2024-2025 Employee Handbook (8-13-24)

EMPLOYEE HANDBOOK

It is the responsibility of all employees acting on behalf of St. Francis High School in its programs and/or activities to read and familiarize themselves with the information, policies, and procedures, their stated implications and the contents of this Employee Handbook.

It is also the responsibility of all employees acting on behalf of St. Francis High School in its programs and/or activities to read and familiarize themselves with the information, policies and procedures of the Faculty Handbook, Program of Studies Handbook and the Student-Parent Handbook.

As a condition of employment, employees are subject to the rules and regulations established by St. Francis High School and the Diocese of Joliet and all existing and future amendments thereto. Such rules and regulations and existing and future amendments thereto, are to be construed as a part of the employee’s terms or employment the same as if such rules and regulations were set forth in full herein.

Employees at all times devote their utmost professional skill, learning and effort to fulfill their responsibilities and shall cooperate in the implementation of school policies as interpreted by the Principal or other administrators.

Employees shall endeavor to promote the best interests of the students and the reputation of the school, to maintain high Christian principles in all of their relations with students and parents, and to meet and maintain the requirements and standards of the Diocese of Joliet, the Illinois State Board of Education, the Illinois High School Association, and the administration of St. Francis High School.

NOTE: For purposes of this Employee Handbook, the term “School” means St. Francis High School, the term “DOJ” and “Diocese” means Diocese of Joliet. TABLE OF CONTENTS

Councils/Committees/Teams  President’s Council  Principal’s Council  Curriculum Committee

Co-Curricular Committee

Student Services Team

Safety and Security Planning Team

Summer Camps Team

Mother’s Club

Father’s Club

4.3 Safe Environment Requirements

4.4 Background Checks

4.5 Faith’s Law Compliance

4.6 Re-hiring of Former Employees of the School

4.7 Job Descriptions

4.8 Professional License

4.9 Personnel File

4.10 Review of Personnel File SECTION 5 WORKPLACE

5.1 Attendance and Punctuality

5.2 Personal Devices

5.3 Personal Communications

5.4 Personal Appearance

5.5 Faculty/Staff Required Attendance

5.6 Faculty/Staff Participation

5.7 Faculty/Staff Department Meetings

5.8 Outside Employment

5.9 Conflict of Interest

5.10 Confidentiality

5.11 Statements to the Media

5.12 Fundraising and Gift Acceptance Policy

5.13 Branding Policy

5.14 Sunday Policy

6.1 Faculty & Staff Total

6.2 Curricular and Co-Curricular

6.3

6.4 Health Insurance (Medical, Dental and Vision)

6.5 Group Life Insurance and Long-Term Disability

6.6 Profit Sharing Plan

6.7 403(b) Plan and ROTH Account

6.8 Social Security Benefits (FICA/MEDICATE)

6.9 Flexible Spending Accounts (FSA)

6.10 Workers’ Compensation

6.11 Employee Assistance Program

6.12 Employee Tuition Allowance

6.13 Faculty Tuition Assistance Program SECTION

7.1 Holidays

7.2 Vacation

7.3

7.4 Bereavement Leave

7.5 Domestic or Sexual Violence Leave

7.6 Family and Medical Leave Act

7.7 Jury Duty/Subpoenaed as a Witness Leave

7.8 Maternity/Paternity Leave

7.9 Military Leave

7.10 Short Term Medical Leave

7.11 Workers’ Compensation Leave

SECTION 8

8.1 Workplace Violence

8.2 Weapons in the Workplace

8.3 Sexual and Other Prohibited Harassment

8.4 Workplace Bullying

8.5 Disability and Accommodation

8.6 Work-Related Injuries

8.7 Personal Data Change

8.8 Smoke-Free and Tobacco-Free Workplace

8.9 Drug-Free Workplace

8.10 Diocese’s/School’s Right to Search

8.11 Use of Diocese/School Equipment and Resources

9.1 Illinois School Safety Drill Act

9.2 Emergency Procedures

9.3 Leaving the Building During Work Hours

9.4 Community Agencies

9.5 Missing Childres Records Act

9.6 Department of Children and Family Services

9.7 Reporting Student Injuries

9.8 Medication Policy

9.9 Suicide Prevention Policy

9.10 Keys/ID Card Policy

9.11 Visitor Policy

9.12 Facility Safety

9.13 Building and Grounds Maintenance SECTION

10.1 Professional Communications

10.2 Communication Guidelines

10.3 Contact with Students

10.4 Contact with Parents

10.5 Social Media Policy

10.6 Videotaping and/or Photographing of Students Policy SECTION 11 EMPLOYMENT SEPARATION

11.1 End of Employment

APPENDIX

A) DOJ Policy Regarding Sexual Abuse of Minors and Vulnerable Adults

B) DOJ Standards of Behavior For Those Working with Minors and Vulnerable Adults

C) Employee Rights Under the Family and Medical Leave Act

The information contained in this document is confidential and may be protected under international, federal or state laws. Unauthorized forwarding, printing, copying, distribution or use of such information is strictly prohibited and may be unlawful.

Disclaimer

St. Francis High School, may, at various points in time, in its sole discretion, modify or vary from anything stated in this handbook. If changes are made, employees will be notified.

This supplement supersedes all prior handbooks.

MISSION

St. Francis High School is a Catholic, college preparatory learning community that promotes spiritual, academic, physical and social development in the daily presence of Jesus Christ.

VISION

Develop students who are:

 faith-filled participants of the Church

 committed to Christian service

 critical thinkers

 effective and creative communicators

 persons of integrity

 physically fit and emotionally healthy

 respectful and accepting of others

 responsible citizens of the world

 self-directed, lifelong learners

PHILOSOPHY

Rooted in the Roman Catholic tradition and the charisms of Saint Francis of Assisi, the people of the St. Francis High School Community seek to live as disciples of Jesus Christ through the cultivation of our faith by loving God and serving others.

St. Francis High School advances the educational ministry of the Roman Catholic Church. We are faithful to Christ, and the spiritual teachers who represent Him on earth, the Pope and the Bishops.

St. Francis High School exists to promote the values of the Gospel of Christ, each member of the faculty and staff has a responsibility to foster a disciplined, caring, and Christ-filled environment.

St. Francis High School partners with parents in the promotion of the spiritual, academic, physical and social development of each student entrusted to the school.

St. Francis High School strives to assist each student to achieve his or her spiritual, intellectual, and social potential.

St. Francis High School welcomes all regardless of their race, color, sex, physical disability, national or ethnic origin, religious affiliation or immigration status.

All employees share in the responsibility of carrying out the mission and vision of St. Francis High School. By their decision to accept a contract with the school, they agree to support and to implement the school’s philosophy, goals, and objectives. In so doing, they assume the role of ministers in the Church’s work of Catholic education and join with administrators, parents, and students in attempting to build a Catholic educational community. The invaluable contribution of all employees comes not only from their professional competence, but also from their witness and personal example as adults committed to values inspired by faith.

SECTION 2: SCHOOL STRUCTURE

PRESIDENT/PRINCIPAL MODEL OF CATHOLIC SCHOOL GOVERNANCE

St. Francis High School has a model of President and Principal governance. The President oversees institutional advancement and serves as the executive officer and official spokesperson of the school, while the Principal serves as the operating officer of the school and is responsible for the day to day operations.

Commonly shared roles of both include:

 Mission, vision, philosophy, leadership

 Spiritual leader

 Long-range planning

Equally shared responsibilities include:

 Development of school climate

 Promotion of Catholic Identity

 Religious formation, campus ministry

 Collaboration with other Catholic agencies

President’s Role

 Administrative

 Fund Raising

 Business/Financial

 Liaison with Governing Board

Most important Responsibilities:

 Alumni and Friend Relations

 Marketing Initiatives

 Financial Aid Programs

 Oversight of Plant and Facilities

 Budget Development

 Contacts with the Community

Principal’s Role

 Educational Leader of the School

 Primary contact with Faculty and Staff

 Instructional Leader of the School

 Primary contact with current Students and their Parents

Most important Responsibilities:

 Curriculum Development

 Faculty and Academic Programs

 Student Recordkeeping

 Student Life

 Counseling and Health Services

 Co-Curricular Development of Athletics

 Co-Curricular Development of Activities/Clubs/Performing Arts

 School Calendar

 Major Academic and Co-Curricular Events

BOARD OF DIRECTORS

The primary concern of the Board of Directors is the fulfillment and support of the Mission of St. Francis High School. The Board of Directors has the authority, from time to time, to articulate a contemporary expression of the mission. The Board’s responsibilities are contained in the Bylaws of the Corporation and include, but are not limited to, the following: Supporting the Mission of the School, Hiring, Retaining and Assessing the President, Policy Formation and Enactment, Fiscal Supervision, School’s Major Programs, Strategic Planning, and Advancement.

