COUNCIL ...... 36 BK3§201.4 THE CATECHETICAL ADMINISTRATOR ...... 37 BUDGET AND FINANCIAL REPORT BK3§202 ...... 38 BK3§202.1 THE ANNUAL BUDGET ...... 38 BK3§202.2 FINANCIAL REPORTS ...... 38 SUPPORT OF CATECHETICAL PROGRAMS BK3§203 ...... 39 BK3§203.1 SUPPORT ...... 39 BK3§203.2 PROGRAM OF SUPPORT ...... 39 BK3§203.3 TUITION AND FEES ...... 40 BK3§20.34 INABILITY TO PAY ...... 40 DEVELOPMENT BK3§204 ...... 41 BK3§204.1 BOARD, COMMITTEE OR COUNCIL RESPONSIBILITY ...... 41 BK3§204.2 LONG-RANGE STRATEGIC PLAN ...... 41 BK3§204.3 DEVELOPMENT DIRECTOR/COMMITTEE ...... 42 BK3§204.4 VIABILITY BENCHMARKS ...... 42 BK3§204.5 FUNDRAISING ...... 42 GRANTS AND OTHER MONIES BK3§205 ...... 43 BK3§205.1 GRANTS AND OTHER GIFTS ...... 43 BK3§205.2 FEDERAL AND STATE PROGRAMS...... 43 BK3§205.3 DISPOSAL OF STATE LOANED TEXTBOOKS ...... 43 BK3§205.4 ENDOWMENTS AND FOUNDATIONS ...... 44 TRANSPORTATION BK3§206 ...... 45 BK3§206.1 PARISH OR SCHOOL-OWNED TRANSPORTATION SYSTEM ...... 45 BK3§206.2 COSTS AND RULES ...... 45 BK3§206.3 PUBLIC SCHOOL TRANSPORTATION ...... 45 BK3§206.4 OTHER TRANSPORTATION ...... 46 MAJOR CHANGES IN SCHOOLS BK3§207 ...... 47 BK3§207.1 MAJOR CHANGES IN SCHOOLS ...... 47 PERSONNEL BK3§300 ...... 48 CATECHISTS BK3§301 ...... 49

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PERSONNEL IN THE CATECHETICAL MISSION BK3§302 ...... 51 BK3§302.1 QUALITIES ...... 51 BK3§302.2 EQUAL EMPLOYMENT OPPORTUNITIES ...... 51 BK3§302.3 RECRUITMENT AND SELECTION ...... 51 BK3§302.4 ACCOUNTABILITY ...... 52 BK3§302.5 PROFESSIONAL GROWTH ...... 52 BK3§302.6 FORMATION OF CATECHISTS ...... 52 BK3§302.7 CONTRACTS ...... 52 BK3§302.8 TENURE ...... 53 BK3§302.9 FAILURE TO FULFILL A CONTRACT ...... 53 BK3§302.10 CATECHIST DISMISSAL/NOT OFFERING A NEW CONTRACT FOR A SUBSEQUENT YEAR ...... 53 CATHOLIC SCHOOL PERSONNEL BK3§303 ...... 55 BK3§303.1 PROFESSIONAL QUALIFICATIONS ...... 55 BK3§303.2 NON-QUALIFIED TEACHERS ...... 55 BK3§303.3 PERSONNEL FILES ...... 55 BK3§303.4 HIRING PROCEDURES ...... 56 BK3§303.5 HEALTH EXAMINATION OF SCHOOL PERSONNEL ...... 56 BK3§303.6 LOCAL FACULTY AND STAFF POLICIES AND GUIDELINES ...... 56 BK3§303.7 EVALUATION ...... 58 BK3§303.8 COMPENSATION ...... 58 BK3§303.9 MANDATED REPORTING ...... 58 PARISH CATECHETICAL PERSONNEL BK3§304 ...... 60 BK3§304.1 QUALIFICATION ...... 60 BK3§304.2 LOCAL PERSONNEL POLICIES AND GUIDELINES FOR PARISH CATECHETICAL PROGRAMS ...... 60 BK3§304.3 EVALUATION ...... 61 BK3§304.4 MANDATED REPORTING ...... 62 STUDENTS BK3§400 ...... 63 THE STUDENT BK3§401 ...... 64 BK3§401.1 THE GOAL OF CATHOLIC EDUCATION WITHIN CATECHETICAL MINISTRIES ...... 64 STUDENT WHO ARE MINORS BK3§402 ...... 65 BK3§402.1 ROLE OF PARENTS ...... 65 BK3§402.2 SACRAMENTAL PREPARATION ...... 65 BK3§402.3 CUSTODIAL PARENTS ...... 65 BK3§402.4 RESPECTING CHILDREN ...... 65 BK3§402.5 SUPERVISION ...... 63 BK3§402.6 POLICE QUESTIONING AND APPREHENSION ...... 63 BK3§402.7 STUDENT PHOTOS AND NAMES ...... 67 BK3§402.8 BULLYING, HAZING AND HARASSMENT...... 67 BK3§402.9 CELL PHONES AND OTHER ELECTRONIC DEVICES ...... 67 HANDBOOKS FOR ALL CATECHETICAL PROGRAMS BK3§403 ...... 68 BK3§403.1 LOCAL POLICIES AND GUIDELINES ...... 68 STUDENT ENROLLMENT BK3§404 ...... 71 BK3§404.1 NON-DISCRIMINATION PRACTICE/FAMILY SCHOOL AGREEMENT ...... 71 BK3§404.2 STATEMENT OF NON-DISCRIMINATION ...... 73 BK3§404.3 PURPOSE OF CATHOLIC EDUCATION ...... 73 BK3§404.4 ADMISSIONS POLICIES ...... 73 BK3§404.5 PART-TIME ENROLLMENT IN PUBLIC SCHOOL PROGRAMS ...... 75 STUDENT ATTENDANCE BK3§405 ...... 76

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BK3§405.1 STATE LAW ...... 76 BK3§405.2 ABSENCE ...... 76 BK3§405.3 TARDINESS ...... 77 BK3§405.4 HABITUAL ABSENCE AND TARDINESS ...... 77 STUDENT PROGRESS BK3§406 ...... 78 BK3§406.1 EVALUATION OF STUDENT PROGRESS ...... 78 BK3§406.2 REPORTING STUDENT PROGRESS ...... 78 BK3§406.3 RELEASE OF SCHOOL/PARISH RELIGIOUS EDUCATION PROGRAM RECORDS ...... 78 BK3§406.4 INACTIVE FILE OF SCHOOL RECORDS ...... 79 BK3§406.5 INACTIVE FILE OF PARISH CATECHETICAL RECORDS ...... 80 DISCIPLINE BK3§407 ...... 81 BK3§407.1 STUDENT DISCIPLINE ...... 81 BK3§407.2 SUSPENSION ...... 81 BK3§407.3 EXPULSION ...... 82 HEALTH-SAFETY-WELFARE BK3§408 ...... 84 BK3§408.1 CHILD ABUSE AND SEXUAL ABUSE ...... 84 BK3§408.2 SCHOOL HEALTH EXAMINATION AND IMMUNIZATIONS ...... 84 BK3§408.3 SCHOOL RECORDS ...... 85 BK3§408.4 COMMUNICABLE DISEASES ...... 85 BK3§408.5 CONDUCT AND RESPONSIBILITIES WHEN ATTENDING FIELD TRIPS AND OTHER PARISH SPONSORED TRIPS WITH MINORS ...... 86 BK3§408.6 STUDENT ACCIDENT INSURANCE ...... 87 BK3§408.7 EMERGENCY PROCEDURES ...... 88 BK3§408.8 ACCIDENT, INJURY AND ILLINOIS ...... 88 BK3§408.9 TRAFFIC SAFETY PLAN ...... 88 BK3§408.10 FIRE SAFETY ...... 89 BK3§408.11 BOMB THREATS ...... 89 BK3§408.12 TORNADO WARNINGS ...... 89 BK3§408.13 INCLEMENT WEATHER AND THE CLOSING OF SCHOOL OR CANCELLATION OF PARISH CATECHETICAL PROGRAM SESSION ...... 89 BK3§408.14 CRISIS PLAN ...... 90 BK3§408.15 WELLNESS PLAN ...... 90 INSTRUCTION AND PROGRAM BK3§500 ...... 91 CATECHESIS BK3§501 ...... 92 PARISH CATECHETICAL PROGRAMS (PARISH AND SCHOOL) BK3§502 ...... 93 BK3§502.1 PARISH RESPONSIBILITY ...... 93 BK3§502.2 ELEMENTS OF CATECHETICAL PROGRAMS ...... 93 BK3§502.3 PLANNING ...... 93 BK3§502.4 COLLABORATION ...... 93 BK3§502.5 PROGRAM EVALUATION ...... 94 ADULT CATECHESIS BK3§503 ...... 95 BK3§503.1 RELIGIOUS EDUCATION PROGRAM DEVELOPMENT ...... 95 BK3§503.2 ADULT EDUCATION COMMITTEE ...... 96 CATECHESIS FOR CHILDREN AND ADOLESCENTS (PARISH AND SCHOOL) BK3§504 ...... 97 BK3§504.1 CATHOLIC FAITH CONTENT ...... 97 BK3§504.2 COORDINATION OF PROGRAMS ...... 97 BK3§504.3 CATECHESIS IN HUMAN SEXUALITY AND PERSONAL SAFETY TRAINING ...... 97 BK3§504.4 TEXTBOOKS ...... 98

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BK3§504.5 CATECHESIS FOR PERSONS WITH SPECIAL NEEDS ...... 98 BK3§504.6 TEACHERS AND CATECHISTS ...... 98 BK3§504.7 CATECHETICAL PROGRAMS FOR ADOLESCENTS ...... 99 BK3§504.8 PARENT INVOLVEMENT IN ALL PROGRAMS ...... 99 BK3§504.9 ...... 100 BK3§504.10 CATECHESIS IN SCHOOLS ...... 100 BK3§504.11 LITURGIES AND SERVICE ACTIVITIES ...... 101 BK3§504.12 FIELD TRIPS ...... 101 BK3§504.13 ASSESSMENT...... 102 BK3§504.14 HOME SCHOOLING FOR CATECHISTS ...... 102 CATHOLIC SCHOOL CURRICULUM BK3§505 ...... 103 BK3§505.1 CURRICULUM ...... 103 BK3§505.2 OBJECTIVES OF INSTRUCTIONAL PROGRAM ...... 103 BK3§505.3 LOCAL CURRICULUM DEVELOPMENT ...... 103 BK3§505.4 CURRICULUM AREAS...... 104 BK3§505.5 COURSES ON CONSTITUTIONS OF THE UNITED STATES AND ILLINOIS ...... 104 CATHOLIC SCHOOL INSTRUCTIONAL ARRANGEMENTS BK3§506 ...... 105 BK3§506.1 CALENDAR REQUIREMENTS ...... 105 BK3§506.2 LENGTH OF SCHOOL DAYS ...... 107 BK3§506.3 TIME DISTRIBUTION ...... 107 BK3§506.4 CLASS SIZE ...... 107 BK3§506.5 TEXTBOOKS ...... 107 BK3§506.6 TEACHER PLANS ...... 108 BK3§506.7 ASSIGNMENTS ...... 108 BK3§506.8 SPECIAL SERVICES ...... 108 BK3§506.9 TECHNOLOGY PLANS ...... 108 CATHOLIC SCHOOL ASSESSMENT PROGRAM BK3§507 ...... 109 BK3§507.1 DIOCESAN ASSESSMENT REQUIREMENTS ...... 109 CATHOLIC SCHOOL EVALUATION BK3§508 ...... 110 BK3§508.1 PROGRAM EVALUATION ...... 110 BK3§508.2 STATE RECOGNITION OF NONPUBLIC SCHOOLS ...... 110 CATHOLIC SCHOOL CO-CURRICULAR ACTIVITIES BK3§509 ...... 111 BK3§509.1 ATHLETICS ...... 111 BK3§509.2 CHEERLEADING ...... 113 BK3§509.3 EXTRACURRICULAR ACTIVITIES ...... 113

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ORGANIZATION AND ADMINISTRATION POLICIES BK3§100

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POLICY APPLICATION BK3§101 Responsibility Applicability of the Handbook of Policies for the Teaching Office of the Church

This handbook is specifically directed to the catechetical mission of the Diocese of Springfield in Illinois. Included in this mission are: • Adult catechetical formation programs • Parish sponsored elementary and secondary religious education programs (PSR) • Parish sponsored elementary schools • Catholic elementary schools that are sponsored by more than one parish or that are not specifically attached to a parish • Pre-schools and day care centers that include “Catholic” in their title or description or are sponsored by other Catholic or diocesan agencies • Catholic secondary schools that include “Catholic” in their title or description or are attached to a parish or sponsored by the diocese, a religious institute, or other group • Sacramental prep programs • Other youth programs sponsored by the diocese, region, deanery, individual parishes, etc. (such as youth group, retreat programs, scouting, Campfire USA, etc.) • Other Catholic catechetical programs authorized by the Bishop to operate within the diocese • Programs for home school catechesis

BK3§101.1 Policy All of the policies and the directives relative to policy level decisions in the Handbook of Policies for the Teaching Office of the Church must be observed by all of the above Catholic schools and catechetical programs in the diocese whether or not these are specifically attached to a parish.

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BK3§101.2 Policy All of the following shall abide by policies in the Handbook of Policies for the Teaching Office of the Church.  Administrators – includes pastors, parochial administrators, parochial vicars, priest moderators, pastoral facilitators and catechetical administrators such as principals, vice- principals, presidents, DREs/CREs, coordinators of youth ministry, program leaders and any other individuals who have leadership responsibility for catechetical ministry  Catechists – includes teachers and substitute teachers in Catholic schools and PSR programs  Support staff – includes secretarial staff, maintenance personnel, food services personnel, teacher aides and any other assisting individuals (paid or volunteer)  Diocesan personnel – includes director, all associates and staff of the Office for Catechesis, Office for Catholic Schools and Office for Youth and Young Adult Ministry.

Commentary

Any time the word “pastor” appears, this reference also applies to the parochial administrator and/or the priest moderator with the assistance of the pastoral facilitator.

Any time the word “offices” appears, this reference applies to the Office for Catechesis, the Office for Catholic Schools, and the Office for Youth and Young Adult Ministry.

Any time the word “directors” appears, this reference applies to the director of the Office for Catechesis, the superintendent of Catholic Schools, and director of the Office for Youth and Young Adult Ministry.

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DIOCESAN BISHOP BK3§102

BK3§102.1 RESPONSIBILITY

BK3§102.1.1 Policy Full responsibility for the catechetical mission in the Diocese of Springfield in Illinois belongs to the diocesan Bishop.

Procedure

It is his responsibility to establish norms for the catechetical mission (Canon 775) and he does this principally through the policies of the catechetical mission as articulated in the Handbook of Policies for the Teaching Office of the Church.

BK3§102.2 POLICIES OF THE CATECHETICAL MISSION

BK3§102.2.1 Policies of the catechetical mission are enacted and thereby formalized by the diocesan Bishop.

Procedure

The diocesan Bishop is advised in the formation of such policies by the Diocesan Board of Catholic Education. The execution and implementation of the policies are the responsibility of the directors of the Office for Catechesis, Office for Catholic Schools and Office for Youth and Young Adult Ministry.

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DIRECTORS INVOLVED IN THE CATECHETICAL MISSION OF THE DIOCESE BK3§103

BK3§103.1 APPOINTMENT

BK3§103.1.1 Policy The directors of the Office for Catechesis, Office for Catholic Schools and Office for Youth and Young Adult Ministry are appointed by and accountable to the Bishop and the vicar general/moderator of the curia.

Commentary

The director for the Office for Catholic Schools is known as the Superintendent of Catholic Schools.

BK3§103.2 RESPONSIBILITIES

BK3§103.2.1 Policy As the officers of the catechetical mission of the diocese, the directors shall insure the execution and implementation of all duly enacted policies. The directors shall also implement other directives given by the Bishop and the vicar general/moderator of the curia.

BK3§103.3 QUALIFICATIONS

The directors are to be persons who understand and accept the Catholic catechetical mission as articulated in the National Directory for Catechesis and other universal and national documents of the Roman Catholic Church.

The directors will reflect the principles and values of this mission in his/her actions and exhibit behaviors that are in accordance with the mission and teachings of the Roman Catholic Church.