All Board Policies, Plans and Actions must be rooted in the mission statement. The Board of Directors meets bimonthly.

PRESIDENT’S COUNCIL

Members of this Council are the President (Chairperson), Principal, Director of Finance & Operations Vice President of Advancement, Director of Communications, and School Chaplain.

The President’s Council assists the President in current and long-range planning related to the institutional direction, the allocation of resources and the determination of priorities in order to fulfill the mission of the school. This Council meets weekly.

PRINCIPAL’S COUNCIL

Members of this Council are the Principal (Chairperson), Assistant Principal of Academic Life, Assistant Principal of Student Life, and the Dean of Students.

The Principal’s Council assists the Principal in policy and procedural development related to the academic, spiritual, safety, physical and emotional programs in order to fulfill the mission of the school. This Council meets bi-monthly.

CURRICULUM COMMITTEE

Members of the Curriculum Committee are: Principal, Assistant Principal of Academic Life, Academic Department Chairs, Director of Counseling, Library Media Specialist and the Assistant Director of Technology.

The Curriculum Committee is committed to ensuring academic programs and course curricula to prepare students for admission to leading colleges and universities. The committee reviews and recommends to the Principal course and program additions, revisions, and deletions and recommends policy related to academic offerings. The committee maintains the school’s accreditation. This committee meets monthly.

CO-CURRICULAR COMMITTEE

Members of the Co-Curricular Committee are: Principal, Assistant Principal of Student Life, Dean of Students, Director of Activities, Director of Athletics, Director of Counseling, and the Pastoral Department Chair.

The Co-Curricular Committee is committed to providing a wide range of co-curricular clubs, athletics, organizations, service, and retreats that foster positive self-esteem and assist in character and leadership formation. The committee will also focus on the continued formation of the “St. Francis way” and create school-wide activities to expose students to new experiences. The committee reviews and recommends to the Principal co-curricular program additions, revisions, and deletions and recommends policy related to the co-curricular offerings. This committee meets bi-monthly.

STUDENT SERVICES TEAM

Members of the Student Services Team are: Assistant Principal of Academics, Counseling Department members, Dean of Students, and the School Nurse.

The Student Services Team allows members to collaborate on the health, well-being, academic, attendance and behavioral concerns that may arise for individual students. This team meets monthly.

SAFETY AND SECURITY PLANNING TEAM

Members of the Safety and Security Team are: Principal, Director of Finance & Operations, Dean of Students, School Nurse and the Facility Manager.

The Safety and Security Planning Team organizes and oversees the school’s safety and security procedures and completes the Private School Annual Review Compliance Report.

SUMMER CAMPS TEAM

Members of the Summer Camps Team are: Director of Finance and Operations, Assistant Principal of Student Life, Director of Athletics, Director of Admissions, and the Performing & Visual Arts Department Chair.

The Summer Camps Team organizes and oversees the summer camps offerings and procedures. The team reviews and distributes the Summer Camp Reference Information booklet. This team meets annually.

MOTHERS’ CLUB

The Mothers’ Club dates back to the early years of St. Francis High School and through the years it has evolved into the Parents’ Organization. With the addition of a Fathers’ Club in recent years, it became clear that the time has come to return to our roots.

The Mothers’ Club is founded on fellowship between mothers and sharing of our Catholic faith, while still supporting the volunteer opportunities that the Parents’ Organization has cultivated. The Mothers’ Club serves to enrich the lives of the St. Francis community by promoting and fostering unity through fellowship, faith, service and fundraising activities.

Mothers of all St. Francis students automatically belong to the Mothers’ Club. Proceeds from all Mothers’ Club events and activities support the St. Francis Fund, which covers the gap between tuition and actual costs.

FATHERS’ CLUB

The mission of the Fathers’ Club is to support, and advance the ministry of St. Francis High School, to provide a social network, to enrich our faith lives, to facilitate communication, and to serve the needs of our families, including the provision of tuition assistance and educational equipment and support, as appropriate and available. The Fathers’ Club meets monthly for social networking. The dues for the Fathers’ Club are determined annually.

SECTION 3: EMPLOYMENT CLASSIFICATIONS

3.1 EMPLOYMENT

TYPES

 Full-Time Teacher

A full-time teaching position is defined as five instructional periods or its equivalent, a minimum of one preparation period, one lunch period and two supervision assignments (i.e., homeroom period, study hall, parking lot, etc.) The teacher is required to be present; to fulfill the above responsibilities and to provide time for academic assistance to students as needed beyond the limits of classroom instruction. Also included is the chaperoning of three student activities outside of the regular school hours (a stipend is issued for this requirement). Special assignments, which from time to time are required for the efficient operation of the school program, may be assigned.

 Part-Time Teacher

A part-time teaching position is defined as less than five instructional periods or its equivalent and one preparation. The teacher is required to be present; to fulfill the above responsibilities and to provide time for academic assistance to students as needed beyond the limits of classroom instruction. Also included is the chaperoning of two student activities outside of the regular school hours (a stipend is issued for this requirement). Special assignments, which from time to time are required for the efficient operation of the school program, may be assigned.

 Full-Time Staff Member

A full-time staff member has a working relationship with the School for either 10 or 12 months. The normal workday, concurrent with the school year, is 8 hours.

 Part Time Staff Member

A part time staff member has a working relationship with the School for 10 or 12 months. A part time staff member is defined as working less than 30 hours per week, concurrent with the school year. Their supervisor sets their normal workday. Part-time employees who average less than 30 hours per week are not eligible for benefits, except those required by applicable law.

 Temporary and Seasonal Employees (DOJ)

Temporary and seasonal employees are those who are employed for short-term assignments. Temporary and seasonal employees are generally hired to temporarily supplement staffing or assist in the completion of a specific project. These temporary employment assignments are of limited duration. Temporary and seasonal employees are not eligible for employee benefits, except as required by applicable law, and may be classified as exempt or nonexempt on the basis of job duties and compensation.

3.2 EMPLOYMENT-AT-WILL (DOJ)

Employment with the Diocese of Joliet/School is at-will unless an approved contract provides otherwise. This means that employment may be terminated for any or no reason, with or without cause or notice at any time by the employee or by the Diocese/School. Nothing in this Employee Handbook or any oral statement shall limit the right to terminate at-will. This at-will employment policy is the sole and entire agreement between the employee and the Diocese of Joliet/School regarding the fact that employment with the Diocese of Joliet/School is at-will. Only the Bishop, a parish pastor, and a school principal (or their appropriate designees) have the authority to enter into a contract of employment. No other manager or supervisor has any authority to enter into a contract of employment, express or implied, that changes the fact that employment with the Diocese of Joliet/School is at-will.

3.3 EMPLOYMENT CONTRACT (Teacher and Educational Staff Only)

Employment and salary are based upon an annual contractual agreement made at the time of the hiring of each teacher according to the school’s Salary Schedule currently in effect. Annual contractual agreements are to be made in writing. The contracts are to be signed by the principal, the chief hiring agent. Contracts are of a one-year duration with no assurance of renewal.

Notification of non-renewal will be on or before April 1 for a teacher’s contracts and June 1 for an educational staff’s contract.

The services of each teacher shall be assigned by the Principal from 7:25 a.m. until 3:10 p.m. The services of each educational staff shall be assigned by the Principal as pertinent to position. At times, work hours may need to be extended for necessary employee/employer obligations. All efforts to pre-arrange extended hours will be made.

3.4 BREACH OF CONTRACT

A. CONDITIONS OF RESIGNATION

An employee contracted for employment at St. Francis High School may not terminate such service during the term of contract, or during a period of sixty (60) calendar days just prior to the beginning of their duties, except by written mutual agreement between the employer and the employee.

B. ASSESSMENT OF DAMAGES

If an employee enters into a contract with a school for the forthcoming year and:

1. Resigns, or otherwise terminates or breaches said contract within sixty (60) calendar days prior to the commencement of duties, said employee will be obligated to pay the school: a. as liquidated damages, the sum of five percent (5%) of her/his annual base salary; and, b. all fees, costs, and expenses incurred in connection with the collection of such liquidated damages including the attorney fees, court costs and other costs of collection and enforcement.

2. Resigns, or otherwise terminates or breaches said contract after the commencement of duties, said employee will be obligated to pay the school:

a. as liquidated damages, the sum of ten percent (10%) of her/his annual base salary; and, b. all fees, costs and expenses incurred in connection with the collection of such liquidated damages including the attorney fees, court costs and other costs of collection and enforcement.

C. ENFORCEMENT

The St. Francis High School President makes the final decision on the collection and enforcement of liquidated damages.

3.5 CONTRACT TERMINATION BY MUTUAL CONSENT (DOJ)

Contracts are of a one-year duration with no assurance of renewal. A contract may be terminated at any time during the period of a contract upon mutual agreement of the employer and employee. If a teacher is released by mutual agreement before the completion of the academic school year contract, final settlement shall be made at a time determined by the school.

3.6 INVOLUNTARY TERMINATION DURING THE CONTRACT YEAR (DOJ)

Contracts may be terminated at any time for good cause. Reasons include, but are not limited to:

 Failure to discharge one’s professional responsibilities.

 Failure to continually maintain professional licensure (if applicable).

 Failure to comply with written policies of the school.

 Conduct unbecoming a professional person.

 Incompetence, negligence, inability to perform assigned duties, insubordination, intimidation.

 Altering, removing or destroying records and/or information; failure to respect confidentiality of records and information.

 Theft or misappropriation of funds belonging to the school, employees or students.

 Accepting bribes for services rendered.

 Conduct contrary or detrimental to the religious and professional character of the diocesan schools.

SECTION 4: EMPLOYEE RECRUITING and HIRING

4.1 EQUAL EMPLOYMENT OPPORTUNITY POLICY

St. Francis High School is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or employee based on any legally recognized basis, including, but not limited to race, color, sex (including pregnancy, lactation, childbirth, or related medical conditions) age (40 or over), national origin or ancestry, citizenship status, physical or mental disability, veteran status, uniformed servicemember status or any other status protected by federal, state, or local law. Our commitment to equal opportunity employment applies to all persons involved in our school and prohibits unlawful discrimination by any employee, including supervisors and co-workers. disability or any other characteristic protected by law.

4.2 HIRING PROCEDURES

Job Posting

All job openings are posted on the school’s website and, when applicable, on other web sites pertinent to the position. Job openings remain posted until the position is filled or at administration’s discretion.

Interview Process

The School’s interview process is comprehensive and varies by position. The length of the interview process can vary from a few weeks to several months. Whether screening or interviewing, all participants representing the School are expected to maintain confidentiality.

Screening

A member of the President’s/Principal’s Council, and, when applicable, others in the field, will screen applications and/or resumes. A phone screen or a request for further information may be made to further determine the applicant’s qualifications.

Interviewing

Candidates will participate in one or multiple interviews utilizing the following methods: telephone, on-campus interviews, pre-recorded video, live video, departmental interviews and team interviews (may include outside-of-the-school person/s).

When a departmental or team interview approach is utilized, a structured interview process is recommended. Interview questions should be compiled by the interviewing team. A member of the President’s Council has ultimate responsibility for making a hiring decision.

When a candidate is an internal candidate (defined as full time/part time full year current employee), then a qualified outside-of-the-school person/s may be included during an interview.

Reference Check

Prior to making a job offer, reference check/s must be completed and documented.

Closing an Opening

All applicants that interviewed for a position will be contacted when the position has been filled. This notification should preferably be verbal contact; however, written notification is acceptable. In addition, if an alumni or alumni parent applies for a position and is not interviewed or not hired, verbal contact should be made.

Along with the Equal Employment Opportunity Policy, the following will be included on the Employment page on the school’s website:

Unfortunately, due to the volume of resumes and letters we receive, we are unable to respond to all applicants. We will contact finalists for further information and to schedule interviews. St. Francis High School conducts reference checks as a part of the interviewing process.

For future reference, St. Francis High School will keep all resumes and cover letters on file for one year after they have been received. After one year, these documents will be destroyed/deleted to ensure confidentiality.

4.3 SAFE ENVIRONMENT REQUIREMENTS (DOJ)

To foster a safe environment for children and vulnerable adults, the Diocese/School requires that personnel comply with the safe environment compliance requirements of the Diocese. These requirements include educational programs identified by the Diocese which contain information about sexual abuse, its identifying signs, controlling access to children and vulnerable adults, appropriate boundaries in relationships, reporting incidents of abuse and the effects of abuse on victims/survivors.

Prior to beginning service, all personnel are required to complete a VIRTUS Protecting God’s Children for Adults training. In addition to clergy, seminarians, diaconal candidates, religious, and employees, this requirement applies to all volunteers who minister with minors and/or vulnerable adults on a regular, recurring basis and those who may have an opportunity to be alone with children and/or vulnerable adults during parish, school or religious education sponsored events. The program is also available to parents and guardians.

All persons who continue involvement with minors and/or vulnerable adults are also required to participate in continuing education training identified by the Diocese.

Children and youth are to receive instruction appropriate to their age level (USCCB Charter 12).

Prior to beginning service, all church personnel should receive a copy of the Standards of Behavior for Those Working with Minors and Vulnerable Adults and are to sign an acknowledgement of its receipt.

The Standards of Behavior includes information about appropriate boundaries for those who have regular contact with minors and vulnerable adults (USCCB Charter, Article 6). In addition to clergy, seminarians, diaconal candidates, religious, and employees, this requirement applies to all volunteers who minister with minors and/or vulnerable adults on a regular, recurring basis and those who may have an opportunity to be alone with children and/or vulnerable adults during parish, school or religious education sponsored events.

All clergy, school employees and other employees who work with minors, and all volunteers who minister with minors in a repetitive role (includes coaches, religious education or youth ministry,

certain scouting roles, etc.) must complete Mandated Reporter Training per Illinois law and the Illinois Department of Children and Family Services (DCFS).

Procedures for reporting abuse are to be readily available in printed form and are to be the subject of periodic public announcements (USCCB Charter, Article 2).

4.4 BACKGROUND CHECKS (DOJ)

Prior to beginning service, all personnel are required to submit to a criminal background check. In addition to clergy, seminarians, diaconal candidates, religious, and employees, this requirement applies to all volunteers who minister with minors and/or vulnerable adults on a regular, recurring basis and those who may have an opportunity to be alone with children and/or vulnerable adults during parish, school or religious education sponsored events. Backgrounds are evaluated using the resources of law enforcement or other agencies (USCCB Charter, Article 13). Background checks are to be performed every five years.

The Diocese/School recognizes the importance of maintaining a safe, secure workplace with employees who are qualified, reliable, and nonviolent, and who do not present a risk of harm to children, youth, vulnerable adults or to co-workers. To promote these concerns and interests, the Diocese/School reserves the right to investigate an individual’s prior employment history, personal references, and educational background, as well as other relevant information. Consistent with legal requirements, the Diocese/School also reserves the right to obtain and to review an applicant’s or an employee’s criminal conviction record, and related information, and to use such information when making employment decisions, to the extent permissible under applicable law.

A pending criminal matter may be taken into consideration in appropriate circumstances, consistent with applicable law. As an equal opportunity employer, the Diocese/School will comply with applicable federal, state, and local laws relating to the use of background checks for employment purposes.

4.5 FAITH’S LAW COMPLIANCE (DOJ)

Faith’s Law aims to address the responsibilities of schools and school employees to prevent and appropriately respond to reports of student sexual assault and abuse. Faith’s Law requires Illinois school to provide training on sexual abuse prevention, appropriate relationships between school personnel and students, and how to respond to a student’s report of sexual abuse or misconduct. It also expands legal protections for reporters of abuse or misconduct.

Under the law, schools are also required to implement comprehensive policies and procedures to prevent sexual abuse/misconduct and respond promptly and effectively to reports of such conduct. Under Faith’s Law, Illinois schools must ensure that all students are aware of how to report incidents of sexual abuse or misconduct, anonymously if desired, and that they will not be retaliated against for doing so.