The directors are to have a minimum of a master’s degree and other appropriate credentials related to their related field. He/she is to have a minimum of five (5) years’ experience in a catechetical leadership role.

BK3§103.4 FUNCTIONS

BK3§103.4.1 Policy Each director has a job description that outlines the function of that ministry of that office.

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DIOCESAN CATHOLIC BOARD OF EDUCATION BK3§104

BK3§104.1 MISSION AND PURPOSE

BK3§104.1.1 Policy The Bishop in his discretion shall establish and appoint a diocesan Catholic Board of Education.

Procedures

The board serves in an advisory capacity to the Bishop and the directors. It recommends to the Bishop policies relative to matters pertaining to all Catholic catechetical programs of the diocese. It makes recommendations to the directors relative to the implementation and administration of these same policies.

BK3§104.2 FUNCTIONS

BK3§104.2.1 Policy The Diocesan Board of Catholic Education is to function in accord with its duly established bylaws. These are to be approved and amended by the Bishop.

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OFFICE FOR CATECHESIS, OFFICE FOR CATHOLIC SCHOOLS AND OFFICE FOR YOUTH AND YOUNG ADULT MINISTRY BK3§105

BK3§105.1 MISSION AND PURPOSE

BK3§105.1.1 Policy The offices shall serve the Diocese of Springfield in Illinois by promoting the catechetical mission of the Church in its varied dimensions. Through creative visioning for the future, the directors and staff of each office shall provide leadership to all who assist others in the ministry of catechesis.

Commentary It is the responsibility of these offices to provide resources and services to all who are part of the catechetical mission as it is realized in parishes, schools, and other agencies of the diocese.

BK3§105.2 PERSONNEL

BK3§105.2.1 Policy The directors shall associate with other professional and support personnel to effectively and efficiently carry out the mission and purpose of each office.

BK3§105.3 APPOINTMENT AND ACCOUNTABILITY OF PERSONNEL

BK3§105.3.1 Policy All personnel of the offices are to be interviewed and are accountable to the director of said office.

Procedure The appointment of professional personnel is subject to the approval of the Bishop and the vicar general/moderator of the curia. All personnel are accountable to the director of said office in the performance of their duties.

BK3§105.4 RESPONSIBILITIES OF PERSONNEL

B K 3 § 105.4.1 Policy Each person engaged by the Office for Catechesis shall be presented with a role description. This role description describes the responsibilities of the individual person.

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BK3§105.5 QUALIFICATIONS OF PERSONNEL

BK3§105.5.1 Policy All persons in the employ of the Office for Catechesis are to be persons who understand and accept the Catholic catechetical mission as articulated in the National Directory for Catechesis and other universal and national documents of the Roman Catholic Church.

Further, these persons will reflect the principles and values of this mission in their actions and to exhibit behaviors that are in accordance with the mission and teachings of the Roman Catholic Church. All professional personnel will have a degree, preferably a master’s degree, in education, theology or a related field.

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CATECHETICAL ADVISORY GROUPS BK3§106

BK3§106.1 BOARDS, COMMITTEES, COUNCILS

BK3§106.1.1 Policy All parishes shall have a catechetical board, committee or council. All parish and non-parish schools shall have a school board.

BK3§106.2 OPERATION

BK3§106.2.1 Policy All boards, committees and councils are advisory in nature except for those schools that are a separate juridic person (entity) by approval of the Bishop.

Commentary The advisory boards, committees and councils advise the policy maker, ordinarily the pastor, in the formation of policy and in all policy level decisions. They advise the administrators, ordinarily the principal and/or the director/coordinator of religious education and/or of youth ministry, in the implementation of policy.

BK3§106.2.2 Policy All boards, committees and councils shall have approved bylaws or descriptions to determine their modes of operation.

Commentary These bylaws and descriptions are to be approved and amended by the pastor or governing body on recommendations of the board, committee or council.

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PASTOR BK3§107 The pastor, under the authority of the Bishop, is the shepherd, teacher, primary spiritual leader and administrator of the parish community. The pastor sees that all parish catechetical programs are provided with the kind of administration and staff required for quality Catholic catechesis.

BK3§107.1 RESPONSIBILITIES

BK3§107.1.1 Policy By virtue of his office:  He is responsible for those matters within the parish catechetical programs which affect worship, the ministry of the Word and the spiritual welfare of the parishioners.  He sees that the teachings of the Church are clearly and accurately presented.  He delegates the administration of the parish catechetical programs to the appropriate catechetical administrators.  He is responsible for the financial affairs of the parish including catechetical programs.  All contracts of parish catechetical personnel are signed by the pastor.  If he chooses to delegate any of his responsibilities, such delegation must be clearly defined.  He collaborates with the catechetical administrators, staff, volunteers, students and parents in forming a faith community in which the Gospel is proclaimed and which witnesses to Christian service.  Parish policies are enacted by the pastor on the advice of a board, committee or council.

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PRINCIPAL BK3§108 Commentary The principal is the delegated administrative officer of the school. The principal is responsible for the effective operation of the school within the apostolic mission of the parish or sponsoring organization.

BK3§108.1 APPOINTMENT

BK3§108.1.1 Policy Upon creation of a principal’s vacancy, the pastor or his designee (or in the case of non-parish schools, the board president or designee) is to notify the superintendent of Catholic schools.

Procedure Guidance materials and hiring procedures are available from the Office for Catholic Schools to assist the local school in filling the vacancy.

BK3§108.1.2 Policy The pastor (or in the case of non-parish schools, the board) in collaboration with the local board or search committee shall evaluate applicants’ credentials in light of the qualifications set out in Bk3§108.2 and identify qualified candidates for an interview process.

BK3§108.1.3 Policy Before any commitment to offer a contract to an individual is made, the applicant must complete the assessment instrument prescribed by the Office for Catholic Schools and the Office for Human Resources.

BK3§108.1.4 Policy The pastor (or in the case of non-parish schools, the board) is responsible for the final decision in hiring a candidate whose qualifications and credentials meet requirements of Bk3§108.2 and who has completed the prescribed assessment instrument and required background and reference checks.  The principal shall sign an annual contract with the pastor (or in the case of non- parish schools, the board).  Schools operating eight or more classrooms or with more than 100 students shall have a full-time principal.  Schools having fewer than eight classrooms of students or fewer than 100 students enrolled shall have a principal who is free at least half-time to address administrative and supervisory responsibilities. Consideration should be given to additional administrative staffing in proportion to the size of the school.

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BK3§108.2 QUALIFICATIONS

BK3§108.2.1 Policy 1. Christian Leadership  Must be a practicing Catholic  Understands and is in accord with the basic philosophy of Catholic education as is articulated in the National Directory for Catechesis 2. Personal Qualifications  Reflects a strong basic character evidenced through good moral conduct, as well as integrity and sincerity in relations with others  Possesses mental and physical competence  Evidences understanding of the importance of good interpersonal relationships 3. Professional Training  Has completed a master’s degree program with a minimum of twenty (20) semester hours in administration, supervision and curriculum, and has state licensure in administration or actively pursuing the same All newly hired principals must complete on-going in-service for formation and development as Catholic school leaders, especially in the area of spiritual leadership. This training will be sponsored by the Office for Catholic Schools.

BK3§108.3 RESPONSIBILITIES

BK3§108.3.1 Policy The responsibilities of the principal include the following:

 To understand and communicate a vision of the school’s mission  To incorporate the directives and policies of the diocese and state into the school policies  To provide an atmosphere in the school which is identifiably Catholic  To share with the pastor or designee the responsibility for the recruiting, hiring and dismissing of personnel  To supervise and evaluate the teaching process  To provide opportunities for professional growth of personnel  To determine curriculum content and organization  To budget funds and provide materials for educational programs and maintain financial and other school records  To monitor student progress and maintain complete health and academic records  To provide for the safety of pupils, personnel and equipment  To implement an effective communication system with all constituencies

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BK3§108.4 EVALUATION

BK3§108.4.1 Policy The principal shall maintain state licensure in administration and engage in continuing education, especially in catechesis.

The pastor (or in the case of non-parish schools, the board) is responsible for the annual evaluation of the principal. A copy of the annual evaluation is to be kept in the principal’s personnel file. The local board, committee, or council evaluates the principal in his/her relationship with the board.

BK3§108.5 PRINCIPAL – ANNUAL CONTRACTS

BK3§108.5.1 Policy The Diocese of Springfield in Illinois does not offer tenure for personnel in the catechetical mission. All personnel contracts are annual contracts and do not imply automatic renewal.

BK3§108.6 PRINCIPAL – DISMISSAL

BK3§108.6.1 Policy Grounds for dismissal during the school year or not offering a new contract for a subsequent school year must be in accord with established diocesan and/or local board of education regulations/policies and current contract obligations after appropriate evaluations.

Before making a decision regarding dismissal or not offering a contract to the principal for the subsequent school year, the pastor or board must contact the director of the Office for Human Resources, legal counsel and the superintendent of Catholic schools. The established parish procedure for grievance shall be followed.

Commentary

Please see BK3§302.9 Failure to Fulfill Contract for important information. Reasons for dismissal during the school year or not offering a new contract for a subsequent school year, include, but are not to be limited to:

 Violation of accepted academic or professional standards of conduct  Failure to perform duties in a satisfactory manner  Lack of continuing professional growth and performance  Non-observance of diocesan policies, school policies and/or local board of education policies approved by the pastor/board  Violation of other provisions of the principal’s contract  Failure to act in accordance with or advocating positions contrary to the doctrinal and moral teachings of the Catholic Church

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 Failure to provide leadership in forming the Christian educational community

Procedures

1. There is a distinction between not offering a subsequent contract and a dismissal during the period of the contract. The legal ramifications between the two are very different. Dismissal during the contract period must follow the provisions of the contract. Except in extreme cases, employment should be ended by not offering a contract for the subsequent year rather than by a dismissal for cause during the year. 2. Allowing the principal to resign voluntarily is often the most advantageous action for all concerned. In all cases, when ending any person’s employment, matters of justice for both the employee and the school are the foremost considerations. Therefore, decisions regarding a person’s employment cannot be made lightly or without planning and preparation. 3. The key to proper resolution of problems with any employee is communication and one of the best ways of doing this is by accurate evaluations and careful documentation.

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DIRECTOR/COORDINATOR OF RELIGIOUS EDUCATION BK3§109

Commentary The director of religious education (DRE) is a salaried professional member of a parish team. The DRE is responsible for facilitating the process for planning, organizing, guiding and coordinating all of the religious formation processes in the parish, from infancy through adulthood. As a member of the pastoral team, the DRE collaborates with the pastor and the parish pastoral council and/or catechetical committee in assessing appropriate needs and setting goals for the entire parish. The coordinator of religious education (CRE) is a salaried professional member of a parish team. The CRE is responsible for facilitating the process for planning, organizing, guiding and coordinating one or more programs of the religious formation processes in the parish, from infancy through adulthood. As a member of the pastoral team, the CRE collaborates with the pastor, the DRE and the parish pastoral council and/or catechetical committee in assessing appropriate needs and setting goals for the entire parish.

BK3§109.1 APPOINTMENT

BK3§109.1.1 Policy The pastor, in collaboration with the local board, committee or council, shall screen, interview and hire the director/coordinator of religious education. The director/coordinator of religious education shall sign an annual contract with the pastor.

BK3§109.2 QUALIFICATIONS

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BK3§109.2.1 Policy 1. Christian Leadership  Must be a practicing Catholic  Understands and is in accord with the basic philosophy of Catholic catechesis as is articulated in the National Directory for Catechesis 2. Personal Qualifications  Reflects a strong basic character evidenced through good moral conduct, as well as integrity and sincerity in relations with others  Possesses mental and physical competence  Evidences understanding of the importance of good interpersonal relationships 3. Professional Training  All DREs must have a master’s degree in religious education, theology, catechesis or the equivalent  All CREs must have a bachelor’s degree in theology or the equivalent or must complete the 2-year Lay Ministry Formation Program – Catechetical Leadership.  Demonstrates leadership and managerial skills  Has teaching experience in catechesis

BK3§109.3 RESPONSIBILITIES

BK3§109.3.1 Policy The responsibilities of the director/coordinator of religious education include the following:  To assess, evaluate and clarify the parish religious education/catechetical needs in accord with its mission  To formulate specific religious education/catechetical objectives and priorities for the parish  To strengthen existing programs and initiate new programs to meet the parish objectives and priorities  To design catechetical programs  To assist in liturgical programs  To conduct sacramental preparation workshops  To recruit, form, train, assign and evaluate needed personnel  To budget funds and materials for religious education/catechetical programs

BK3§109.4 EVALUATION

BK3§109.4.1 Policy The director/coordinator of religious education shall engage in continuing education in catechesis.

The pastor is responsible for the annual evaluation of the DRE/CRE. A copy of the annual evaluation is to be kept in the DRE/CRE’s parish personnel file. BK3§109.5 DIRECTOR/COORDINATOR OF RELIGIOUS EDUCATION – ANNUAL CONTRACTS

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BK3§109.5.1 Policy The Diocese of Springfield in Illinois does not have policy of tenure for personnel in the catechetical mission. All personnel contracts are annual contracts and do not imply automatic renewal.

BK3§109.6 DIRECTOR/COORDINATOR OF RELIGIOUS EDUCATION – DISMISSAL

BK3§109.6.1 Policy Grounds for dismissal during the year or not offering a new contract for a subsequent year must be in accord with established diocesan and /or local board of education regulations/policies and current contract obligations after appropriate evaluations.

Before making a decision regarding dismissal or not offering a contract to the DRE/CRE for the subsequent year, the pastor must contact the diocesan director of the Office for Human Resources, legal counsel and the director of the Office for Catechesis. The established parish procedure for grievance shall be followed. Commentary Please see BK3§302.9 Failure to Fulfill Contract for important information.

Reasons for dismissal during the year or not offering a new contract for a subsequent year, include, but are not to be limited to:

 Violation of accepted professional standards of conduct as defined in the National Certification Standards for Lay Ecclesial Ministers  Failure to perform duties in a satisfactory manner  Lack of continuing professional growth and performance  Non-observance of diocesan or parish policies; and/or local board of education policies approved by the pastor  Violation of other provisions of the director/coordinator of religious education contract  Failure to act in accordance with or advocating positions contrary to the doctrinal and moral teachings of the Catholic Church  Failure to provide leadership in forming the Christian catechetical community

PROCEDURES

Diocese of Springfield in Illinois Policies and Procedures – June 2016 26

Therefore, decisions regarding a person’s employment cannot be made lightly or without planning and preparation. 3. The key to proper resolution of problems with any employee is communication and one of the best ways of doing this is by accurate evaluations and careful documentation.

COORDINATOR OF YOUTH MINISTRY BK3§110

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The coordinator of youth ministry can be a salaried professional member of a parish team or a volunteer serving as the same. “Ministry coordinators have a central role in facilitating the people, programming, and resources of the faith community on behalf of a comprehensive ministry effort with adolescents. Coordination is stewardship—overseeing the resources of the community so that they are used wisely in ministry with adolescents. Ministry coordinators alert the whole community to its responsibility for young people, draw forth the community’s gifts and resources, and encourage and empower the community to minister with young people.”1 As a member of the pastoral team, the coordinator of youth ministry collaborates with the pastor and the appropriate board, committee or council in their assessing appropriate needs and setting goals for the entire parish.

BK3§110.1 APPOINTMENT

BK3§110.1.1 Policy The pastor, in collaboration with the appropriate board, committee or council, shall screen, interview, and hire/appoint the coordinator of youth ministry. Guidance for identifying, screening, appointing and supporting a coordinator of youth ministry is available from the Office for Youth and Young Adult Ministry. Prior to appointment or hire, the coordinator of youth ministry will be provided a written position description that describes the position’s responsibilities and to whom the coordinator of youth ministry is accountable. The coordinator of youth ministry is hired on an at-will basis and does not require a contract of employment for a fixed term.

Commentary

Definition - Employment at-will: The employer does not offer tenure or any other form of guaranteed employment. Either the employer or the employee can terminate the employment relationship at any time with or without cause, with or without notice. Only the pastor has the authority to alter the employment-at-will relationship.

1 USCCB, Renewing the Vision: A Framework for Catholic Youth Ministry (Washington, D.C.: United States Catholic Conference, 1997), p. 24-25.