Faith’s Law compliance is in addition to the annual completion of sexual harassment prevention training and continued training though Virtus.

4.6 RE-HIRING OF FORMER EMPLOYEES OF THE SCHOOL (DOJ)

Former employees who left the School in good standing may be considered for reemployment. Former employees who were terminated for cause may not be considered for reemployment.

A former employee who is reemployed will be considered a new employee from the date of reemployment unless the break in service is less than one (1) year. As such, the following guidelines will apply:

Former employees of the school who were eligible for the School’s medical plan (“prior employment”) who become employed by the school as a benefited employee within one (1) year of the prior employment will retain their accumulated length of service at the prior employment for school employment purposes. This accumulated length of service may impact the calculation of the employees’ vacation time, reinstatement of benefits, requests for continued professional formation, and any other applicable benefits.

4.7 JOB DESCRIPTIONS (DOJ)

The school should create a job description for all positions within the organization. Each description includes a job title, title of immediate supervisor, job summary, and duties and responsibilities. The school maintains job descriptions to aid in orienting new employees to their jobs and to identify the primary requirements of each position. Existing job descriptions should also be reviewed annually and revised if necessary. All employees are expected to help ensure that their job descriptions are accurate and up to date, reflecting the actual work being done.

Job descriptions do not necessarily cover every task or duty that may need to be assigned. Job duties may change based on the ever-changing and current needs of the school.

4.8 PROFESSIONAL LICENSE

Teachers with a valid Professional Educator License (PEL) from the State of Illinois in those subject areas where state licenses are available are expected to keep their PEL current and be on file with the school. Educational administrators and staff i.e. counselor, school nurse, are expected to hold licenses respective to their position. These licenses are expected to be current and be on file with the school.

4.9 PERSONNEL FILE (DOJ)

A personnel file is maintained with the Principal’s office for each employee. This file is a permanent, confidential record of the employee and their job(s) and work within the School. Information in the file includes, but is not limited to, the following:

 Job application, resume, letters of recommendation

 Employee information form

 Performance reviews or disciplinary forms

 Special letters of importance, special requests

 Letter of resignation or memos regarding reasons for termination

 Termination forms

In addition to the above, personnel files will include documents as mandated by the Illinois State Board of Education. Additional information in the file includes (but is not limited to):

 Freedom of Communicable Disease, TB, Fitness to Perform Duties

 Safe Environment Requirements

 Mandated Reporter Notification

 Professional License (when applicable)

Note: Also kept on file with the School are the verification of Staff Training for Diabetes, Asthma, Allergies, Opioid Antagonist and Acknowledgement of Employee Handbook Expectations.

4.10 REVIEW OF PERSONNEL FILE (DOJ)

Personnel files are the property of the School and access to the information contained in the file is restricted. Generally, only the President and Principal have legitimate reasons to review information in the file otherwise subject to local and state law. Employees are entitled to view their personnel file upon written request to President or Principal.

SECTION 5: WORKPLACE CONDUCT & EXPECTATIONS

5.1 ATTENDANCE AND PUNCTUALITY (DOJ)

Employees are expected to be regular in attendance and to be on time. Employees are also expected to remain at work for their entire work schedule, except for meal or break periods, or when required to leave on authorized Diocesan/School business or other authorized reason. Unapproved late arrivals, early departures or other absences from scheduled hours are disruptive and must be avoided.

Faculty Absence:

Unplanned Absences—In case of illness or personal emergency, a teacher must contact the Assistant Principal of Academic Life before 7:00 a.m. Class assignments must be sent to the Assistant Principal of Academic Life, Department Chair, and the Main Office Administrative Assistant. Up-to-date class rosters and seating charts must be kept current in the teacher’s substitute folder located in the Main Office.

Scheduled Absences—if a teacher is going to be absent from classes or a required faculty attendance day, the teacher must receive permission from the Principal by completing a “Faculty Absence Form” (located on the Faculty & Staff Tile within the Resource Board) and notifying the Assistant Principal of Academic Life as soon as the teacher knows of the up-coming absence. This will provide time to call an outside substitute teacher.

Staff Absence:

Unplanned absences—In case of illness or personal emergency, staff members should contact their supervisor at least one hour in advance of the time the employee is scheduled to begin working for that day Staff members who need to leave early must notify their supervisor as soon as they learn that they will not be able to complete their scheduled workday. All supervisors are to report these absences to the Main Office Associate.

Scheduled Absence—if a staff member is going to be absent, they must request time off by completing the “Staff Absence Form” located on the Faculty & Staff Tile within the Resource Board. Time off requests are submitted to their director supervisor for approval. An approval email will come directly from supervisor. All supervisors are to report these absences to the Main Office Associate.

Please note: For record keeping purposes, all absences, preplanned or otherwise, must be submitted via the “Staff Absence Form” located on the Faculty & Staff Tile within the Resource Board.

5.2 PERSONAL DEVICES (DOJ)

Although the Diocese/School permits employees to bring personal electronic devices, including cellular phones, smartphones, and PDAs, into the workplace, employees are expected to remember that working time is for work.

Therefore, employees should only engage in personal phone calls and communications and other use of personal electronic devices during nonworking time, including breaks and meal periods. Outside of this time, personal phone calls and other personal device use should be kept to a minimum and for emergency use only.

5.3 PERSONAL COMMUNICATIONS (DOJ)

While employees are at work, they are expected to perform their job duties and responsibilities. Personal calls, texts, instant messaging, social media posting, and emails should be made primarily outside of working time. Abuse of the School’s equipment or service may result in discipline, up to and including termination of employment.

5.4 PERSONAL APPEARANCE

Appropriate dress is important in promoting a positive image of the School and should complement a professional appearance. It is expected that all employees dress appropriately in business casual attire but emphasize that some situations may require a more formal attire. Such occasions include, but are not limited to, Curriculum Night, Liturgies, Open House, Honors Night, parent meetings. All employees are expected to demonstrate good judgement and professional taste. Professional image should be the factor used to assess that your dress is appropriate.

Appropriate business casual attire – Employees should use common sense and good judgment in determining what to wear.

For men: For women:

 Suits

 Sport coats/Blazers/Sweaters

 Pants/Slacks/Khakis

 Dress shirts/Casual button-down shirts

 Open collar or business-like polo shirts

 Optional tie

 Dress/Athleisure

 Pants and skirts suits

 Blazers/Sweaters

 Skirts/Khakis/Pants

 Dressy tops/ Blouses

 Open collar or business-like polo shirts

 Dresses

 Dress/Athleisure shoes

 Dress sandals

Inappropriate attire – Some attire is unacceptable for work at any time. The following list provides some examples, although it is not a complete list:

 Workout clothes, including gym shoes, athletic leggings, sweatshirts, and hoodies

 Beach wear, including flip flops

 Flannel

 Clothes revealing stomach, cleavage or other

 Tank tops, spaghetti straps shirts

 Mini skirts, shorts, cutoffs

 Visible undergarments

 Clothing too saggy or too tight

 Cargo capris/pants

 Items that are torn, worn, threadbare

 T-shirts with logos or advertising other than SFHS

Dress Down Days – When the student body is given a special dress privilege, employees may participate. If an employee chooses to participate in these special dress days, they should follow the same guidelines as students and remember they serve as role models for the students. Some situations may negate employees from participating in these special dress days.

Neat and well groomed – when representing the School employees should appear neat and professional at all times. All employees are expected to be well groomed and ensure that their clothing is clean, ironed, and not torn, ripped or stained. Specific to men – clean shaven daily or with groomed beard, mustache, goatee. Keeping professional image in mind, tattoos should generally be covered.

Nothing in this policy is intended to prevent employees from wearing a hair or facial hair style that is consistent with the cultural, ethnic, or racial heritage.

5.5 FACULTY/STAFF

REQUIRED ATTENDANCE

As pertinent to the employee’s job responsibilities, the employee agrees to attend all faculty/staff meetings, in-services, workshops, department meetings, Parent-Teacher staffing and conferences, Open Houses, Step-Up Day, Academic Honors Night, and Graduation. Additional attendance requirements may be necessary for the efficient operation of the school program.