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BK3§110.2 QUALIFICATIONS

BK3§110.2.1 Policy 1. Christian Leadership  Must be a practicing Catholic  Understands and is in accord with the basic philosophy of Catholic youth ministry as articulated in Renewing the Vision: A Framework for Catholic Youth Ministry1 2. Personal Qualifications  Reflects a strong basic character evidenced through good moral conduct, as well as integrity and sincerity in relations with others  Possesses mental and physical competence  Evidences understanding of the importance of good interpersonal relationships 3. Professional Training  Completes the Lay Ministry Formation Program specializing in youth ministry or have other suitable educational and practical formation for this ministry  Attends on-going continuing education and development options offered by the Office for Youth and Young Adult Ministry.

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BK3§110.3 RESPONSIBILITIES

BK3§110.3.1 Policy The responsibilities of the coordinator of youth ministry include the following: 1. The coordinator of youth ministry acts as an advocate and link for youth  Interpreting the needs of youth to the pastoral teams and communities  Facilitating the development of community among young people, their families, their parishes and their local community  Supporting families in their role of promoting healthy adolescent development and faith growth  Partnering with schools and the civic community to promote effective services for youth and positive values in youth  Promoting the pastoral care of youth and families 2. The coordinator of youth ministry recruits, forms and supports adult and youth leaders in youth ministry  Formulating and presenting to the parish communities a comprehensive vision of youth ministry at appropriate times and places  Promoting the spiritual formation of youth and adult leaders  Developing a Youth Ministry Council and leading the council in planning and coordinating programs and services  Developing other organizational structures as needed  Facilitating the training and support of leaders 3. The coordinator of youth ministry promotes the faith formation of youth  Developing and implementing evangelization and outreach programs  Collaborating with other parish staff to develop and implement appropriate catechetical programs  Promoting active youth worship including liturgy and prayer opportunities that are inclusive and encourage participation 4. The coordinator of youth ministry empowers youth for Christian Ministry  Facilitating the training and formation of youth as leaders  Providing opportunities for service and linking such opportunities to the fostering of peace and justice and the promotion of Catholic social teaching 5. The coordinator of youth ministry administers all aspects of youth ministry in the sponsoring parish(es)  Facilitating the planning, implementation and evaluation of long and short range program goals  Developing and supervising the program budget  Fundraising and grant writing activities  Assuring that legal and moral responsibilities are provided for within the context of the program

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BK3§110.4 EVALUATION

BK3§110.4.1 Policy The pastor is responsible for the annual evaluation of the coordinator of youth ministry. This evaluation will include goals for performance and professional development for the coming time period. A copy of the annual evaluation shall be kept in the coordinator of youth ministry’s parish personnel file.

BK3§110.5 COORDINATOR OF YOUTH MINISTRY – ANNUAL CONTRACTS

BK3§110.5.1 Policy The Diocese of Springfield in Illinois does not have a policy of tenure for personnel in the youth ministry mission. All personnel contracts are annual contracts and do not imply automatic renewal.

BK3§110.6 COORDINATOR OF YOUTH MINISTRY – DISMISSAL

BK3§110.6.1 Policy Grounds for dismissal or not offering a new contract must be in accord with established policies and current contract obligations after appropriate evaluations.

Before making a decision regarding dismissal or not offering a contract to the coordinator of youth ministry for the subsequent year, the pastor must contact the diocesan director of the Office for Human Resources, legal counsel and the director of the Office for Youth and Young Adult Ministry. The established parish procedure for grievance shall be followed.

Commentary

Please see BK3§302.9 Failure to Fulfill Contract for important information.

Reasons for dismissal or not offering a new contract for a subsequent year, include, but are not to be limited to:

 Violation of accepted professional standards of conduct as defined in the National Certification Standards for Lay Ecclesial Ministers  Failure to perform duties in a satisfactory manner  Lack of continuing professional growth and performance  Non-observance of diocesan and/or parish policies  Violation of other provisions of the coordinator of youth ministry contract  Failure to act in accordance with or advocating positions contrary to the doctrinal and moral teachings of the Catholic Church.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 31

Procedures

2. Allowing the coordinator of youth ministry to resign voluntarily is often the most advantageous action for all concerned. In all cases, when ending any person’s employment, matters of justice for both the employee and the parish are the foremost considerations. Therefore, decisions regarding a person’s employment cannot be made lightly or without planning and preparation.

3. The key to proper resolution of problems with any employee is communication and one of the best ways of doing this is by accurate evaluations and careful documentation.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 32

OTHER CATECHETICAL PERSONNEL BK3§111

BK3§111.1 ADDITIONAL PERSONNEL

BK3§111.1.1 Policy A parish may engage other personnel, both paid and volunteer, for the implementation of the catechetical mission.

BK3§111.2 RESPONSIBILITIES

BK3§111.2.1 Policy Other positions, both paid and volunteer, shall be provided with a comprehensive role description which defines individual responsibilities, functions, and accountability.

BK3§111.3 EMPLOYMENT CONTRACTS

BK3§111.3.1 Policy Employment contracts shall only be reserved for use in hiring academic teaching positions or parish/school administration positions (principal, assistant principal, director of religious education). These contracts shall be for a fixed term of no more than one (1) year.

BK3§111.4 EMPLOYMENT AT-WILL

BK3§111.4.1 Policy At-will employment relationship shall be applied to all other positions at the school or parish, (e.g., secretaries, business managers, accounting managers, pastoral associates, maintenance managers, maintenance positions, housekeepers, cooks, teacher aides, school secretaries, bookkeepers, coaches, etc.).

Commentary

BK3§111.5 EVALUATIONS

BK3§111.5.1 Policy All personnel, both paid and volunteer, and their positions shall be evaluated annually.

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OTHER EDUCATIONAL AGENCIES AND ASSOCIATIONS BK3§112

BK3§112.1 HOME AND SCHOOL ASSOCIATION

BK3§112.1.1 Policy The purpose of a Home and School Association shall be to develop a mutual understanding between parents and teachers. It should aim to assist parents in achieving their mission as educators of their children. It should give parents and teachers an opportunity to discuss and to explore aspects of child development essential in the formation of the whole child. A Home and School Association may also be the fundraising organization for the school and must adhere to the financial criteria outlined in Book 5.

BK3§112.2 OTHER EDUCATIONAL AGENCIES

BK3§112.2.1 Policy With administrative approval, other groups, such as sports booster clubs, music clubs, etc., may be formed. They may also be the fundraising organization for the particular group and must adhere to the financial criteria outlined in Book 5.

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FISCAL PROGRAMS, DEVELOPMENT AND PHYSICAL FACILITIES BK3§200

Diocese of Springfield in Illinois Policies and Procedures – June 2016 35

FISCAL RESPONSIBILITIES BK3§201

BK3§201.1 THE PASTOR

BK3§201.1.1 Policy The pastor shall have the ultimate responsibility for all fiscal decisions and the disposition of parish monies.

Commentary

He is advised in these matters by the parish finance council and by the appropriate board, committee or council and program leaders of parish catechetical programs.

BK3§201.1.2 Policy The financial decisions must be based on parish budget and financial reports and must adhere to the fundraising content in Book 5.

BK3§201.2 NON-PARISH DELEGATION

BK3§201.2.1 Policy In non-parish elementary schools and high schools, the ultimate responsibility for all fiscal decisions shall reside in the person or group designated by the appropriate authority.

BK3§201.3 THE BOARD, COMMITTEE OR COUNCIL

BK3§201.3.1 Policy The board, committee or council is to advise the pastor, or the one designated, in financial matters relating to the catechetical programs.

Procedures

It is for the board, committee or council to prepare the annual budget(s) in conjunction with the catechetical administrator(s) and submit it to the pastor or the one designated for approval.

The board, committee or council is to prepare and oversee the budget(s) for the parish catechetical programs. They are also responsible for finding the necessary support to insure the financial viability of the catechetical programs. In order to do this, they must know the financial status of the catechetical program.

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BK3§201.4 THE CATECHETICAL ADMINISTRATOR

BK3§201.4.1 The catechetical administrator is responsible to work with the appropriate board, committee or council to prepare the annual budget for the catechetical programs. It is the further responsibility of the catechetical administrator to see to the implementation of the budget.

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BUDGET AND FINANCIAL REPORT ____ _ BK3§202

BK3§202.1 THE ANNUAL BUDGET

BK3§202.1.1 Policy An annual budget must be prepared for the school and the other parish catechetical programs. The annual budget must be planned to reflect accurately the reasonable needs of the parish catechetical programs in relation to the ability of the parish to support these programs.

BK3§202.2 FINANCIAL REPORTS

BK3§202.2.1 Policy Once the annual budget has been approved, the appropriate board, committee or council and the catechetical administrator(s) are to exercise supervision of the budget through regular review of financial reports.

Procedures

The pastor and parish finance council are to receive regular ongoing financial reports of the parish catechetical programs.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 38 SUPPORT OF CATECHETICAL PROGRAMS BK3§203

BK3§203.1 SUPPORT

BK3§203.1.1 Policy Support of the parish catechetical programs shall be part of every parish’s mission and goals.

BK3§203.1.2 Policy If the parish sponsors a Catholic school, this school shall be viewed as part of the total parish mission and supported by the total parish.

BK3§203.1.3 Policy Support of Catholic education shall be part of every parish’s mission and goals, even if a parish does not sponsor its own Catholic school.

BK3§203.2 PROGRAM OF SUPPORT

BK3§203.2.1 Policy All parish schools shall be supported by a financial program consisting of a reasonable balance of tuition, fees, general parish funds, development income and fundraisers.

Procedure

The financial program should be developed by the pastor in consultation with the parish finance council and the parish catechetical board, committee or council.

Commentary

This balanced approach is necessary to provide for the ongoing support of the school without detriment to the other ministries of the parish.

BK3§203.2.2 Policy Programs for children, youth and adult catechesis shall be included in the parish budget.

Procedure

Sources of income and other resources including general parish funds should be identified.

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BK3§203.3 TUITION AND FEES

BK3§203.3.1 Policy It shall be the decision of the pastor, in collaboration with the parish finance council and the appropriate board, committee, or council, to charge reasonable tuition and fees for the Catholic school as well as other catechetical programs of the parish. In those instances where the school is not affiliated with a parish, the board of directors in collaboration with the principal assumes this responsibility.

BK3§203.3.2 Policy All tuition and fee requirements must be in compliance with state and federal regulations.

BK3§203.4 INABILITY TO PAY

BK3§203.4.1 Policy No parishioner shall be deprived of basic adequate Catholic catechesis because of lack of finances.

Procedure

In cases of financial difficulty, situations shall be evaluated on a case by case basis.

BK3§203.5 CHANGES IN FINANCIAL SUPPORT FOR CATECHETICAL PROGRAMS

BK3§203.5.1 Policy When schools are merged, consolidated or closed, or in any instance when students from outside a particular parish without a school wish to attend a Catholic elementary school, a reasonable financial arrangement shall be made between the pastor, parochial administrator or priest moderators, on recommendation of the appropriate boards, committees, or councils to allow such attendance.

Procedure

Ordinarily, the accepting school is entitled to “full per pupil” cost of the student in attendance.

BK3§203.5.2 Policy Should a parish or cluster of parishes not have catechetical programs, and should students from those parishes wish to attend/participate in such programming in a neighboring parish, a reasonable financial arrangement shall be made between the pastor, parochial administrator or priest moderators, on recommendation of the appropriate boards, committees or councils to allow such attendance/participation.

Procedure

It is suggested that the parish of the student make a donation. One such means might be for a parish of the student to make a donation that is equal to the difference between parish and non-parish student rates.

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DEVELOPMENT BK3§204

Commentary

Traditional methods of financing Catholic school education are often inadequate in contemporary times and will prove even more inadequate in the future.

Parishes are encouraged to look for new models of financing the catechetical mission.

New programs and new methods of attracting, motivating and involving a variety of persons, both within the parish and outside the parish, are best achieved through the establishment of total development programs that are comprehensive and future oriented.

BK3§204.1 BOARD, COMMITTEE OR COUNCIL RESPONSIBILITY

BK3§204.1.1 Policy The school or catechetical board or committee shall have comprehensive development as one of its major responsibilities.

Procedure

The pastor, parochial administrator or priest moderator or board may designate said responsibility to a development director or development committee.

BK3§204.2 LONG-RANGE STRATEGIC PLAN

BK3§204.2.1 Policy All schools within the diocese are required to draft and maintain a long-range strategic plan.

Procedure

The pastor, parochial administrator or priest moderator, principal and school board will initiate and monitor the planning process while the staff of the Office for Catholic Schools serves as a resource in the planning process. The plan’s goals and objectives are reviewed yearly by the school board, committee or council and updated every three to five years.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 41 BK3§204.3 DEVELOPMENT DIRECTOR/COMMITTEE

BK3§204.3.1 Policy A development director or development committee shall be in place to assist the principal and school in development and marketing efforts.

Commentary

The duties of a development director or committee may include:  Promotion of Catholic image and identity  Development of a marketing plan  Implementation of enrollment management practices  Development and implementation of fundraising initiatives

BK3§204.4 VIABILITY BENCHMARKS

BK3§204.4.1 Policy Schools shall provide data upon request for the Office for Catholic Schools to utilize in a viability assessment per benchmark criteria.

BK3§204.5 FUNDRAISING

BK3§204.5.1 Policy Annual fund/fundraising activities shall be planned in the context of a program of total development in the parish community.

BK3§204.5.2 Policy All fundraising activities carried out in the context of the catechetical programs shall receive the prior approval of the pastor, parochial administrator or priest moderator or his designee.

Procedures

1. An attempt should be made to coordinate fundraising activities between the parish and its school. 2. See fundraising content in Book 5 on Diocesan procedures for fundraising, development, banking, accounts, etc. 3. Remember school funds are subset of parish funds. 4. Parish schools should report to the pastor, parochial administrator or priest moderator, and non-parish schools should report to their board on all financial matters.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 42 GRANTS AND OTHER MONIES BK3§205

BK3§205.1 GRANTS AND OTHER GIFTS

Commentary

The board, committee or council is encouraged to seek grants and other gifts on behalf of the catechetical programs of the parish.

BK3§205.1.1 Policy The pastor, parochial administrator or priest moderator or catechetical administrator shall accept, on behalf of the catechetical programs, any bequest or gift of money or property for a purpose deemed suitable and to utilize such money or property so designated. Conditional gifts shall only be accepted after legal consultation and approval by the Diocesan Bishop or designee.

Procedure

See content in Book 5 for details on grants and other gifts.

BK3§205.2 FEDERAL AND STATE PROGRAMS

BK3§205.2.1 Policy Schools and catechetical programs shall comply with federal and/or state accounting regulations in regard to monies received in connection with federal or state programs.

BK3§205.2.2 Policy The retention period for cancelled checks and invoices is dictated by the Diocese of Springfield in Illinois Retention Schedules, which are maintained by the Office for Archives and Records Management.

Commentary

The schedules can be found on the diocesan website at archives.dio.org.

BK3§205.3 DISPOSAL OF STATE LOANED TEXTBOOKS

BK3§205.3.1 Policy When disposing of textbooks provided to school students by the State of Illinois, the school administrator must follow all regulations established by the Illinois State Board of Education. In addition, the school administrator must dispose of books received from the State Textbook Loan Program in a way that avoids any monetary benefit to the school or to any institution or individual connected to the school directly or indirectly.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 43 BK3§205.4 ENDOWMENTS AND FOUNDATIONS

BK3§205.4.1 Policy Endowment and foundation funds established by a parish must be deposited with The Foundation for the People of the Roman Catholic Diocese of Springfield in Illinois. These funds shall not be deposited in a separate trust account, bank account or similar vehicle.

Procedures

See content in Book 5 for information on Endowment and Foundation Funds.

Information concerning The Foundation is available from the diocesan Office for Development.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 44 TRANSPORTATION ______BK3§206

BK3§206.1 PARISH OR SCHOOL-OWNED TRANSPORTATION SYSTEM

BK3§206.1.1 Policy If a parish or school owns and operates its own transportation system, it must comply with all state and diocesan regulations regarding health and safety of the students.

BK3§206.1.2 Policy All drivers shall be appropriately licensed, complete a criminal history and motor vehicle background check through the diocesan Office for Human Resources and attend the Protecting God’s Children for Adults child safety program.

BK3§206.1.3 Policy All vehicles owned by parishes or parish schools must be insured through the Diocese.

BK3§206.1.4 Policy Passenger or cargo vans designed to carry eleven to fifteen passengers shall not be used to transport students as prohibited by Illinois state law.

Procedure

First division vehicles (cars, minivans designed to carry 10 or less) may be used as long as properly insured and the driver licensed.

BK3§206.2 COSTS AND RULES

BK3§206.2.1 Policy Transportation costs and rules governing the riders must be established by the pastor, parochial administrator or priest moderator/catechetical administrator(s) on the advice of the board, committee or council.

Commentary

Rules governing the riders may be obtained through the local public school district.

BK3§206.3 PUBLIC SCHOOL TRANSPORTATION

BK3§206.3.1 Policy If the students are transported by the public school buses, the local parish/school and students must cooperate with the rules established by the local public school district.

BK3§206.3.2 Policy All students shall have bus evacuation training.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 45 BK3§206.4 OTHER TRANSPORTATION

BK3§206.4.1 Policy If, in the judgment of the pastor, parochial administrator or priest moderator/ catechetical administrator(s), the use of commercial transportation to/from an event is impossible, the pastor, parochial administrator or priest moderator/catechetical administrator(s) must assure that transportation provided be done with the health and safety of the students as the first priority:

1. A copy of the paid insurance coverage must be given to the program pastor, parochial administrator or priest moderator/catechetical administrator. 2. A volunteer driver must have a current valid license and be at least 25 years old. An exception may be made for teachers or parents age 21 years or older. 3. A background check must be completed on all volunteer drivers. The driver must attend the Protecting God’s Children program. 4. Parents must sign forms indicating that they are aware that the children are being transported by non-commercial transportation.

Procedures

1. For transportation to and from such events as, but not limited to field trips, athletic events, retreats or any event not related to direct transportation to/from school/parish for the regular school day/parish program time, the pastor, parochial administrator or priest moderator/catechetical administrator(s) is/are strongly recommended to use commercial transportation. 2. Call the Office of Safe Environment for more information on background checks and the Protecting God’s Children program. 3. Call the Office for Insurance and Benefits for information on Bullet 4 in policy above.

Diocese of Springfield in Illinois Policies and Procedures – June 2016 46 MAJOR CHANGES IN SCHOOLS BK3§207

BK3§207.1 MAJOR CHANGES IN SCHOOLS

BK3§207.1.1 Policy The diocesan Bishop and the Superintendent of Catholic Schools must be notified whenever a parish or the governing body of a non-parish Catholic school contemplates any significant change in the school.

Commentary

The changes referred to here are of the nature of and would include but not be limited to: a. Opening or closing a school b. Consolidating two or more schools and/or resources thereof c. Adding or deleting grades d. Adding/eliminating preschool, kindergarten, etc. e. Transferring the sponsorship of a school

Procedures

1. The pastor, parochial administrator or priest moderator (or in the case of non-parish schools, the board) requests in writing the Bishop’s approval to study the feasibility of the proposal. 2. A copy of the above is sent to the superintendent of Catholic schools. 3. Following the Bishop’s approval, the Office for Catholic Schools will provide specific guidelines and regulations for major changes. 4. A final proposal with specific plans for program, personnel, governance, financing and documentation of compliance with state and local building requirements will be sent by the pastor, parochial administrator or priest moderator to the Bishop for final approval. A copy of the plans is to be given to the Office for Catholic Schools.

BK3§207.1.2 Policy A proposal to discontinue the operation of a Catholic school shall be evaluated by the Office for Catholic Schools before it is submitted to the Bishop.

Commentary

Contact the Office for Catholic Schools for the process to be used.

BK3§207.1.3 Policy A proposal to discontinue a parish school shall include the comments of the pastor, parochial administrator or priest moderator; principal; board, committee or council; and parish pastoral, parochial administrator or priest moderator council. A proposal to discontinue a non- parish Catholic school shall include the comments of the principal, the governing body and/or board, committee or council.

BK3§207.1.4 Policy Changes in financial support for catechetical programs shall follow BK3§203.5.

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PERSONNEL BK3§300

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CATECHISTS BK3§301

This section sets policy for all individuals ministering within the diocese in any of the programs listed in Policy BK3§101.1

For catechesis to be effective, the catechist must be fully committed to Jesus Christ. Faith must be shared with conviction, joy, love, enthusiasm and hope. “The summit and center of catechetical formation lies in an aptitude and ability to communicate the Gospel message.”1 This is possible only when the catechist believes in the Gospel and its power to transform lives. To give witness to the Gospel, the catechist must establish a living, ever-deepening relationship with the Lord. He or she must be a person of prayer, one who frequently reflects on the Scriptures and whose Christ-like living testifies to deep faith. Only men and women of faith can share faith with others, preparing the setting so that people can respond in faith to God’s grace.

The fulfillment of the unique goals of Catholic education rests largely in the hands of the catechists. The beliefs and values of each person, exemplified through his/her professional and private lives, play an essential part in the educational process. It is important, therefore, that all engaged in the catechetical ministry of the diocese give assurance that they understand what it means to be a catechist in the catechetical mission of the Church. Each catechist shares in the catechetical ministry of the Church; each is expected to contribute toward its catechetical objectives.

BK3§301.1.1 Policy The catechist must be a PERSON OF FAITH who:

 Regards him/herself as a teacher of the Gospel message and gives witness by his/her speech, actions and attitudes to the doctrine and moral standards of the Catholic Church  Is conscious of the significant role religion plays in the development of the whole person and seeks ways to integrate Christian values in the process of teaching and responsibilities assumed, thereby fostering a faith that is living, conscious and active  Inspires and motivates students in age-appropriate ways to reach their full potential spiritually, academically and socially  Continuously strives to acquire new skills and techniques in mastering the subject matter and in keeping pace with the development of all aspects of Catholic catechesis  Regards the Catholic catechetical apostolate, not as a job to be done, but as a vocation to be lived

The catechist must be a COMMUNITY BUILDER who:

 Supports efforts to form a strong faith community among faculty, students, parents and the larger community of which it is a part  As a member of a team, works well with the pastor/ catechetical administrator(s) and other members of the staff on behalf of the catechetical needs of the students and parish community  assumes his/h er fair share of responsibility in achieving the catechetical goals 1 Sacred Congregation for theand Clergy, in Generalextra Catechetical assignments Directory ( Libreriaand coEditrice-curricular Vaticana, 1971), activities n. 111

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COMMUNITY BUILDER Continued  Makes a positive contribution to the morale, spirit and image of the catechetical programs  Maintains a pleasant teaching environment  Treats students with respect and works cooperatively with parents/legal guardians

The catechist must be a leader in CHRISTIAN SERVICE who:

 Is generous and unselfish with his/her time in responding to the needs of staff, students and parents  Models Christ’s commandment to love God and others through their actions and concerns for the needs of others  Seeks concrete ways to develop in his/her students a Christian social consciousness and concern for the needs of others  Works to eliminate prejudice and injustice in the parish community  Believes that Catholic education has a unique contribution to make to society and works to promote the values of Catholic education; in the civic community  Helps the students grow in their commitment to service of God, one another, the Church and the general community

The catechist must be an active participant in the WORSHIPING COMMUNITY who:

 Models in his/her own life the values and the practice of worship and prayer  Contributes to liturgical and prayer experiences  Leads his/her students in prayer experiences  Provides his/her students with examples and models of liturgical and prayer experiences

In addition, “The spiritual life of a catechist shall be characterized by:

 A love of God – Father, Son, and Holy Spirit – and of Christ’s Church, our Holy Father, and God’s holy people  A coherence and authenticity of life that is characterized by their faithful practice of the faith in a spirit of faith, charity, hope, courage, and joy  Personal prayer and dedication to the evangelizing mission of the Church  A missionary zeal by which they are fully convinced of the truth of the Catholic faith and enthusiastically proclaim it  Active participation of their local parish community, especially by attendance at Sunday Eucharist  A devotion to Mary, the first disciple and the model of catechists, and to the Most Holy Eucharist, the source of nourishment for catechists.”2

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2 Cf. Congregation for the Evangelization of Peoples, Guide for Catechists (Washington, D.C.: USCCB, 1993 nos. 7-10 as found in the United States Conference of Catholic Bishops, National Directory for Catechesis §54.B8 (Washington, D.C.: United States Conference of Catholic Bishops, 2005)

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PERSONNEL IN THE CATECHETICAL MISSION BK3§302

BK3§302.1 QUALITIES

Commentary

Pastors/catechetical administrators have the responsibility to consider the moral and religious attitudes and character of all persons who want to begin or continue to teach in catechetical programs. The Catholic catechetical mission seeks to integrate religious truths and values with the rest of life, most importantly by the presence of catechists who uphold and exhibit the teachings of the Church in their private and professional lives.

BK3§302.1.1 Policy Every effort shall be made to employ catechists who live and share the Catholic faith. Non- Catholic teachers may be employed only if they can support and cooperate with this effort. Persons teaching religion/theology must be “practicing Catholics who participate fully in the communal worship and life of the Church and who have been prepared for their apostolate by appropriate catechetical training.”3

BK3§302.2 EQUAL EMPLOYMENT OPPORTUNITIES

BK3§302.2.1 Policy In employment practices, a Catholic institution shall not discriminate on the basis of age, race, sex, disability, or national and ethnic origin.

BK3§302.2.2 Policy As an integral part of the Catholic catechetical mission which seeks to integrate religious truths and values with the rest of life, most importantly by the presence of catechists who express an integrated approach to learning and living in their private and professional lives, prospective teachers shall be questioned whether or not they can support and cooperate with this effort.

BK3§302.3 RECRUITMENT AND SELECTION

BK3§302.3.1 Policy In conjunction with the pastor, parochial administrator or priest moderator, the interviewing, hiring, supervising and dismissing of personnel for the catechetical program is the responsibility of the appropriate catechetical administrator.

Procedures

The appropriate diocesan office or the director of the Office for Human Resources may be called if there are any questions.

The offices will assist local parishes and will provide in-service for groups in personnel searches and the recruiting of catechists.

3 United State Conference of Catholic Bishops, NDC, §54.B8

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BK3§302.4 ACCOUNTABILITY

BK3§302.4.1 Policy All catechists shall be directly accountable to the appropriate catechetical administrator as determined by the pastor, parochial administrator or priest moderator in conjunction with the principal and the director of religious education.

BK3§302.5 PROFESSIONAL GROWTH

BK3§302.5.1 Policy Every catechist shall engage in programs of religious and professional growth.

Procedure

The catechist, in consultation with the appropriate catechetical administrator, will review his/her program of growth annually.

BK3§302.6 FORMATION OF CATECHISTS

Commentary

This policy applies to all individuals ministering within the diocese in any of the programs listed in Policy Bk3§101.

BK3§302.6.1 Policy All catechists, teachers and aides shall complete and maintain the advanced level of the diocesan Catechist Formation Process.

BK3§302.7 CONTRACTS

BK3§302.7.1 Policy All salaried personnel in catechetical programs shall be under annual contract.

Procedure

All contracts are between the individual person and the pastor, parochial administrator or priest moderator (or in the case of non-parish programs, the board or catechetical administrator). No other person may authorize or enter into a contract. The appropriate catechetical administrator is to attest to the contract.

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BK3§302.7.2 Policy All programs shall use contract forms that have been approved by the diocese.

Procedure

Contact the offices for appropriate forms. See the Minimum Lay Teachers Salary Scale and Catechist Addendum for the minimum compensation for school teachers who have completed the various levels of the diocesan Catechist Formation Process.

BK3§302.8 TENURE

BK3§302.8.1 Policy The Diocese of Springfield in Illinois and all Catholic elementary and secondary schools do not have a policy of tenure for personnel in the catechetical mission of the diocese, therefore tenure shall not be granted at the local level.

BK3§302.8.2 Policy All personnel contracts must be annual contracts and do not imply automatic renewal.

Procedure

It is the decision of the appropriate catechetical administrator whether or not the contract is to be offered.

BK3§302.9 FAILURE TO FULFILL A CONTRACT

BK3§302.9.1 Policy The salaried employee who has signed a contract may not terminate employment during the term of the contract except by written mutual agreement of the pastor, parochial administrator or priest moderator, appropriate catechetical administrator, as suitable, and the employee. Documentation of same will be placed in the person’s personnel file.

Procedure

If a teacher breaks an employment contract, the school may also notify the Licensure Section of the Illinois State Board of Education.

BK3§302.10 CATECHIST DISMISSAL/NOT OFFERING A NEW CONTRACT FOR A SUBSEQUENT YEAR

BK3§302.10.1 Policy If it becomes apparent that a catechist’s performance does not meet the religious or professional standards required, every care must be taken by the appropriate supervising catechetical administrator to document his/her deficiencies and to insure the catechist is treated with fairness. The catechist shall be told of the problem and given an opportunity to discuss the problem and to improve or change within a specified time frame.

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BK3§302.10.2 Policy Grounds for dismissal during the contractual year or not offering a new contract for a subsequent year must be in accord with established diocesan and local policies and current contract obligations after appropriate evaluations. Reasons for dismissal during the year or not offering a new contract for a subsequent year, include, but are not to be limited to:  Violation of accepted academic or professional standards of conduct  Failure to perform duties in a satisfactory manner  Lack of continuing professional growth and performance  Consistent non-observance of diocesan and local policies  Violation of other provisions of the catechist’s contract  Failure to act in accordance with or advocating positions contrary to the doctrinal and moral teachings of the Catholic Church  Failure to provide leadership in forming the Christian catechetical community  Gross misconduct

Procedures

Allowing the catechist to resign voluntarily is often the most advantageous action for all concerned. In all cases, when ending any person’s employment, matters of justice for both the catechist and the program are the foremost considerations. Therefore, decisions regarding a person’s service cannot be made lightly or without planning and preparation.

The key to proper resolution of problems with any catechist is communication and one of the best ways of doing this is by accurate evaluations and careful documentation.

2. The local Reduction in Force and grievance procedures should be followed. Valuable insight, information, assistance and consultation in dealing with appropriate guidance and dismissal procedures can be provided by the director of the diocesan Office for Human Resources.

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CATHOLIC SCHOOL PERSONNEL BK3§303

BK3§303.1 PROFESSIONAL QUALIFICATIONS

BK3§303.1.1 Policy All teachers who teach within Catholic schools must:  Have earned a bachelor’s degree  Maintain an appropriate teaching licensure that is recognized as valid and active by Illinois State Board of Education  Pursue/maintain the appropriate formation through the Diocesan Catechist Formation process

BK3§303.2 NON-QUALIFIED TEACHERS

BK3§303.2.1 Policy If there are non-degreed teachers currently in our schools who do not meet the professional requirements of Bk3§303.1.1, they shall be retained only if they are actively (within 5 years) pursuing licensure per an established education plan.

BK3§303.2.2 Policy Vacancies must be filled by appropriately licensed teachers.

BK3§303.3 PERSONNEL FILES

BK3§303.3.1 Policy Personnel files maintained within the office of each principal for all teachers, other professional staff and para-professional staff must include: - Evidence of current teaching/professional licensure showing date of renewal - Evidence of physical and freedom from communicable diseases (and TB test results for cafeteria and preschool employees) - Evidence of Certification Authorization form that accompanies Pastoral Policy on Sexual Abuse of Minors by Church Personnel and the Policy on Working with Minors - Transcripts of all degree work and other course credits - Application form - Evidence of past employment references - Copies of annual contracts - Job performance evaluations - Evidence of participation in catechist formation – (permanent record card) - Evidence of participation in professional development - Job description - Evidence of Protecting God’s Children training - Evidence of criminal history search as required by the diocese - Evidence of fingerprint/background check - Evidence of OSHA training - I-9 Forms

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BK3§303.3.1 Policy continued - IDES New Hire Report - Agreement to abide by handbooks - DCFS Mandated Reporter Form - Attendance records - Internet use policy/Diocesan Information Technology policy/Social Media policy - Other documentation as specified

BK3§303.3.2 Policy The pastor/ catechetical administrator or designee shall have access to personnel file information. BK3§303.4 HIRING PROCEDURES

BK3§303.4.1 Policy Prior to hiring, the prospective applicant must sign the Certification and Authorization form that accompanies the Pastoral Policy on Sexual Abuse of Minors by Church Personnel and the Policy on Working with Minors which are provided by the diocesan Office for Human Resources, and other papers as appropriate.