Scheduled Parent-Teacher conferences are held once during the school year. Additional conferences/staffing may be requested by a teacher, counselor, administrator, or parent. All faculty involved are expected to cooperate in these conferences, both by their presence and by providing helpful information.

Any Faculty/Educational Staff absences must be approved by the Principal. Staff absences must be approved by their immediate supervisor.

5.6 FACULTY/STAFF PARTICIPATION

Faculty and staff members participate in strategic planning, Faculty & Staff Professional Development Plan and Accreditation.

5.7 FACULTY/STAFF and DEPARTMENT MEETINGS

Faculty/Staff and Department meetings are regularly scheduled. Additional meetings are scheduled at the discretion of the department chair/director/immediate supervisor.

These meetings are mandatory.

5.8 OUTSIDE EMPLOYMENT (DOJ)

The Diocese/School respects each employee’s right to engage in activities outside of employment such as those that are of a personal or private nature, to the extent that such activities do not create a conflict of interest as described in the Conflicts of Interest policy set forth in this Employee Handbook or adversely affect the employee’s ability to perform their job. Under certain circumstances, however, if an employee’s personal conduct adversely affects performance on the job, makes it impossible for the employee to carry out any or all job duties while at work, invites scandal to the Diocese/School, or conflicts with the reputation and mission of the Church, appropriate disciplinary action up to and including termination of employment may be appropriate.

An example of an activity that might adversely affect an employee’s ability to perform their job duties is outside employment. While the Diocese/School does not prohibit employees from holding other jobs, the following types of outside employment are generally prohibited (to the extent allowed under applicable law):

 Employment that conflicts with the employee's work schedule, duties and responsibilities

or creates an actual conflict of interest.

 Employment that impairs or has a detrimental effect on the employee's work performance with the Diocese/School.

 Employment that requires employees to conduct work or related activities during working times or using any of the Diocese’s/School’s tools, materials, or equipment; and

 Employment that directly or indirectly undermines, is disrespectful to or is in conflict with the morals, teachings, and mission of the Catholic Church.

For the purposes of this policy, self-employment is considered outside employment. The Diocese will not assume any responsibility for employees outside employment. Specifically, the Diocese will not provide workers’ compensation coverage or any other benefit for injuries occurring from, or arising out of, such outside employment.

NOTE: Teachers should inform the Principal, in writing, of any outside employment engaged in during the academic year. Staff members should inform their supervisor, in writing, of any outside employment activity.

5.9 CONFLICT OF INTEREST (DOJ)

All employees must conduct themselves in such a way as to avoid actual or potential conflicts of interest. The following are examples of prohibited conflicts of interest in any aspect of their jobs:

 Acting as a director, officer, consultant, agent or employee of a supplier, contractor, or any entity that engages in business with the Diocese/School.

 Owning a material interest in or being a creditor of or having other financial interest in a supplier, contractor or any entity that engages in business with the Diocese/School.

 Receiving from or giving to any supplier or contractor gifts, gratuities, special allowances, discounts, or other advantages not generally available to employees of the Diocese/School.

 Having any significant direct or indirect personal interest in a business transaction involving the Diocese/School.

 Conducting outside activities that materially detract from, interfere with, or are in violation of the mission of the Church or the full and timely performance of an employee's job duties for the Diocese/School.

 Influencing commercial transactions involving purchases, contracts or leases in a way that would have a negative impact on the Diocese/School or its business or reputation.

If an employee has, or is considering the assumption of, a financial interest or outside employment relationship that might involve a conflict of interest, or if the employee is in doubt concerning the proper application of this policy, the employee should promptly discuss the matter with Diocesan/School leadership and refrain from exercising responsibility on the Diocese’s/School’s behalf in any manner that might reasonably be considered to be affected by any adverse interest.

Failure to disclose the fact of a conflict or potential conflict may constitute grounds for disciplinary action.

5.10 CONFIDENTIALITY

In the course of employment at St. Francis High School, employees may become aware, or have access to, confidential information about the School’s business, or information regarding employees, students, parents, donors, or Board of Directors. Employees are not to disclose without proper authorization, or outside the normal execution of their job responsibilities, any confidential

matters. Any employee who improperly copies, removes (whether physically or electronically), uses or discloses or sells such confidential information to anyone outside of the School may be subject to disciplinary action, up to and including termination.

Employees may be required to sign a Non-Disclosure Agreement.

5.11 STATEMENTS TO THE MEDIA

All media inquiries regarding St. Francis High School must be referred to the President and/or Director of Communications. Only the President and/or Director of Communications is authorized to make or approve public statements on behalf of the School.

Any comments shared with media personnel, written (email/text) or spoken (phone/in-person) may be used for publication, regardless of asking for a comment to be “off the record.” The media is also able to use anything published on personal or professional social media accounts for publication. This includes posts that are deleted.

Coaches and Performing and Visual Arts staff members may provide comments to the media for questions related to a specific game or performance. Any questions that address broader school issues or are controversial in nature should be referred to the Director of Communications and/or President.

Any faculty or staff member wishing to write and/or publish an article, paper or other publication on behalf of the School must first obtain approval from President and/or Director of Communications.

5.12 FUNDRAISING and GIFT ACCEPTANCE POLICY (Under Construction)

All fundraising activity, including solicitation of outside gifts, services, and advertisements requires the approval of the Vice President for Advancement.

1. Any employee of the School that identifies a need requiring funding outside of the fiscal budget must obtain approval of a President’s Council member. The need is then prioritized and communicated through the President’s Council during the school year.

2. Any person(s) representing a the School need that requires funding must notify and obtain approval from the Vice President for Advancement prior to seeking funds, outside gifts, services or advertisements on behalf of the school.

3. Any person(s) representing the School that is approached by a donor with the intention of giving a donation to the school must inform the Vice President for Advancement prior to accepting the gift.

a. The School representatives (teachers, staff, coaches, etc.) should have an understanding of needed funds for programs or items that is developed simultaneously with their budget. These items must be approved by the Principal for all curricular needs. Items for co-curricular needs require approval of both the Principal and the Director of Athletics or Director of Activities.

b. Restricted gifts should provide a general benefit to the school in accordance to its mission. The Vice President for Advancement in conjunction with the President reserves the right to refuse a gift if the gift does not align with the mission of the school.

c. The School representatives, with approval of the Vice President for Advancement, may accept a restricted gift toward an item which is part of their fiscal year budget.

4. The President and Vice President for Advancement assume the responsibility of directing gifts to meet the needs of the school based on the priorities established by the Board of Directors resulting from the strategic plan and in concert with the Mission Statement.

5.13 BRANDING POLICY

A consistent portrayal of the unified brand of St. Francis High School strengthens the image, awareness, and reputation of the school to all constituencies. The School brand is a visual identity of the school and includes both explicit and implicit messages that tell the story of the school. This policy sets forth the approved usage of the School brand. Adherence to these guidelines protects the integrity of our visual identity and ensures consistency in communications to support and enhance our reputation. Included in our brand guideline are the graphic, color, and image identifiers. The President of the School delegates the authority to the President's Council to ensure the correct usage of the brand.

A copy of the above-mentioned guidelines can be found on the Resource Board in the Faculty & Staff Resources tile.

5.14 SUNDAY POLICY

The School encourages students and families to observe Sunday as a time for religious reflection and family gathering. To that end, the school rarely schedules events, athletic practices, cocurricular meetings and the like on Sundays. Such events not only tend to disturb families’ routine, but lessen the time that school personnel have to spend with their own families.

On those rare occasions when there is a perceived need to schedule a Sunday activity, approval of the Principal is required.

SECTION 6: EMPLOYEE COMPENSATION AND BENEFITS

COMPENSATION

6.1 FACULTY & STAFF TOTAL COMPENSATION PHILOSOPHY and POLICY

The total compensation philosophy and policies of St. Francis High School are designed to attract, retain and motivate high-performing faculty and academic staff critical to the success of a Catholic college preparatory school in a highly competitive educational environment. In addition to attracting and retaining highly skilled staff members, St. Francis High School believes that effective compensation programs support the school’s mission and values, promote excellence in service and the culture of student education, as well as providing competitive rewards to employees for outstanding contributions to the school’s overall performance. St. Francis High School education is an approach for learning and value formation in both curricular and co-curricular activities. The total compensation program is designed to support this philosophy.

Definitions:

 The “Peer Group” includes Wheaton Community Unit School District 200, Naperville Community Unit School District 203, St. Charles Community Unit School District 303 and Benet Academy as identified by the Finance Committee of the Board.

 The “total compensation components” include: competitive starting BA/BS and MA/MS base salaries, co-curricular payments based on starting BA/BS rates, and market competitive benefit elements (retirement, health, tuition reimbursement, professional development, and tuition assistance.)

Goals:

The goals of the total compensation program for faculty and academic staff at St. Francis High School are to:

 Target the SFHS base salary component of compensation at 90% of the selected “Peer Group” of college preparatory and public/private secondary educational high schools salaries.

 Target the co-curricular stipends to be as comparable as possible to the co-curricular stipends of the “Peer Group.”

 Provide competitive and compassionate health and welfare support and services, which foster high productivity of the individual during his or her tenure with St. Francis High School.

 Reward years of experience at St. Francis High School, as well as, continuing educational development, through the use of a market competitive salary schedule that encourages movement to the next educational lane.

6.2 CURRICULAR AND CO-CURRICULAR SALARY SCALES

The curricular and co-curricular salary schedules shall be published and issued with employment contracts. Only graduate courses approved by the Principal, in writing, will count towards a teacher moving from one lane to another. To move from one lane to another, a teacher must meet the academic requirements set forth below.

To initiate a lane change based on the upgrading of one’s academic credentials, a teacher must submit to the Principal in writing by December 1 of the current contract year the necessary information showing intended completion of academic requirements. Faculty members must complete all course work toward the lane change by the start of the next school year in order to

qualify for the lane change. If the information is not forthcoming, the lane change will be denied because the budget process will have already been completed.

6.3 STAFF SALARY

Staff salaries are reviewed on an annual basis and a Total Compensation form will be provided.

BENEFITS

St. Francis High School regularly reviews the benefit programs and policies to better meet present and future requirements. The School reserves the right to make changes such as adding or deleting benefits from a given package.

A full-time employee is entitled to the following benefits as a right of employment at St. Francis High School.

 Health insurance (medical, dental, vision)

 Group life insurance

 Profit Sharing Plan

 403B and Roth Account

 Social Security Benefits (FICA/MEDICARE)

 Flexible Spending Accounts (FSA)

 Workers’ Compensation

 Employee Assistance Program (EAP)

 Employee Tuition Allowance

 Faculty Tuition Assistance Program

A part-time full-year employee is entitled to the following benefits as a right of employment at St. Francis High School.

 403B plan

 Social Security Benefits (FICA/MEDICARE)

 Time off (i.e. absence, leave, vacation)

 Family and Medical Leave Act

 Employee Tuition Allowance

6.4

HEALTH INSURANCE (MEDICAL, DENTAL, VISION)

Optional coverage is available to all full time employees. The employee contribution percentage varies depending upon the options available and the desired individual/family coverage.

6.5 GROUP LIFE INSURANCE AND LONG TERM DISABILITY

Details on these St. Francis insurance policies are available upon request from the Director of Finance and Operations.

6.6 PROFIT SHARING PLAN

To be eligible for the profit sharing plan, an employee must attain the age of 20 ½ years and work 6 consecutive months from the employee’s employment commencement date and during which 500 hours of service are completed. If the employee does not complete the stated hours of service during the specified time, the employee becomes eligible on the first entry date after 1,000 hours of

service are completed during the year (July to June). The entry date is July 1 and the employee must be employed by the School on that date to be eligible.

Employer contribution is 6% base salary and stipends in accordance with employee’s contract/memorandum. Each employee may choose among several different investment options.

The School’s profit sharing plan is administered by a third-party administrator.

6.7 403(b) and ROTH ACCOUNT

Employees have the opportunity to add to their retirement savings by contributing to either a 403B tax-deferred savings plan or to a Roth Account through payroll deduction.

For the 403(b) tax-deferred savings, the funds you deposit into this retirement savings plan are deducted from your gross pay on a pre-tax basis. For Roth Accounts, the funds are contributed on an after-tax basis.

This benefit is available immediately upon hire. The employee decides when and how much to contribute, and which funds in the plan to invest in. The income received at retirement is based on the value of the account.

6.8 SOCIAL SECURITY BENEFITS (FICA/MEDICARE)

The School and the employee both contribute funds to the Federal government to support the Social Security Program during the course of employment, which is intended to provide individuals with retirement benefit payments and medical coverage at retirement age.

6.9 FLEXIBLE SPENDING ACCOUNTS (FSA)

The FSA offers an opportunity for you to reduce your taxable income and set aside money for outof-pocket medical/dental/vision, dependent care, and/or transportation expenses. You need not be enrolled on the School’s medical plan to be eligible for the FSA. The plan year is September 1 to August 31. You determine the annual FSA election amount initially upon benefit eligibility and prior to the start of each subsequent plan year. The total election amount is divided by the number of pay periods and is deducted on a per-paycheck basis from your pre-tax income.

6.10 WORKERS’ COMPENSATION

Workers' Compensation laws are designed to provide protection to workers suffering occupational disabilities through accidents arising out of, and in the course of, employment. Each state has Workers' Compensation laws whose purpose is to promote the general welfare of people by providing compensation for accidental injuries or death suffered during the course of employment. The School carries Workers' Compensation Insurance for all employees and pays the entire cost of the insurance program. An employee who suffers an injury or illness in connection with the job is usually eligible to receive payment through the insurance for lost wages. Hospital, medical and surgical expenses are covered under Workers' Compensation, in addition to disability payments and payments made directly to the hospital or physician. Workers' Compensation benefits also include assistance to help qualified injured employees return to suitable employment.

6.11 EMPLOYEE ASSISTANCE PROGRAM

The School offers a free Employee Assistance Program (EAP) to help you manage life’s challenges. This program helps you (or an immediate household family member, age 16 or older) deal with everyday issues such as job stress, parenting, retirement planning, finding childcare, or helping you

deal with grief, loss, or a disability. Toll-free phone and web access is available 24 hours a day, 7 days a week.

6.12 EMPLOYEE TUITION ALLOWANCE

A tuition discount is allowed for children of a full time St. Francis High School employee according to the following: for each school year of service a 20% tuition reduction. This tuition reduction entitles full time employee’s children to attend St. Francis High School tuition free after five years of service.

A tuition discount is allowed for children of a part time, full school year St. Francis High School employee according to the following: for each school year of service a 10% tuition reduction. This tuition reduction entitles part time, full school year employee’s children to attend St. Francis High School tuition free after ten years of service. To qualify for this allowance, a part-time, full school year teacher is defined as teaching a minimum of three periods per school year or a staff member working a minimum of 20 hours per week during the school year.

Incidental Fees/Costs

Faculty and staff are responsible for incidental fees/costs associated with their child’s curricular and co-curricular activities. This includes, but is not limited to registration, technology fee, course fees, junior retreat, Kairos, graduation, and activities (e.g. sports, plays, etc.). Summer camps can be discounted for Faculty and Staff. Uniforms and textbooks costs are also the responsibility of the employee. At the discretion of the Director of Finance and Operations, a fee may be waived for an employee after a discussion of the circumstances.

6.13 FACULTY TUITION ASSISTANCE PROGRAM

The Administration encourages the faculty’s professional growth as educators. Recognizing the cost involved in doing so, the School reimburses, up to a maximum of $1,500 per year (tuition only), at an accredited college or university. This assistance program applies to the faculty member earning his/her first graduate degree.

 Reimbursement for tuition expenses towards a graduate degree is contingent upon a written agreement for two (2) years of service after earning said degree.

 Allocation of funds is limited with priority given by seniority.

 Reimbursement is limited to academic courses, but need not be limited to the teaching field of the instructor.

 Undergraduate courses completed and workshops for which undergraduate credit is given will not advance a teacher on the salary scale. Such courses are considered opportunities for professional growth and are not a consideration for the tuition assistance program.

 Payment is processed upon satisfactory completion of the graduate course with a grade of “A” or “B”, accompanied by a copy of a transcript. The transcript should be submitted to the Principal.

 Refer to the Principal for further information.