Procedure

Information can be provided by the diocesan Office for Human Resources. Teacher applicants are to be interviewed by the principal so that credentials and qualifications may be examined and faith commitment determined.

BK3§303.4.2 Policy The principal shall recommend an applicant for hiring to the pastor, parochial administrator or priest moderator (or in the case of non-parish schools, the board).

BK3§303.5 HEALTH EXAMINATION OF SCHOOL PERSONNEL

BK3§303.5.1 Policy All personnel shall conform to current state laws regarding physical fitness and freedom from communicable disease.

BK3§303.6 LOCAL FACULTY AND STAFF POLICIES AND GUIDELINES

BK3§303.6.1 Policy Every parish catechetical ministry shall have a compilation of written personnel policies and guidelines for faculty, catechists and staff. These policies and guidelines are to be placed in a personnel handbook. Local school policies and guidelines must exist on the following (these may vary in parishes):

 Mission statement  Philosophy/purpose/objectives of school  Teaching Duties:  Job descriptions  Supervision of students (see Bk3§402.5)  Phone/parent conferences

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BK3§303.6.1 Policy continued  Transfer of records  Record-keeping/grading  Discipline:  Student discipline (see BK3§407.1)  Student grievance procedures  Guidelines for searching/seizing student’s belongings  Corporal punishment (see BK3§402.4.2)  Conflict resolution  Non-teaching duties:  Cafeteria/playground/study hall  Field trip policies and procedures (see BK3§408.5, BK3§504.12)  Attendance at faculty/catechist meetings, parent/teacher conferences, parent club meetings, etc.  Extra-curricular activities (expectations regarding teachings)  Procedures to follow for student illness  Building maintenance requests/reports  Personnel policies:  Bereavement leave  Child abuse and sexual abuse (see BK3§408.1)  Mandated reporting (see BK3§303.9.1)  Leave of absence (FMLA)  Non-discrimination in hiring (see BK3§302.2.1)  Non-tenure and contract renewal (see BK3§302.7.1, BK3§302.8.1)  Supervision and evaluation (frequency, format) (see BK3§303.7.1)  Harassment including sexual  Sick days; personal days; jury duty  Termination (see BK3§302.10.1)  Military duty  Cell phones and other electronics (BK3§402.9)  Diocesan Information Technology Systems/Social Media policies  Reduction in Force procedures  Confidentiality  Professionalism  Loyalty  Personal behavior  Illegal activity  Conflict resolution  Grievance procedures  Failure to fulfill contract (see BK3§302.9.1)  Handbook:  Agreement to abide by the handbook signed by employee  Right of administration to amend handbook  Employee and fields requiring licensure  Internet usage policy including email

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Commentary

Any policies from the Diocesan Policies may be repeated verbatim but should be expanded further in the local handbook as needed.

BK3§303.7 EVALUATION

BK3§303.7.1 Policy Catholic School personnel shall be supervised and evaluated by the principal at least once each school year. The summative instrument by which teacher supervision and evaluation shall take place will be defined by the Office for Catholic Schools.

Procedure

Catechetical administrators may use the evaluation tool of their choice for support personnel.

BK3§303.7.2 Policy The results of an employee’s evaluation shall be shared only with the respective employee and the pastor, parochial administrator or priest moderator (or in the case of non-parish schools, the board).

BK3§303.8 COMPENSATION

BK3§303.8.1 Policy A teacher’s salary package in the Catholic elementary schools shall be determined using the Minimum Lay Teachers Salary Scale, the Catechist Addendum, and the list of Fringe Benefits as established annually by the bishop of the diocese.

BK3§303.9 MANDATED REPORTING

BK3§303.9.1 Policy According to the Abused and Neglected Child Reporting Act, school principals and teachers are mandated to report suspicion of abuse or neglect to the Department of Children and Family Services.

BK3§303.9.2 Policy When a teacher reports such suspicion to the Department of Child and Family Services, he/she shall inform the principal of his/her report.

BK3§303.9.3 Policy If the report of sexual abuse involves Church Personnel as described in BK2§101 of the Policy on Sexual Abuse of Minors by Church Personnel, the principal and/or teacher shall also report the incident or suspicion to the Victim Assistance Coordinator as described in BK2§108.1.2 – Reporting an Incident of the above-mentioned policy.

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Commentary

The law indicates reporting is an obligation when a person has “reasonable cause to believe” that abuse or neglect is present. The Department of Children and Family Services may ask that licensure be suspended and/or revoked if it has proof that professional school personnel had knowledge of child abuse and/or neglect and did not report same.

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PARISH CATECHETICAL PERSONNEL BK3§304

BK3§304.1 QUALIFICATIONS

BK3§304.1.1 Policy All persons who teach in the parish catechetical programs shall be qualified as determined by the Office for Catechesis (See BK3§302.6.1).

Commentary

Ordinarily, the qualified person is one who has completed and maintained the advanced level in the diocesan Catechist Formation Process.

BK3§304.2 LOCAL PERSONNEL POLICIES AND GUIDELINES FOR PARISH CATECHETICAL PROGRAMS

BK3§304.2.1 Policy Every parish shall have a compilation of written personnel policies and guidelines for catechists. These are to be placed in a personnel handbook. Local policies and guidelines must exist on the following:4

Mission statement Philosophy/purpose/objectives of program Teaching Duties:  Job descriptions  Supervision of students (see BK3§402.5.1)  Phone/parent conferences  Transfer of records  Record-keeping/grading Discipline:  Student discipline (see BK3§407.1)  Student grievance procedures  Guidelines for searching/seizing student’s belongings  Corporal punishment (see BK3§402.4.2)  Conflict resolution Non-teaching duties:  Cafeteria/playground  Field trip policies and procedures (see BK3§408.5, BK3§504.12)  Attendance at faculty/catechist meetings, parent/teacher conferences, etc.  Procedures to follow for student illness  Building maintenance requests/reports

4 This list encompasses recommendations from the following book: Religious Education, Parish and Youth Ministry: Legal Issues for Catechetical and Youth Leaders by Mary Angela Shaughnessy, SCN, J.D., PhD.

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BK3§304.2.1 Policy continued

Personnel policies:  Child abuse and sexual abuse (see BK3§408.1)  Mandated reporting (see BK3§304.4.1)  Non-discrimination (see BK3§302.2.1)  Non-tenure and contract renewal (see BK3§302.7.1, BK3§302.8.1)  Supervision and evaluation (frequency, format) (see BK3§304.3.1)  Harassment including sexual  Sick days; jury duty  Termination (see BK3§302.10.1)  Internet usage policy including email  Cell phones and other electronics (see BK3§402.9)  Diocesan Information Technology Systems policy/Social Media policy  Confidentiality  Professionalism  Loyalty  Personal behavior  Illegal activity  Conflict resolution  Grievance procedures  Failure to fulfill contract (see BK3§302.9) Handbook:  Agreement to abide by the handbook signed by catechist  Right of administration to amend handbook

Commentary

Any policies from the Diocesan Policies may be repeated verbatim but should be expanded further in the local handbook as needed.

BK3§304.3 EVALUATION

BK3§304.3.1 Policy Catechists shall be supervised and evaluated annually by the appropriate catechetical administrator.

Procedure

Catechetical administrators are to determine the appropriate evaluation tool to utilize.

BK3§304.3.2 Policy The results of an individual catechist’s evaluation shall be shared only with the respective catechist and the pastor, parochial administrator or priest moderator.

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BK3§304.4 MANDATED REPORTING

Commentary

DREs, CREs, catechists, and other catechetical personnel, while not mandated by state law to report abused and neglected children, are nevertheless to report suspicion of such abuse to the Department of Children and Family Services per the Policy on the Sexual Abuse of Minors.

BK3§304.4.1 Policy After catechetical personnel report such suspicions to the Department of Children and Family Services, he/she shall inform the pastor, parochial administrator or priest moderator or supervisor.

Commentary

The law indicates reporting is an obligation when a person has “reasonable cause to believe” that abuse or neglect is present.

BK3§304.4.2 Policy If the report of sexual abuse involves Church Personnel as described in BK2§108.1 of the Policy on Sexual Abuse of Minors by Church Personnel, the DRE/CRE and/or catechist shall also report the incident or suspicion to the Victim Assistance Coordinator as described in BK2§108.1.2 – Reporting an Incident of the above-mentioned policy.

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STUDENTS BK3§400

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THE STUDENT BK3§401

BK3§401.1 THE GOAL OF CATHOLIC EDUCATION WITHIN CATECHETICAL MINISTRIES

BK3§401.1.1 The goal of Catholic education is to assist the student, regardless of age, to grow as a whole person.

Commentary

The goal of Catholic education is to assist the student, regardless of age, to grow as a whole person. All courses, programs, and activities are student-centered with the intention of helping the student grow spiritually, morally, intellectually and physically.

Genuine Catholic catechesis:

“Promotes knowledge of the faith… Promotes knowledge of the meaning of the Liturgy and the sacraments… Promotes moral formation in Jesus Christ… Teaches the Christian how to pray with Christ… Prepares the Christian to live in community and to participate actively in the life and mission of the Church… Promotes a missionary spirit that prepares the faithful to be present as Christians in society.”1

Education in the faith is of paramount importance in Catholic education. Although a number of courses, programs, and activities can be sponsored in the context of the catechetical mission of the Church, all of these should be seen as helping the student to deepen his/her relationship with God and to grow in the Catholic faith.

The Scriptures remind us that all persons are created in the image and likeness of God and the Catholic Church continually reminds us of the dignity of the human person. This dignity is always to be respected, especially in the catechetical mission of the Church.

1 United States Conference of Catholic Bishops, NDC, no. 20 Diocese of Springfield in Illinois Policies and Procedures – June 2016 64

STUDENTS WHO ARE MINORS BK3§402 BK3§402.1 ROLE OF PARENTS

BK3§402.1.1 Policy Parents of students are recognized as the primary educators of their children.2

BK3§402.1.2 Policy Parents of students who are minors from both the school and the parish catechetical programs shall be represented on advisory committees.

BK3§402.2 SACRAMENTAL PREPARATION

BK3§402.2.1 Policy The rights of parents shall be respected and their responsibility supported to determine with the pastor, parochial administrator or priest moderator the readiness of their children for initiation into the sacramental life of the Church (Baptism, Reconciliation, Confirmation and Eucharist).

BK3§402.3 CUSTODIAL PARENTS

BK3§402.3.1 Policy In the absence of a court order and with due provision to State law, what is said in these policies applies to any parent or legal guardian, whether or not the student lives with the parent.

Procedure

Parents must provide a copy of the most recent court order to the catechetical administrator.

BK3§402.4 RESPECTING CHILDREN

BK3§402.4.1 Policy All persons who are active in the catechetical mission of the diocese shall respect the dignity of the persons entrusted to their care. They shall avoid personal indignities such as sarcasm, ridicule, nagging, name-calling and other public humiliation.

BK3§402.4.2 Policy Persons shall neither employ corporal punishment nor inflict physical abuse with respect to those entrusted to their care.

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2 Congregation for the Clergy, General Directory for Catechesis, (Washington, D.C.: United States Catholic Conference, 1998) No. 255 BK3§402.4.3 Policy Further, the Catholic Church is explicit in banning any form of sexual abuse, sexual exploitation, or other similar act (See the Policy on Sexual Abuse of Minors). Persons active in the catechetical mission or acting on behalf of a parish in its programs and activities are reminded of this prohibition. Conduct of this nature shall be absolutely forbidden and is a cause for immediate dismissal.

BK3§402.5 SUPERVISION

BK3§402.5.1 Policy The catechetical administrator shall be responsible for insuring adequate supervision of students during the entire time they are in the care of the school or parish. All catechists and teachers share this responsibility with the catechetical administrator(s).

BK3§402.5.2 Policy A student shall not be asked nor allowed to leave the premises, e.g. for field trips or errands, without parental/legal guardian authorization.

Commentary

For information regarding field trips (see BK3§408.5, BK3§504.12).

BK3§402.6 POLICE QUESTIONING AND APPREHENSION

BK3§402.6.1 Policy When students become involved with law enforcement officers, the officer shall be requested to confer with the student when he/she is not under the jurisdiction of the parish or school if this can be arranged.

Procedures

The following steps shall be taken to cooperate with the authorities:

1. The officer shall properly identify him/herself. 2. The parent(s) or legal guardian shall be notified immediately and informed of the intent of the law enforcement authorities. 3. The student’s parent(s) or legal guardian have (has) a right to be present if the conference is held in the parish or school. 4. If the student’s parent(s) or legal guardian cannot be located, authorities are not to confer with the student unless they produce a warrant. 5. If there is a warrant or if it is impossible for the parent(s) or legal guardian to be present, the catechetical administrator or designee may be a witness to the conference held in the parish or school at the request of the parent(s) or legal guardian. 6. Legal counsel should be called as needed if officers come to the parish or school.

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BK3§402.7 STUDENT PHOTOS AND NAMES

BK3§402.7.1 Policy All parishes and schools must have a policy in their handbook that states, “Student photographs and names will be used in the paper, on the internet or where appropriate unless a written objection is received from the parent or legal guardian.”

BK3§402.8 BULLYING, HAZING AND HARASSMENT

BK3§402.8.1 Policy In order to create a safe and secure environment in which all persons are able to reach their full potential, all bullying and harassment incidents shall be taken seriously.

Commentary

Bullying, hazing and harassment are behaviors involving a deliberate, conscious intent to hurt, threaten, frighten or humiliate someone. It may include physical and/or verbal intimidation; extortion or taking belongings; oral or written threats; outrageous actions; cruel rumors; suggestive comments; false accusations; cyber-bullying; and/or social isolation.

BK3§402.8.2 Policy Bullying behavior shall not be tolerated in any form in any of the catechetical programs of the diocese.

BK3§402.9 CELL PHONES AND OTHER ELECTRONIC DEVICES

BK3§402.9.1 Policy Without prior permission by a catechetical administrator, the use of phones or other electronic devices to take pictures shall be prohibited.

BK3§402.9.2 Policy Phones or other electronic devices shall not be used to harass, threaten, humiliate or intimidate students, employees or visitors, or be used in a manner that otherwise violates local state or federal laws.

BK3§402.9.3 Policy Schools and parishes shall set their own policies regarding usage of cell phones and other electronic devices.

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HANDBOOKS FOR ALL CATECHETICAL PROGRAMS BK3§403

BK3§403.1 LOCAL POLICIES AND GUIDELINES

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BK3§403.1.1 Policy Every parish and school shall have a compilation of written catechetical policies and guidelines. These shall be distributed to parents and participants of catechetical programs. Every parish and school shall have written policies and guidelines on:

Mission Statement Philosophy/Objectives/Purpose of program Admissions policies: • Age requirement • Birth certificate requirement • Early admissions, if applicable • Non-discrimination statement • Students with learning disabilities • If there is an admissions preference for Catholic students, it must be stated • Attendance • Absence (if a registered child is going to be absent, the parent should call the office; if the parent has not called, the parent is to be contacted) • Truancy policy • Late/early arrival/departure • Student pregnancy • Student service requirement • Student accident insurance requirement Financial: • Tuition/payment options • Payment of fees • Refund policies Academic: • Academic expectations • Dealing with absences • Homework • Grading • Disability issues – students with learning differences • Promotion • Retention • Records • Transfer of records • Procedure if parents want to view records • Non-custodial parent (see BK3§402.3.1) • Statement of rights

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BK3§403.1.1 Policy continued • Testing • Graduation • System for flagging records of missing persons • Administration contacts • Visits to classrooms Communication: • Parent/teacher contacts • Teacher/parent contacts • Administration contacts • Visits to classrooms Discipline: • Corporal punishment • Respect for dignity of all • Harassment (sexual, general, bullying) (see BK3§402.8) • Rules/consequences/examples of infractions • Substance abuse • Weapons • Suspension (see BK3§407.2) • Expulsion (see BK3§407.3) • Appeals (informing/conferencing) • Student grievance procedure • Levels of discipline • Behavior expectations • Conflict resolution • Conduct, whether inside or outside of program • Violence (threatened or acted) • Threats • Search, seizure • Police questioning (see BK3§402.6) • Uniform/dress code • Reporting of drug violations, firearm incidents, attacks on personnel for local law enforcement Extra-curricular activities: • List of activities with requirements for participation • Student retreats • Facilities use • If there are certain academic and conduct standards, these should be stated Field trips: • Diocesan policy (see BK3§408.5, BK3§504.12) • In the policy, it should state that a field trip is a privilege, not a right • Sample of standard permission form

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403.1.1 Policy continued

Health policies: • Physical examinations/dental exams/eye exams • Immunization requirements • Medications • Communicable disease (see BK3§408.4) Media/PR: • Internet use • Diocesan Information Technology Systems Policy • Note regarding student photos/information (see BK3§402.7) • Cell Phones and other electronic devices (see BK3§402.9) Parent Information: • Parent service requirement (if applicable) • Parent organizations Handbook: • Note concerning right to amend the policy book • Agreement to abide by the handbook signed by parents, students/participants

Commentary

Any policies from the Handbook of Policies from Book 3: The Teaching Office of the Church may be repeated verbatim but should be expanded further in the local handbook as needed.