SECTION 7: TIME OFF and LEAVES of ABSENCES

The School provides time off—both paid and unpaid—to eligible employees for the following situations:

 Holidays

 Vacation

 Personal Leave Off

 Family and Medical Leave

 Bereavement Leave

 Maternity and Paternity Leave

 Domestic or Sexual Violence Leave

 Military Leave

 Jury and Witness Duty Leave

7.1 HOLIDAYS

All Faculty and Staff are granted the following National holidays as well as those holidays established by the School administration:

New Year’s Day

Martin Luther King Day

President’s Day

Friday before President’s Day

Good Friday

Easter Monday

Memorial Day

Juneteenth

Independence Day

7.2 VACATION

Labor Day

Columbus/Indigenous People’s Day

Thanksgiving Day before Thanksgiving Day after Thanksgiving

Christman Eve

Christmas Day

New Year’s Eve

The School provides paid vacation benefits to its regular full-time 12-month employees. Vacation accruals adhere to the fiscal year of the School which begins each July 1 and ends the following June 30. At the end of the fiscal year, unused vacation days are not annually accumulated or compensated.

Eligible employees accrue vacation as follows:

Years at St. Francis Vacation

1-5 15 days

6- 10 20 days

11+ 25 days

Employees should request to schedule vacation time off as far in advance as possible. To provide adequate coverage of jobs and staff requirements, vacation requests may be denied. The supervisor will make the final determination in this regard.

Vacation must be taken in full or half-day increments of time. The School reserves the right to deny any request for vacation time and reserves the right to require employees to use accrued vacation time, including during periods of unpaid leaves of absence.

Upon cessation of employment, employees will be paid for all vacation time that has accrued but remains unused through the last day of work. Vacation will be paid at the employee’s base rate at the time of the employee’s cessation of employment.

Christmas, Spring and Summer Break Hours

As an additional benefit, when classes are not in session, the work hours for employees are Monday through Thursday 8:00 a.m. to 1:30 p.m.

During these school breaks, employees may need adjust their work hours due to extenuating circumstances, such as scheduled meetings, project deadlines, and event participation.

Note: (1) Summer hours begin five workdays after the last day of semester exams. (2) Summer hours end five workdays before the First Faculty and Staff Institute Day. (3) An adjustment to the beginning and ending of summer hours may be made depending on the day of the week school begins and ends.

7.3 PERSONAL LEAVE DAYS

TEACHER/STAFF (10-month) ABSENCE

The School offers paid personal days to Teachers/Staff (10-month) up to ten (10) days per school year. for illness or for personal reasons.

 Absences beyond the allowed ten days will result in a per diem deduction of 1/181 of the agreed salary.

 Unused personal leave days are accumulated as short-term medical leave (refer to Short Term Medical Leave section) up to a maximum of ninety (90) days and are not transferable for another employee’s use.

 Accumulated personal leave days cannot be used to extend employment and will not be paid at the time an employee ceases employment, resigns, or retires.

 When applicable, personal days off taken under this policy may run concurrently with available family and medical leave.

 Medical verification for an extended illness may be requested.

 Absences taken for personal reasons should not be for more than two consecutive days.

 Teachers needing an extended time off (more than two consecutive days) must make prior arrangements with the Principal. Failure to make prior arrangements for an extended personal absence or absences which exceed the allowed number of seven absences are considered “not authorized.” Any non-authorized absence will result in a per diem deduction of 1/181 of the agreed salary.

 Personal days should not be used to extend holidays nor should they be used on in-service days.

STAFF (12-month) ABSENCE

The School offers paid personal days to Staff (12-month) up to ten (10) days per fiscal year for illness or for personal reasons.

 Absences beyond the allowed ten days will result in a per diem deduction of 1/260 of the agreed salary.

 Unused personal leave days are accumulated as short-term medical leave (refer to Short Term Medical Leave section) up to a maximum of ninety (90) days and are not transferable for another employee’s use.

 Accumulated personal leave days cannot be used to extend employment and will not be paid at the time an employee ceases employment, resigns, or retires.

 When applicable, personal days off taken under this policy may run concurrently with available family and medical leave.

 Medical verification for an extended illness may be requested.

 Absences taken for personal reasons should not be for more than two consecutive days.

 Staff members needing extended time off (more than two consecutive days) must make prior arrangements with their supervisor. Failure to make prior arrangements for an extended personal absence or absences which exceed the allowed number of seven absences are considered “not authorized.” Any non-authorized absence will result in a per diem deduction of 1/260 of the agreed salary.

 Personal days should not be used on in-service days.

7.4 BEREAVEMENT LEAVE

Employees receive paid bereavement leave according to the following:

• three days for an immediate family member (spouse, parent, child, sibling)

• one day for other family members or friends

These days are not recorded as sick or personal days.

7.5 DOMESTIC OR SEXUAL VIOLENCE LEAVE (DOJ)

The Illinois Victims’ Economic Security and Safety Act entitles eligible employees who are victims of domestic or sexual violence, or whose family members or household members are victims of domestic or sexual violence, to take up to 12 workweeks of unpaid leave during the fiscal year. An employee’s accrued personal leave and vacation (if any) will be utilized and run concurrently with this leave of absence.

7.6 FAMILY AND MEDICAL LEAVE ACT (DOJ)

The Diocese/School will grant unpaid family and medical leave (“FMLA”) in accordance with the requirements of applicable federal and state laws.

Employee Eligibility

To be eligible for FMLA Leave benefits, employees must: (1) have worked for the Diocese/School for a total of at least 12 months, and (2) have worked at least 1,250 hours over the previous 12 months as of the start of the leave. Eligibility requirements may differ for employees who have been on a protected military leave of absence. If employees are unsure whether they qualify, they should contact the Principal/Director of Finance & Operations. (See Appendix C for Employee Rights under the Family and Medical Leave Act).

Reasons for Leave

FMLA leave may be granted for various reasons. Because employees’ legal rights and obligations may vary depending upon the reason for the FMLA leave, it is important to identify the purpose or reason for the leave. FMLA leave may be used for one of the following: reasons:

 The birth, adoption, or foster care of an employee's child within 12 months following birth or placement of the child (Bonding Leave).

 To care for an immediate family member (spouse, child, or parent) with a serious health condition (Family Care Leave).

 An employee’s inability to work because of a serious health condition (Serious Health Condition Leave).

 A “qualifying exigency,” as defined under the FMLA, arising from a spouse’s, child’s, or parent’s “covered active duty” (as defined below) as a member of the military reserves, National Guard or Armed Forces (Military Emergency Leave); or

 To care for a spouse, child, parent or next of kin (nearest blood relative) who is a “Covered Servicemember,” as defined below (Military Caregiver Leave).

Definitions

 “Child” for purposes of Bonding Leave and Family Care Leave, means a biological, adopted or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and incapable of self-care because of a mental or physical disability at the time that Family and Medical Leave is to commence. “Child,” for purposes of Military Emergency Leave and Military Caregiver Leave, means a biological, adopted or foster child, stepchild, legal ward, or a child for whom the person stood in loco parentis, and who is of any age.

 “Parent” for purposes of this policy, means a biological, adoptive, step or foster father or mother, or any other individual who stood in loco parentis to the person. This term does not include parents-in-law. For Military Emergency leave taken to provide care to a parent of a deployed military member, the parent must be incapable of self-care as defined by the FMLA.

 “Covered Active Duty” means (1) in the case of a member of a regular component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country; and (2) in the case of a member of a reserve component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country under a call or order to active duty (or notification of an impending call or order to active duty) in support of a contingency operation as defined by applicable law.

 “Covered Servicemember” means (1) a member of the Armed Forces, including a member of a reserve component of the Armed Forces, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness incurred or aggravated in the line of duty while on active duty that may render the individual medically unfit to perform their military duties, or (2) a person who, during the five (5) years prior to the treatment necessitating the leave, served in the active military, Naval, or Air Service, and who was discharged or released therefrom under conditions other than dishonorable (a “veteran” as defined by the Department of Veteran Affairs), and who has a qualifying injury or illness incurred or aggravated in the line of duty while on active duty that manifested itself before or after the member became a veteran.

 “Spouse” means the other person with whom an employee entered into marriage.

Length of Leave

The maximum amount of FMLA Leave will be 12 workweeks in any 12-month period when the leave is taken for: (1) Bonding Leave; (2) Family Care Leave; (3) Serious Health Condition Leave; and/or

(4) Military Emergency Leave. However, if both spouses work for the Diocese/School and are eligible for leave under this policy, the spouses will be limited to a total of 12 workweeks off between the two of them when the leave is for Bonding Leave or to care for a parent using Family Care Leave. The applicable "12-month period" utilized by the Diocese/School is a rolling 12-month period measured backward from the date an employee had any FMLA leave usage.