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STUDENT ENROLLMENT ____ _ BK3§404

BK3§404.1 NON-DISCRIMINATION PRACTICE / FAMILY SCHOOL AGREEMENT

Commentary

The below Family School Agreement was formerly known as §3404. Each of the individual policies within this document is now appropriately numbered.

Our Catholic schools in the Diocese of Springfield in Illinois are open to all students; however we are not simply a private or alternative school system. The purpose of Catholic education is to provide an environment of academic excellence where students learn how to become committed disciples of Jesus Christ, to grow in holiness as stewards of God’s creation, share the Good News of Christ’s love with others and invite them to join us in the Christian community of the Catholic Church. The Family School Agreement is intended to further these purposes.

BK3§404.1.1 Policy In consideration for enrolling their child(ren) in a Catholic school in the Diocese of Springfield in Illinois, parent(s)/adoptive parent(s)/legal guardian(s) shall sign a Family School Agreement indicating that they 1) understand and agree that children in the school will be taught the teachings of the Catholic Church in their fullness, 2) accept a commitment to the stewardship way of life as practiced in their parish, 3) pledge their full cooperation with the school and parish to prepare their child(ren) to be a disciple of Jesus Christ, and 4) will make every effort to supervise their child(ren)’s commitment to this agreement.

BK3§404.1.2 Policy If the parent(s)/adoptive parent(s)/legal guardian(s) sign the Family School Agreement, the pastor and principal shall also sign the Family School Agreement indicating that the parish 1) accepts the request of the parent(s)/adoptive parent(s)/legal guardian(s) for a Catholic education and their commitment to the stewardship way of life, 2) is committed to subsidize their child(ren)’s tuition as we work towards the goal of providing Catholic education without charging tuition to parents, 3) acknowledges their obligation to assist the parent(s)/adoptive parent(s)/legal guardian(s) in their task of nurturing their child(ren) in the practice of the Catholic faith, and 4) will make their best effort to form the child(ren) of the parent(s)/adoptive parent(s)/legal guardian(s) as a disciple of Jesus Christ.

Procedures

a) All children are welcome in the Catholic schools in the Diocese of Springfield in Illinois provided their parent(s)/adoptive parent(s)/legal guardian(s) sign and agree to the terms of the Family School Agreement.

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b) It is understood that our schools exist to pass on the Catholic faith for children as well as for their parent(s)/adoptive parent(s)/legal guardian(s) to grow in holiness living as disciples of Jesus Christ.

c) All children will be taught the Catholic faith in its fullness, regardless of the situation of their parent(s)/adoptive parent(s)/legal guardian(s).

d) Parent(s)/adoptive parent(s)/legal guardian(s) not living in accord with Church teaching are expected to discuss with the pastor of their Catholic parish ways in which we hope they could.

e) Special attention is to be given to discussion of moral issues that may be problematic for the parent(s)/adoptive parent(s)/legal guardian(s) prior to signing the Family School Agreement.

f) Churchgoing parents of other faiths are expected to sign and abide by the “Family School Agreement - Alternate Plan for Churchgoing Families of Other Faiths” and will be charged for the amount of their child(ren)’s Catholic education as determined locally.

BK3§404.1.3 Policy Failure to abide by the terms of the Family School Agreement shall be grounds for the child(ren)’s expulsion from the school.

Procedures

a) Parent(s)/adoptive parent(s)/legal guardian(s) and students who cause public scandal by actively promoting a moral or doctrinal position contrary to Catholic teaching or by making a public issue of their state in life contrary to Catholic teaching shall be considered in violation of the Family School Agreement.

b) These policies and procedures deal with the future and not with the past (see canon 9 of the Code of Canon Law).

BK3§404.1.4 Policy Educational programs operated under the auspices of the Diocese of Springfield in Illinois must admit students of any race, national or ethnic origin, immigration status, or with a disability that can be reasonably accommodated, to all rights, privileges, programs and activities generally available to students in these programs.

Commentary

Certain programs and sports are designed and intended for participation by a single gender. School and parish programs are committed to providing opportunities for all of the students regardless of gender, within constraints of the institution’s resources. Diocese of Springfield in Illinois Policies and Procedures – June 2016 73

Procedure

Appropriateness of educational programs and/or the availability of space may be legitimate factors affecting admissions.

BK3§404.1.5 Policy The personal situation of the parents/legal guardians, in the absence of public scandal, shall not affect the current enrollment status of a student.

BK3§404.2 STATEMENT OF NON-DISCRIMINATION

BK3§404.2.1 Policy Catholic schools shall be required to publish annually a statement of non-discrimination and send a copy of this statement to the Office for Catholic Schools.

BK3§404.3 PURPOSE OF CATHOLIC EDUCATION

Commentary

Education in the faith is the primary purpose of catechetical programs in the Catholic Church. Students and the parents/legal guardians of students who are minors are expected to subscribe to this concept.

BK3§404.3.1 Policy The purpose of all catechetical programs, including Catholic schools, shall be to form participants as disciples of Jesus Christ.

BK3§404.3.2 Policy Rejection of the Catholic faith and its tenets shall be a reason to deny admittance to programs and activities.

BK3§404.4 ADMISSIONS POLICIES

BK3§404.4.1 Policy No student shall be denied admission to any Catholic school/parish program solely on the basis of race, national or ethnic origin, or immigration status.

Commentary

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Certain programs and sports are designed and intended for participation by a single gender. Schools/parish programs are committed to providing opportunities for all of the students regardless of gender, within constraints of the institution’s resources.

BK3§404.4.2 Policy Religious formation is the primary purpose of Catholic education. Students shall be admitted only if their parents subscribe to this concept.

BK3§404.4.3 Policy Catholic catechetical ministries, established and maintained by the personal sacrifices of the Catholic community which continues to be their main source of support, shall justly give preference in admissions to students of families which support their local Catholic parish.

BK3§404.4.4 Policy Local boards, in conjunction with the appropriate pastor, parochial administrator or priest moderator/ catechetical administrator, shall establish written requirements of parents or legal guardians as conditions for the continued enrollment of their children. Such requirements shall be in conformity with the state and federal regulations.

BK3§404.4.5 Policy Inability to fulfill financial requirements shall not be the sole reason for denying admittance to the school or parish programs.

Commentary

Present state code states that a child who is six years of age by September 1 may be admitted into grade one.

Other catechetical programs may follow local standards. Procedures

Students who do not fulfill the age requirement but, who after adequate examination are found to possess sufficient maturity to enter kindergarten or first grade, may be accepted into the Catholic school. Likewise, with the consent of the pastor, parochial administrator or priest moderator, the principal is authorized to exclude from admission to kindergarten or first grade students who, on the basis of testing conducted by the school, are definitely unprepared for regular classroom work.

Students enrolled in other catechetical programs must obtain developmental level commensurate with their peer group.

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BK3§404.4.6 Policy The Catholic school shall make every reasonable attempt to provide Catholic education to students with disabilities. (See NDC, no. 49)

BK3§404.4.7 Policy Those students who cannot be fully integrated into the total regular school program shall be encouraged to take advantage of dual enrollment.

Commentary

Present state statutes require that public school districts accept in part-time attendance, via dual enrollment procedures, students who are enrolled in non-public schools and who are in need of special education and related services not available in the non-public school. These students do not need to withdraw from the non-public school. Once enrolled part-time in the public school, they have all the rights, responsibilities and privileges of special education and related services as any student in the public school.

BK3§404.5 PART–TIME ENROLLMENT IN PUBLIC SCHOOL PROGRAMS

BK3§404.5.1 Policy When students in the Catholic school are in part–time enrollment in public schools or public school programs, every reasonable effort shall be made to cooperate with public school personnel to facilitate such attendance.

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STUDENT ATTENDANCE BK3§405

BK3§405.1 STATE LAW

BK3§405.1.1 Policy All Catholic schools shall follow State law for compulsory attendance of all children in an academic institution between the ages of seven (7) and sixteen (16) years.

BK3§405.2 ABSENCE

BK3§405.2.1 Policy All teachers shall keep accurate daily records of attendance. Attendance records must be kept in accord with diocesan record retention policies and permanently on file.

Procedure

Any time a student is not in school, he/she is designated absent.

BK3§405.2.2 Policy Notification from the parent(s) or legal guardian(s) of the student shall be required for each absence. If a student is absent without an excuse, or for more than one day and the school has reason to suspect the validity of the excuse, the principal shall investigate the situation.

Procedures

Students who must be excused for medical, dental, funeral, or other reasons during school time are considered absent. Notification must be given in advance stating the time, length, and reason for the absence.

For all other absences, parent(s) or legal guardian(s) need to call the school within a specified time to report an absence or the school will call the parent(s)/legal guardian(s). The school is to document these calls.

BK3§405.2.3 Policy Accurate attendance records shall be kept for registered students in parish catechetical programs. All absences shall be verified.

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BK3§405.3 TARDINESS

BK3§405.3.1 Policy Accurate records of tardiness shall be kept for registered students in parish catechetical programs.

BK3§405.4 HABITUAL ABSENCE AND TARDINESS

Commentary

A truant is a student who is absent without a valid cause for a school day or a portion of the day.

BK3§405.4.1 Policy In persistent cases of absence or tardiness in a Catholic school, the services of the truant officer, assigned to the local public school, shall be enlisted.

BK3§405.4.2 Policy In similar circumstances in other catechetical programs, the catechetical administrator shall coordinate remediation with the parents and student.

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STUDENT PROGRESS BK3§406 BK3§406.1 EVALUATION OF STUDENT PROGRESS

BK3§406.1.1 Policy Schools/other parish education programs shall use a variety of means to evaluate the students.

Bk3§406.2 REPORTING STUDENT PROGRESS

BK3§406.2.1 Policy Catechists shall use a variety of means of reporting students’ progress to parents since no single method can present an adequate profile of an individual student.

Bk3§406.3 RELEASE OF SCHOOL/PARISH RELIGIOUS EDUCATION PROGRAM RECORDS

BK3§406.3.1 Policy Except as set forth below or with the permission of the parent or legal guardian, names and addresses of students and their parent(s) or legal guardian and other information shall not be released to unauthorized persons, e.g., business firms, insurance companies, fund-raising organizations, etc.

BK3§406.3.2 Policy The parent(s) or legal guardian shall have the right to access their student’s records.

BK3§406.3.3 Policy Catechetical administrators and their designees shall not release personally identifiable records without the prior written consent of the parent(s) or legal guardian except in the following cases:

• To other school/parish officials, including catechists and counselors within the school/parish or school system who have a legitimate interest • To officials of other schools/parishes in which the student intends to enroll, provided that the parent(s) or legal guardian are notified of the release of the records, are provided a copy of the record if they desire it and are given an opportunity to challenge the record if necessary • To government auditors who are auditing a performance of government funded programs • A court order or a proper subpoena

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BK3§406.3.4 Policy Official school/parish records do not have to be released until all fees and other obligations are satisfied.

BK3§406.3.5 Policy Schools shall follow all State laws regarding transfer of records.

Commentary

According to the Illinois State Board of Education, information sufficient to insure adequate placement of a student and the student’s health record must be released within ten (10) days of a transfer to another school.

BK3§406.4 INACTIVE FILE OF SCHOOL RECORDS

BK3§406.4.1 Policy When a student graduates from a Catholic School, the permanent cumulative record shall be placed in the inactive file. It shall contain:

• Attendance records • Academic records • Standardized test results • Copies of health and immunization records • Promotions – retentions • Any other pertinent information

BK3§406.4.2 Policy Only factual statements shall be recorded on permanent records.

BK3§406.4.3 Policy The permanent cumulative record shall be maintained in a file for at least sixty-two (62) years.

Procedure

In the case of school closure, the Office for Archives and Records Management may accept school records for storage.

BK3§406.4.4 Policy When a student transfers to another school, a duplicate copy of the student’s permanent cumulative record shall be sent. The original shall be placed in the inactive file.

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BK3§406.5 INACTIVE FILE OF PARISH CATECHETICAL RECORDS

BK3§406.5.1 Policy When a student transfers into faith formation beyond the scope of the parish religious education program his/her permanent cumulative record shall be placed in the inactive file. It shall contain:

• Attendance records • Catechists’ names • Standardized test and religious assessment results • Progress reports • Any other pertinent information

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DISCIPLINE _ BK3§407

Commentary

The essence of Christian discipline is self-discipline. All disciplinary action should be created to help the student grow in understanding of him/her self and of his/her Christian responsibilities to others. This is achieved best when the principal, DRE/CRE, catechists and parents or legal guardian(s) cooperate in guiding the student’s growth in Christian attitudes, values and behaviors.

BK3§407.1 STUDENT DISCIPLINE

BK3§407.1.1 Policy All persons in the employ of or working on behalf of the school/parish shall:

• Respect the dignity of the student at all times—avoid personal indignities such as striking, pulling hair or ears, sarcasm, ridicule, nagging, name-calling and public humiliations • Provide a classroom that is conducive to learning—order and discipline are an outgrowth of good teaching • Deal with individual student discipline problems—avoid indiscriminate punishment of all in the class for the misconduct of one or some student(s) • Help the student to see clearly the consequences of various behaviors and to realize that choosing certain behaviors means accepting the responsibility for the consequences of these behaviors—the consequences should always be logical and appropriate to the behavior • At the beginning of the year make clear to students and parents or legal guardian the catechetical program and classroom regulations and procedures, as well as the consequences of violating these regulations and procedures—the consequences of violating regulations should always fit the offense

BK3§407.2 SUSPENSION

BK3§407.2.1 Policy A student in the Catholic school shall not be suspended by the principal until there has been a conference with the parent(s) or legal guardian. The time period of suspension may not exceed five (5) school days. The date of the suspension and a summation of the parent conference shall be kept on file.

Procedure

Behavior that warrants suspension from a parish catechetical program will result in a conference with the catechetical administrators, parents or legal guardian and student. The objective is a mutually agreed upon solution.

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BK3§407.3 EXPULSION

Commentary

The expulsion of a student from a catechetical program is so serious that it should be invoked rarely and then only as a last resort. The fact that a student presents serious problems is not in itself sufficient reason for expelling him/her.

BK3§407.3.1 Policy The catechetical administrator shall use reasonable means to discover the cause of the problem and should exhaust all appropriate remedies such as conference with parents or referral to a guidance clinic, physician, or the pastor, parochial administrator or priest moderator.

BK3§407.3.2 Policy Causes and procedures for permanent dismissal from the catechetical program are to be clearly delineated in writing by the catechetical administrator. They shall be published in the handbook in order that parents and students are informed of them at the beginning of the school year.

Procedures

The general situations which demand removal of a student can be reduced to two: 1. Delinquency and conduct which poses a risk of injury to the student, other students or staff, or which could be considered a violation of law or a serious violation of the rules of the school 2. Chronic or incorrigible misbehavior which undermines classroom discipline and impedes the progress of the entire class

When all other means have failed and expulsion is being considered, the following procedures are to be observed:

1. The student is to be suspended for a period not to exceed five school days. 2. The parents or legal guardian of the student are to be granted a conference with the pastor, parochial administrator or priest moderator and catechetical administrator in the hope that a solution to the problem will be found which will forestall the necessity of expulsion. 3. The pastor, parochial administrator or priest moderator, in consultation with the catechetical administrator, is to make the final decision and to communicate this decision to the parents. If expulsion is necessary, the catechetical administrator will make an effort to help them make arrangements for the further education/formation of their child. 4. If expulsion is necessary, the date of the withdrawal and the word "misconduct" will be annotated on the student’s school record. At the option of the school, if the reason for the expulsion is for possession of a weapon as defined in the Gun

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Free Schools Act, related to the possession or distribution of a controlled substance, battery of a staff member or a fellow student, said reason(s) can be Procedure continued

specifically indicated on a transfer record.

Any other reason for expulsion that catechetical administrators think needs to be disclosed should be subjected to legal review.

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HEALTH – SAFETY – WELFARE BK3§408

BK3§408.1 CHILD ABUSE AND SEXUAL ABUSE

Commentary

In response to the call by the United States Conference of Catholic Bishops to break the “cycle of abuse,” the Diocese of Springfield in Illinois has revised and adopted a Policy on Working with Minors. Responsibility for adherence to the Policy on Working with Minors rests with the individual. Church personnel who disregard this policy will be subject to remedial action. Corrective action may take various forms - from a verbal reproach to removal from the ministry/employment – depending on the specific nature and circumstances of the offense and the extent of the harm.

BK3§408.1.1 Policy All Church personnel and volunteers, as defined in BK3§101 shall certify to their understanding of this Policy on Working with Minors and the Policy on Sexual Abuse of Minors by Church Personnel by signing the appropriate Certification and Authorization Document.

BK3§408.1.2 Policy All Church personnel and volunteers shall comply with Safe Environment policies in the Diocese of Springfield in Illinois.

BK3§408.2 SCHOOL HEALTH EXAMINATIONS AND IMMUNIZATIONS

BK3§408.2.1 Policy In compliance with Illinois law, health examinations and immunizations shall be required according to the rules and regulations promulgated by the Department of Public Health. All sections of the Certificate of Child Health Examination must be accurately completed by the specified party. Parent(s) or guardian(s) who object(s) to health examinations or to immunizations on religious grounds shall not be required to submit their children to them. The parent(s) or guardian shall, however, present to the principal of the school a Certificate of Religious Exemption (detailing grounds for objection and specific immunizations, tests, or examinations to which they object, and signed by the authorized examining healthcare provider).

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BK3§408.2.2 Policy In the event of an outbreak, students who are not adequately immunized (and have a parent- signed Certificate of Religious Exemption with reasons on file) must be removed from school for their own safety. Schools shall maintain a susceptibility list of these students.

BK3§408.2.3 Policy If the physical condition of the student is such that any one or more of the immunizing agents should not be administered, the examining physician shall disclose such fact upon the health examination form.

BK3§408.3 SCHOOL RECORDS

BK3§408.3.1 Policy The most recent health examination and immunization records shall become part of the student’s permanent cumulative academic record.

BK3§408.4 COMMUNICABLE DISEASES

BK3§408.4.1 Policy Students with communicable diseases shall get an evaluation from a doctor and share it with the catechetical administrator or designee before they can attend school or a catechetical program.

BK3§408.4.2 Policy A child shall be sent home from a school/parish program upon displaying symptoms of a communicable disease, having a temperature of 100 degrees or above, having vomited or having experienced an accident requiring a doctor’s attention.

Procedure

A child who shows signs of illness should not come to school/parish program.

BK3§408.4.3 Policy Parents shall notify the school/parish program when a child has a communicable disease.

BK3§408.4.4 Policy The catechetical administrator shall notify the Department of Public Health when a student is sent home because of any suspected communicable disease.

Procedure

1. A student may return to a school/parish program after being free of symptoms of non- Diocese of Springfield in Illinois Policies and Procedures – June 2016 86

chronic diseases.

2. A student returning to school/parish program after an absence due to a communicable and chronic infectious disease may be required by administration to present a certificate from a physician licensed in the state of Illinois stating that the student qualifies for readmission to the school/parish program under the rules of the Illinois Procedure continued

Department of Public Health which regulates periods of incubation, communicability, quarantine and reporting.

BK3§408.5 CONDUCT AND RESPONSIBILITIES WHEN ATTENDING FIELD TRIPS AND OTHER PARISH SPONSORED TRIPS WITH MINORS

BK3§408.5.1 Policy Children, adolescents and accompanying adults attending field trips or other parish sponsored trips shall be informed that participation in such events requires that they adhere to a code of behavior. This code of behavior, which applies to both minors and accompanying adults attending said functions, is as follows:

1. Each person will respect his/her individual dignity, self-worth and value in God’s eyes 2. Each person will respect the dignity, self-worth and value in God’s eyes of other persons 3. Each person will respect the physical property and possessions of other persons and institutions 4. Each person has a duty to report violations of the conduct code

Procedure

Specific violations of the code include, but are not limited to, the following: 1. Possession or use of alcohol or any controlled or look-alike substances (sacramental wine for use in the liturgy is excluded from this policy) 2. Sexual harassment or other sexual activity 3. Theft 4. Destruction of property 5. Any other act defined as criminal under the laws of the state in which the event is occurring 6. Leaving the activity/activity grounds without permission 7. Absence without permission from a designated sleeping area 8. Wearing of obscene, alcohol/drug related or tobacco related clothing 9. Violence of any kind 10. Violation of directives given by supervisors or officially designated chaperones

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BK3§408.5.2 Policy A procedure shall be established for each event to determine consequences for the violation. Every care will be taken in establishing said procedure to protect the rights of the person accused of the violation.

Procedure

Consequences may include, but are not limited to:

1. Expulsion from the event 2. Suspension from future events 3. In-school suspension, i.e., restricted to a specific room under supervision 4. Community service 5. Suspension for specific activity included in the event 6. Monetary restitution for damages 7. Notification of parents, catechetical administrator and pastor, parochial administrator or priest moderator 8. Notification of appropriate legal authorities

Although no consequences are mandated for any violation, expulsion from the event will be strongly considered for drugs, alcohol, sexual activity, illegal acts or acts which seriously endanger the lives or safety of others.

BK3§408.6 STUDENT ACCIDENT INSURANCE

BK3§408.6.1 Policy It is required that schools offer a student accident insurance plan. The school shall make certain that parent(s) or legal guardian(s) of every student in the school declare(s) in writing that they either do or do not want their child or children to be covered by the student accident insurance.

BK3§408.6.2 Policy If a student does not take the student accident insurance, the local school must require a signed waiver releasing the school and staff of any liability. These signed waivers must be kept on file for all who do not participate in the student accident insurance plan.

BK3§408.6.3 Policy If a parent does not take the student accident insurance, the parent must show proof of other health insurance coverage. Students without proof of insurance coverage shall not be allowed to attend school.

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Commentary

The diocese does not provide student accident insurance coverage. Failure to follow these policies and have the required documents on file may result in the school paying the claim.

BK3§408.7 EMERGENCY PROCEDURES

BK3§408.7.1 Policy The catechetical administrator(s) must insure that all personnel know what to do in an emergency. Procedures shall be brief, clearly written and posted in a conspicuous place in each room that is used in the program. All schools and parish catechetical programs shall develop a Crisis Plan, implement it and keep it updated.

BK3§408.8 ACCIDENT, INJURY AND ILLNESS

BK3§408.8.1 Policy All student accidents, injuries or illness happening on the parish and school property during catechetical activities shall be reported immediately to the catechetical administrator(s) or a properly designated authority.

Procedure

An effort should be made by the available personnel to contact the parent(s) or legal guardian of the student for information and instructions. If the parent(s) or legal guardian cannot be contacted and the illness or injury is believed to be serious enough to require medical attention, the person in charge should arrange for the student to be taken to a doctor or to a hospital for treatment. This action on the part of any personnel does not obligate the person or the parish and school to assume financial responsibility for the treatment of the student.

BK3§408.8.2 Policy Catechetical personnel shall not administer medication to a student unless he/she is acting under a direct order which is signed by a licensed physician and parent or legal guardian.

Procedures

Additional information is available from the offices.

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BK3§408.8.3 Policy Each parish and school shall have an emergency file listing the address and telephone number at home and at work of the parent(s) or legal guardian and the information on one or two other persons who have agreed to assume responsibility when the parent(s) or legal guardian is(are) not available.

BK3§408.9 TRAFFIC SAFETY PLAN

BK3§408.9.1 Policy All catechetical programs shall develop a plan for the safety of children arriving and leaving the facilities.

BK3§408.10 FIRE SAFETY

BK3§408.10.1 Policy Fire drills shall be conducted according to city, county and state regulations. All persons connected with the operation of the school or catechetical program should be aware of procedures for notifying authorities in the event of fire.

BK3§408.11 BOMB THREATS

BK3§408.11.1 Policy If a bomb threat is received by a school or catechetical program, the police department must be notified immediately.

Procedures

This is a police matter. The catechetical administrator should accept the decision of the police authorities concerning the course of action to be taken.

BK3§408.12 TORNADO WARNINGS

BK3§408.12.1 Policy Catechetical programs shall have procedures in place for tornado warnings.

Procedures

If a tornado warning is in effect in the locality of the school or parish facility, everyone should be directed to a safe place. A basement area will provide the best protection. Areas with large roof expanses, such as auditoriums and gymnasiums, are hazardous in these conditions. If the building is of reinforced construction, keep everyone inside, away from windows and, preferably, in an interior hallway on the lowest floor.

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BK3§408.13 INCLEMENT WEATHER AND THE CLOSING OF SCHOOL OR CANCELLATION OF PARISH CATECHETICAL PROGRAM SESSION

BK3§408.13.1 Policy In case of the closing of school for inclement weather, water shortage, or the like, some arrangement shall be made with the local media to have the announcement broadcast throughout the area.

Procedure

In most situations of this nature, it is best to collaborate with the local public school policy regarding this so that all schools will be doing the same thing.

BK3§408.13.2 Policy In the case of the cancellation of a parish program session for inclement weather, etc., appropriate arrangements shall be made to notify parents or legal guardian.

BK3§408.14 CRISIS PLAN

BK3§408.14.1 Policy Each catechetical program is to develop and maintain a crisis plan. All persons will be trained in its implementation.

BK3§408.15 WELLNESS PLAN

BK3§408.15.1 Policy All schools that participate in the federal nutrition programs (lunch, breakfast, milk) are required to develop a wellness policy according to the Child Nutrition and WIC Reauthorization Act of 2000.

Procedures

In developing the program schools have three options:

1. Schools can use the diocesan wellness policy. 2. Schools can establish their own policy. 3. Schools can adopt the wellness policy of their local district.

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INSTRUCTION AND PROGRAM BK3§500

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CATECHESIS BK3§501

Saint John Paul II said that, “the name of catechesis was given to the whole of the efforts within the Church to make disciples, to help people to believe that Jesus is the Son of God, so that believing they might have life in his name, and to educate and instruct them in this life and thus build up the Body of Christ.”1

The major goal of all catechetical programs in the diocese is to assist in the faith development of all persons.

BK3§501.1 Policy In order to achieve this goal all efforts in catechesis shall incorporate the following tasks:  Promotion of knowledge of the faith  Promotion of knowledge of the meaning of the Liturgy and the sacraments  Promotion of moral formation in Jesus Christ  Teaching how to pray with Christ  Preparation to live in community and to actively participate in the life and mission of the Church  Promotion of missionary spirit that prepares the faithful to be present as Christians in society.1

1 John Paul II, Catechesi Tradendae: On Catechesis in Our Time (Washington, D.C.: United States Conference of Catholic Bishops, 1979), no.1. 2 United State Conference of Catholic Bishops, NDC, No. 20

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PARISH CATECHETICAL PROGRAMS (Parish and School ) BK3§502

BK3§502.1 PARISH RESPONSIBILITY

BK3§502.1.1 Policy Using the guidelines and criteria found in the National Directory for Catechesis, a parish shall offer catechetical opportunities for all parishioners.

BK3§502.2 ELEMENTS OF CATECHETICAL PROGRAMS

BK3§502.2.1 Policy In accordance with Church teaching, catechetical programming (See Policy BK3§101.1.1) shall include proclamation of the Word, worship, community, and service and shall invite a response in faith and prayer in a spirit of on-going evangelization.

1. Content within catechesis shall be presented according to the developmental level of the participants and be in accord with the Gospel message and the Magisterium of the Church. 2. Catechesis, following the example of Jesus Christ, shall have an experiential component, i.e., discovering God in the human situation. 3. Liturgy and prayer shall be an integral part of catechesis. 4. Service to the community shall be fostered as an expression of effective catechesis. 5. Catechesis shall take place in an atmosphere of mutual respect and ecclesial community.

BK3§502.3 PLANNING

BK3§502.3.1 Policy All parishes shall develop and maintain a comprehensive documented program plan including a calendar for catechesis of all parishioners.

BK3§502.4 COLLABORATION

BK3§502.4.1 Policy The program plan shall be developed by the catechetical staff in collaboration with the pastoral staff and the appropriate education board, committee or council and shall be approved by the pastor.

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BK3§502.5 PROGRAM EVALUATION

BK3§502.5.1 Policy Parish catechetical programs shall be evaluated regularly by the parish staff in accord with objective criteria published in the catechetical program plan documentation.

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ADULT CATECHESIS BK3§503

BK3§503.1 RELIGIOUS EDUCATION PROGRAM DEVELOPMENT

BK3§503.1.1 Policy Religious education program development shall include adult religious education and faith formation by implementing the statement of the U.S. Catholic bishops, Our Hearts Were Burning Within Us: A Pastoral Plan for Adult Faith Formation in the United States.

Procedure

PRINCIPLES OF ADULT FAITH FORMATION

The following principles, as taken from the document (Sections 75-87), Our Hearts Were Burning Within Us, should be used to assist in the implementation of the adult faith formation plan of the bishops.

General Principles for Adult Faith Formation 1. Plan adult faith formation to serve “the glory of God, the building of the Kingdom, and the good of the Church.” 2 2. Orient adult Christian learning toward adult Christian living. 3. Strengthen the role and mission of the family in Church and society.

Principles for Planning Adult Faith Formation 4. Give adult faith formation the best of our pastoral resources and energies. 5. Make adult faith formation essential and integral to the pastoral plan of the parish. 6. Design adult faith formation opportunities to serve the needs and interests of the entire faith community.

Principles for Conducting Adult Faith Formation 7. Use the catechumenate as an inspiring model for all catechesis. 8. Respect the different learning styles and needs of participants, treating adults like adults, respecting their experience, and actively involving them in the learning process. 9. Engage adults actively in the actual life and ministry of the Christian community.

Principles for Inculturating Adult Faith Formation 10. “Bring the power of the Gospel into the very heart of culture and cultures.”3 11. Let the gifts of culture enrich the life of the Church. 12. Involve the whole people of God in inculturating the faith. 13. Let adult faith formation programs be centers of service and inculturation.

2 International Council for Catechesis, Adult Catechesis in the Christian Community: Some Principles and Guidelines (Rome: Libreria Editrice Vaticana, 1992), no. 24. 3 John Paul II, CT, no. 52.

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BK3§503.2 ADULT EDUCATION COMMITTEE

BK3§503.2.1 Policy Each parish or cluster of parishes shall name an advisory committee that is responsible for assisting the pastor and/or the director of religious education to develop adult religious education and faith formation programs.

Procedure

The pastor may name the parish pastoral council or another group to advise him.

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CATECHESIS FOR CHILDREN AND ADOLESCENTS (Parish and School)BK3§504

BK3§504.1 CATHOLIC FAITH CONTENT

BK3§504.1.1 Policy All catechetical programs and courses shall present the central doctrine of the Catholic faith clearly and accurately. The principles and guidelines set forth in the National Directory for Catechesis shall guide all catechetical programs, both in the parish and in the schools. Diocesan Religion Standards shall be familiar to all the teachers and readily available to parent(s) or legal guardian.

Procedure

For formation materials pertaining to the National Directory for Catechesis, contact the offices.

BK3§504.2 COORDINATION OF PROGRAMS

BK3§504.2.1 Policy The parish and the Catholic school catechetical programs shall be coordinated. The catechetical program administrators shall collaborate in such matters as book evaluation, sacramental preparation programs, catechist formation, teacher development and parent education. Preparation for the reception of the sacraments shall be conducted jointly between the parish and school.

BK3§504.3 CATECHESIS IN HUMAN SEXUALITY AND PERSONAL SAFETY TRAINING

BK3§504.3.1 Policy Education in sexuality and personal safety training are integral to a student’s growth and development and shall be part of the curriculum of parish catechetical programs. Programs in human sexuality and personal safety training shall reflect the norms and guidelines provided in Church documents with special emphasis on those found in Canon Law, the National Directory for Catechesis and the safe environment guidelines of the Diocese of Springfield in Illinois (Article 12 of the USCCB Charter for the Protection of Children and Young People).

BK3§504.3.2 Policy Parish catechetical programs shall schedule and conduct personal safety training as part of their yearly curriculum for students as designated by the diocesan Office for Safe Environment.

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BK3§504.4 TEXTBOOKS

BK3§504.4.1 Policy Textbooks used must be in conformity with the Catechism of the Catholic Church and found on the Conformity Listing of Catechetical Texts and Series published by the USCCB Subcommittee on the Catechism.

Procedure

1. The responsibility for selecting catechetical textbooks is that of the pastor and catechetical program administrators in consultation with catechists, teachers and other parish/school professionals. 2. Direct people to the USCCB site. (Religion textbook conformity list for USCCB)

BK3§504.5 CATECHESIS FOR PERSONS WITH SPECIAL NEEDS

BK3§504.5.1 Policy Persons with special needs shall be provided with appropriate catechetical opportunities and programs within reasonable accommodations.

Commentary

Ideally, catechetical programs will not segregate persons with special needs from the rest of the community. The goal is to present Christ’s love and teaching to all in as full and rich a manner as appropriate. It is particularly important for the family to be involved in the catechesis.

BK3§504.6 TEACHERS AND CATECHISTS

BK3§504.6.1 Policy All catechists, whether they teach in a school or parish catechetical program, must actively seek formation through the diocesan Catechist Formation Process.

Commentary

Parish programs participate in the catechetical mission of the Church to proclaim the Gospel of Jesus Christ. The religious goals of these programs are of critical importance and all staff members are expected to contribute to their attainment.

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BK3§504.7 CATECHETICAL PROGRAMS FOR ADOLESCENTS

Commentary

The most effective catechetical programs for adolescents are integrated into a comprehensive program of pastoral ministry for youth that includes advocacy, catechesis, community life, evangelization, justice and service, leadership development, pastoral care and prayer and worship.4

The Church’s ministry with adolescents focuses on three essential goals:

1. “Empowering young people to live as disciples of Christ in our world today; 2. Drawing young people to responsible participation in the life, mission and work of the faith community; and 3. Fostering the personal and spiritual growth of each young person.”5

BK3§504.7.1 Policy The following USCCB documents shall be used as guidelines for developing catechetical programs for adolescents: 1. Renewing the Vision: A Framework for Catholic Youth Ministry 2. The Challenge of Adolescent Catechesis: Maturing in Faith 3. Doctrinal Elements of a Curriculum Framework for the Development of Catechetical Materials for Young People of High School Age

BK3§504.8 PARENT INVOLVEMENT IN ALL PROGRAMS

BK3§504.8.1 Policy Catechetical program administrators shall involve parents in the planning and implementation of catechetical programs where appropriate.

Procedure

One way to ensure this is by having parents as representatives on boards and committees.

4 USCCB, Renewing the Vision, p. 26 5 USCCB, Renewing the Vision, p. 2

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BK3§504.9 CATECHETICAL VOLUNTEERS

BK3§504.9.1 Policy The catechetical program administrator shall provide catechetical volunteers with a written job description.

Procedure

Contact the offices for samples.

BK3§504.9.2 Policy The pastors shall see to it that volunteers submit a written application, and be interviewed, trained, supervised and evaluated.

Procedure

Contact the offices for samples.

BK3§504.9.3 Policy No parish shall be required to accept volunteer services from anyone, or to retain anyone as a volunteer.

BK3§504.10 CATECHESIS IN SCHOOLS

BK3§504.10.1 Policy Each Catholic school in the diocese must provide daily instruction in the Catholic faith for every student.

Commentary

It is the responsibility of the pastor and the catechetical administrator to make clear the importance of catechesis in the parish school. All members of the faculty share in this responsibility.

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BK3§504.11 LITURGIES AND SERVICE ACTIVITIES

BK3§504.11.1 Policy Liturgical celebrations (especially Mass and Reconciliation), in accord with approved liturgical norms, and service opportunities shall be an integral part of the catechetical program.

Procedure

Every effort should be made to offer weekly Mass for students in Catholic schools.

BK3§504.12 FIELD TRIPS

BK3§504.12.1 Policy The catechetical administrator shall authorize only those field trips that are appropriate educational or catechetical experiences.

BK3§504.12.2 Policy On field trips there shall be an adequate number of adult chaperones (age 21 or older) for students and all chaperones must abide by the Policy on Working with Minors for the Diocese of Springfield in Illinois.

Procedure

An acceptable ratio of chaperones is 1 adult (age 21 or older) for every 8 students. The number of chaperones depends on age of children and nature of event.

Commentary

Parental/Legal Guardian authorization is to be obtained in written form only by using the approved diocesan form for each event away from the premises of the parish or school. The completed forms are to be kept by the school/parish for one year from the date of the event unless otherwise advised.

For information on transportation see BK3§206.

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BK3§504.13 ASSESSMENT

BK3§504.13.1 Policy All parish catechetical programs shall administer a religion assessment using the program and grade levels specified by the offices.

Procedure

Aggregated reports resulting from the annual religion assessment of students should be reviewed and analyzed in this evaluation.

BK3§504.14 HOME SCHOOLING FOR CATECHESIS

BK3§504.14.1 Policy Parents who choose to carry out the faith formation of their children at home shall meet regularly with the pastor and/or catechetical administrator.

Procedure

These parents are encouraged to use the Faith Formation curriculum materials adopted by the parish.

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CATHOLIC SCHOOL CURRICULUM BK3§505

BK3§505.1 CURRICULUM

BK3§505.1.1 Policy The primary goal of the program of instruction in the schools of the diocese shall be to provide those learning experiences which are suitable and appropriate for developing the values, attitudes, knowledge and skills necessary for the student’s moral, intellectual, social, emotional and physical development.

BK3§505.2 OBJECTIVES OF INSTRUCTIONAL PROGRAM

BK3§505.2.1 Policy The instructional program of each school shall be in accord with the educational goals of the school, the educational objectives of the diocese, and meet the Illinois State Board of Education requirements for state recognition of nonpublic schools.

Commentary

These will serve as the basis for the curriculum developed at each local level to meet the particular needs of the student population served.

BK3§505.2.2 Policy In accord with the Christian philosophy and goals of the Catholic schools, religion classes and courses in Christian family living are essential and integral components of the curriculum and shall be aligned with the Roman Catholic Church in the Diocese of Springfield in Illinois.

BK3§505.3 LOCAL CURRICULUM DEVELOPMENT

BK3§505.3.1 Policy The catechetical administrator and faculty shall be responsible for local curriculum development. The curriculum shall be evaluated by the administration and staff yearly to determine whether it is fostering the achievement of the goals of the school.

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BK3§505.4 CURRICULUM AREAS

BK3§505.4.1 Policy The required curriculum areas for the elementary schools shall be:

• Teachings of the Roman Catholic Church • Christian family living • Personal safety training • Language arts • Computer literacy • Reading • Mathematics • Fine arts • Social studies • Physical education • Creative writing • Science

Every school shall have written standards that shall exist for all areas of the curriculum.

BK3§505.5 COURSES ON CONSTITUTIONS OF THE UNITED STATES AND ILLINOIS

BK3§505.5.1 Policy Regular courses of instruction on the constitutions of the United States and of the State of Illinois shall be given in all Catholic schools. Each student is required to pass a test which demonstrates mastery of the content of each of the constitutions.

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CATHOLIC SCHOOL INSTRUCTIONAL ARRANGEMENTS BK3§506

BK3§506.1 CALENDAR REQUIREMENTS

BK3§506.1.1 Policy Each school shall draft its own calendar.

Procedure

In cities where there is more than one Catholic school, the principals and pastors should coordinate their schedules so that there is uniformity as to the days of attendance. They should also attempt to coordinate their calendar with the local public school.

BK3§506.1.2 Policy A copy of the school calendar must be filed with the Office for Catholic Schools.

Procedure

Use the format established by the Office for Catholic Schools.

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BK3§506.1.3 Policy In preparing this calendar, the following minimum requirements shall be met by all schools:

1. The school calendar shall be based on a minimum of 185 days. The minimal diocesan requirement for actual pupil attendance is 176 days. Attendance days are days on which teachers meet students, either in the school or at some other learning site.

o Provision shall be made for at least two (2) full days for teachers’ institutes (including the required Diocesan Adult Enrichment Conference) and five (5) days for weather emergency. The remaining two (2) days may be designated as days of recollection, records’ days or parent-teacher conferences.

o Five of the 176 pupil attendance days may be utilized for faculty workshops, in-service programs and the required diocesan sponsored Regional workshop. On such days classes shall be conducted for at least three (3) hours.

o The official closing date shall be the 185th school calendar day following the beginning date. This date may be modified according to the number of unused emergency days.

2. All schools shall close on the following days: Labor Day, Thanksgiving, and Friday after Thanksgiving, Christmas, New Year’s Day, Good Friday, Memorial Day and Fourth of July.

3. The following days mark important events in our nation’s history and should be celebrated with an appropriate observance: Columbus Day, Veterans’ Day, Dr. Martin Luther King, Jr. Day, Lincoln’s Birthday, Washington’s Birthday, President’s Day and Casimir Pulaski Day.

4. If school is in session on holy days of obligation, such as the Assumption of Mary (Aug. 15), All Saints (Nov. 1), Immaculate Conception (Dec. 8), or other major feast days such as Ash Wednesday, parish patron feast day, anniversary of the dedication of the parish church, or All Souls (Nov. 2), appropriate liturgical celebrations shall be planned for the students during the school day.

5. All schools will be closed so teachers will attend mandatory Diocesan Catechetical events including Regionals, Diocesan Adult Enrichment Conference, etc.

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BK3§506.2 LENGTH OF SCHOOL DAYS

BK3§506.2.1 Policy The ordinary school day shall consist of a minimum of five and one-half (5-1/2) hours of instruction on a five-day per week basis.

BK3§506.3 TIME DISTRIBUTION

BK3§506.3.1 Policy Every school shall develop a classroom time schedule which fulfills the recommendations of the Office for Catholic Schools.

Procedure

The time distribution schedule should demonstrate priorities based on the particular educational approach of the school.

BK3§506.4 CLASS SIZE

BK3§506.4.1 Policy Class size shall be set at the local level.

Procedure

It is strongly recommended that the maximum class size not exceed thirty (30) students.

BK3§506.5 TEXTBOOKS

BK3§506.5.1 Policy Textbook selection shall be a local responsibility. The selection of catechetical textbooks should conform to Bk3§504.4.

Procedure

To guarantee the selection of excellent materials, local evaluation committees are formed, consisting of teachers, principals, supervisors and curriculum experts. These committees are charged with the responsibility of reviewing all available materials in each of the subject areas.

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BK3§506.6 TEACHER PLANS

BK3§506.6.1 Policy The teacher’s daily lesson plan for every subject (learning objective, instructional strategies and means of assessment) shall be carefully recorded prior to the week of the instruction. Such a record should be regularly reviewed by the principal or his/her delegate to ensure that the instruction offered is meeting both the individual needs of the students served and the stated curriculum requirements.

BK3§506.7 ASSIGNMENTS

BK3§506.7.1 Policy Each school shall develop its own policy on assignments and communicate it to the parents.

Procedure

When an assignment is given, it should provide for an application of previously learned material. Departmental structures would require coordination of assignments.

BK3§506.8 SPECIAL SERVICES

BK3§506.8.1 Policy The principal shall meet with the parent(s) or legal guardian(s) and the teacher to develop a modification or individual student plan for a student that is in need of special services. A record of this recommendation shall be kept by the principal.

BK3§506.9 TECHNOLOGY PLANS

BK3§506.9.1 Policy All schools shall have a technology plan that is also approved by the state.

Procedure

Two options are available:

1. Schools may use the technology plan written by the diocesan technology committee and file all required documents with the Office for Catechesis. 2. Schools may write their own technology plan to be approved by the diocesan technology committee and file all required documents with the Office for Catechesis.

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CATHOLIC SCHOOL ASSESSMENT PROGRAM BK3§507 BK3§507.1 DIOCESAN ASSESSMENT REQUIREMENTS

BK3§507.1.1 Policy All elementary schools shall follow the achievement assessment program as outlined by the Office for Catholic Schools.

Procedures

Schools may supplement the diocesan achievement assessment requirements for grade placements, diagnostic purposes and the like.

Prior to entering kindergarten or first grade, students may be given a readiness assessment prior to entering kindergarten or first grade.

BK3§507.1.2 Policy All elementary and high schools are required to administer a religion assessment using the program and grade levels specified by the Office for Catholic Schools.

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CATHOLIC SCHOOL EVALUATION BK3§508

BK3§508.1 PROGRAM EVALUATION

BK3§508.1.1 Policy The principal shall establish an ongoing, well-planned and sequential program of evaluation of the effectiveness of the educational and catechetical programs.

BK3§508.2 STATE RECOGNITION OF NONPUBLIC SCHOOLS

BK3§508.2.1 Policy All schools shall apply for and sustain state recognition as outlined by the Illinois State Board of Education. All schools shall successfully complete an educational review process by the Office for Catholic Schools.

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CATHOLIC SCHOOL CO-CURRICULAR ACTIVITIES BK3§509 BK3§509.1 ATHLETICS

Commentary

The purposes of school-sponsored athletic programs are to teach the skills of games, to foster healthy exercise, to teach fair play and to give enjoyment to students. Athletic programs which deny to certain students these opportunities, or that exert undue pressures on students, are inconsistent with these purposes.

BK3§509.1.1 Policy Any school-sponsored athletic programs shall be part of the school curriculum and shall be subject to policies of the pastor and local school board as well as to the general administrative responsibilities of the principal of the school.

BK3§509.1.2 Policy Further, school-sponsored athletic programs shall be guided by the general curriculum goals of the school and should in no way detract from the academic and religious goals of the school. Academic and religious policies and norms for students participating in these programs shall be established by the pastor or governing body and principal and enforced by the principal.

Procedure

Athletic programs for girls and boys are encouraged.

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BK3§509.1.3 Policy The following are requirements of elementary school-sponsored athletic programs:

• Written permission of parents • Physical examination completed by a licensed physician for the appropriate school year • Proof of medical insurance coverage • Competent supervision by qualified adult coaches who understand the sport, child growth and development and first aid

• Students shall be grouped into teams on the basis of grade level7 • Proper physical conditioning prior to participation in games • Appropriate equipment, including properly fitting protective gear and well- maintained facilities • scheduling of athletic programs not in conflict with local liturgical schedules • Reasonable scheduling of practices and games—generally, this would exclude games requiring substantial travel time on weekdays unless followed by a free day • Basketball schedules shall not exceed fifteen (15) regular season games, plus two tournaments or shall follow the Illinois Elementary School Association regulations. • Athletic schedules shall be approved by the principal

BK3§509.1.4 Policy High School athletic programs shall follow Illinois High School Association standards.

BK3§509.1.5 Policy All athletic directors and coaches shall be trained.

Procedure

Contact the Office for Catholic Schools for information on resources and training in Christian formation for athletic directors and coaches.

______7 In those cases where the number of students prohibits play under the current policy, exceptions to the two clauses marked may be permitted by mutual agreement of the local pastor, local board(s) and local school principal(s) in accordance with the purpose outlined at the beginning of the section

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BK3§509.1.6 Policy The following practices shall be prohibited in elementary school-sponsored athletic programs:

• The denial of play by students who cooperate with coaches through effort and practice • The participation of students on more than one team in the same sport8 • High-pressure contests, excessive publicity, elaborate recognition ceremonies, or exploitation of children in any manner • Bullying

Procedure

Hazing follows Diocesan Policy on Bullying BK3§402.8.2. High schools follow IHSA By-Laws.

BK3§509.2 CHEERLEADING

BK3§509.2.1 Policy Cheerleading programs shall abide by the following practices:

• Follow BK3§509.1 • Operate as an athletic program • Use safe practices when cheering • Have uniforms reflecting the dignity of the student

BK3§509.3 EXTRACURRICULAR ACTIVITIES

BK3§509.3.1 Policy Schools shall determine policies and procedures to cover all other extracurricular activities.

______8 see preceding note

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