The maximum amount of FMLA Leave for an employee wishing to take Military Caregiver Leave will be a combined leave total of 26 workweeks in a single 12-month period. A "single 12-month period" begins on the date of the employee's first use of such leave and ends 12 months after that date.

If both spouses work for the Diocese/School and are eligible for leave under this policy, the spouses will be limited to a total of 26 workweeks off between the two when the leave is for Military Caregiver Leave only, or is for a combination of Military Caregiver Leave, Bonding Leave and/or Family Care Leave taken to care for a parent.

To the extent required by law, some extensions to leave beyond an employee’s FMLA entitlement may be granted when the leave is necessitated by an employee's work-related injury or illness or by a “disability” as defined under the Americans with Disabilities Act.

Intermittent or Reduced Schedule Leave

Under some circumstances, employees may take FMLA Leave intermittently, which means taking leave in blocks of time, or by reducing the employee's normal weekly or daily work schedule. An employee may take leave intermittently whenever it is medically necessary to care for a seriously ill family member, or because the employee is seriously ill and unable to work.

Leave taken intermittently may be taken in increments of no less than one-half workdays. Employees who take leave intermittently or on a reduced work schedule basis for a planned medical treatment must make a reasonable effort to schedule the leave so as not to unduly disrupt the Diocese’s/School’s operations. Please contact the Principal/Director of Finance & Operations prior to scheduling planned medical treatment. If FMLA Leave is taken intermittently or on a reduced schedule basis due to foreseeable planned medical treatment, we may require employees to transfer temporarily to an available alternative position with an equivalent pay rate and benefits, including a part-time position, to better accommodate recurring periods of leave.

If employees have been approved for intermittent leave and they request leave time that is unforeseeable, they must reference the FMLA intermittent leave when they request the time-off.

If an employee’s request for intermittent leave is approved, the Diocese/School may later require employees to obtain recertification of their need for leave. For example, the Diocese/School may request recertification if it receives information that casts doubt on an employee's report that an absence qualifies for FMLA Leave.

Notice and Certification

For Bonding, Family Care, Serious Health Condition and Military Caregiver Leave, employees are required to provide:

 When the need for the leave is foreseeable, 30 days advance notice or such notice as is both possible and practical if the leave must begin in less than 30 days (normally this would

be the same day the employee becomes aware of the need for leave or the next business day).

 When the need for leave is not foreseeable, notice must be given one hour prior to the start of the workday, unless unusual circumstances prevent compliance, in which case notice is required as soon as is otherwise possible and practical.

 When the leave relates to medical issues, a completed Certification of Health-Care Provider form within 15 calendar days (note: for Military Caregiver Leave, an invitational travel order or invitational travel authorization may be submitted in lieu of a Certification of Health-Care Provider form).

 Periodic recertification (upon request); and

 Periodic reports during the leave.

Certification forms are available from the Director of Finance & Operations. At our expense, we may require a second or third medical opinion regarding the employee's own serious health condition or the serious health condition of the employee's family member. Employees are expected to cooperate with the Diocese/School in obtaining additional medical opinions that we may require.

When leave is for planned medical treatment, employees must try to schedule treatment so as not to unduly disrupt the Diocese’s/School’s operation. Please contact the Principal/Director of Finance & Operations prior to scheduling planned medical treatment.

Recertification After Grant of Leave

In addition to the requirements listed above, if an employee's Family and Medical Leave is certified, the Diocese/School may later require medical recertification in connection with an absence that the employee reports as qualifying for Family and Medical Leave. For example, the Diocese/School may request recertification if: (1) the employee requests an extension of leave; (2) the circumstances of the employee’s condition as described by the previous certification change significantly; or (3) the Diocese receives information that casts doubt upon the employee's stated reason for the absence. In addition, the Diocese/School may request recertification in connection with an absence after six months have passed since the employee's original certification, regardless of the estimated duration of the serious health condition necessitating the need for leave. Any recertification requested by the Diocese/School will be at the employee’s expense.

Military Emergency Leave Requirements

Employees are required to provide:

 As much advance notice as is reasonable and practicable under the circumstances.

 A copy of the covered military member’s active duty orders when the employee requests leave and/or documentation (such as Rest and Recuperation leave orders) issued by the military setting forth the dates of the military member’s leave; and

 A completed Certification of Qualifying Exigency form within 15 calendar days, unless unusual circumstances exist to justify providing the form at a later date.

Failure to Provide Certification and to Return from Leave

Absent unusual circumstances, failure to comply with these notice and certification requirements may result in a delay or denial of the leave. If an employee fails to return to work at leave’s expiration and has not obtained an extension of the leave, the Diocese/School may presume that the employee does not plan to return to work and has voluntarily terminated their employment.

Compensation During Leave

FMLA Leave is unpaid. The Diocese/School requires employees to use available, accrued personal leave days during an FMLA Leave and accrued vacation leave (if eligible for vacation) to cover some or all of the FMLA Leave. An employee on Leave will not be eligible for holiday pay nor will the employee accrue additional vacation time or personal leave time while on Leave. Some employees may have elected short-term disability benefits as part of their benefits package and these benefits may be payable, according to plan, during FMLA leave. At no time, however, will an employee be eligible to receive more than 100% of their salary while on a day or days of leave. The use of paid benefits will not extend the length of an FMLA Leave.

Benefits During Leave

The Diocese will continue making contributions to employee group health benefits during their leave on the same terms as if employees had continued to actively work. This means that if employees want their benefits coverage to continue during their leave, they must also continue to make the same premium payments that they are now required to make for themselves or their dependents. Eligible employees taking Bonding Leave, Family Care Leave, Serious Health Condition Leave, and Military Emergency Leave will generally be provided with group health benefits for a 12-workweek period. Employees taking Military Caregiver Leave may be eligible to receive group health benefits coverage for up to a maximum of 26 workweeks. The employee must repay premiums the Diocese paid on the employee's behalf to maintain health coverage if the employee fails to return to work following a FMLA Leave.

Job Reinstatement

Under most circumstances, eligible employees will be reinstated to the same position they held at the time of the leave or to an equivalent position with equivalent pay, benefits, and other terms and conditions of employment. However, employees have no greater right to reinstatement than if they had been continuously employed rather than on leave. For example, if an employee would have been subject to a reduction-in-force or if the employee’s position was eliminated during the leave, then the employee will not be entitled to reinstatement.

Prior to being allowed to return to work, an employee wishing to return from a Serious Health Condition Leave must submit an acceptable release from a health care provider that certifies the employee can perform the essential functions of the job as those essential functions relate to the employee's serious health condition. For an employee on intermittent FMLA leave, such a release may be required if reasonable safety concerns exist regarding the employee’s ability to perform their duties, based on the serious health condition for which the employee took the intermittent leave.

Confidentiality

Documents relating to medical certifications, recertifications or medical histories of employees or employees' family members will be maintained separately and treated by the Diocese as confidential medical records, except that in some legally recognized circumstances, the records (or information in them) may be disclosed to supervisors, emergency or first aid personnel, or government officials.

Fraudulent Use of FMLA Prohibited

An employee who fraudulently obtains Family and Medical Leave from the Diocese is not protected by FMLA’s job restoration or maintenance of health benefits provisions. In addition, the Diocese will take all available appropriate disciplinary action against such employee due to such fraud.

Additional Information Regarding FMLA A Notice to Employees of Rights Under FMLA is in Appendix C.

7.7 JURY DUTY/SUBPOENAED AS A WITNESS LEAVE

When called for jury or witness duty, the employee must notify the Principal upon receipt of a subpoena, notice or summons from the court.

Employees will be entitled to leave with pay for periods during normal working hours and on a scheduled workday when they are required to render jury service. Any payment received from the courts may be retained by the employee.

Leave with pay will be granted if a school employee is subpoenaed as a witness in any court or other proceedings before an agency that is empowered to issue subpoena, except as a defendant in a criminal case.

Employees are required to provide verification of jury duty or witness service from the court clerk to the School.

7.8 MATERNITY/PATERNITY LEAVE

Employees becoming new parents, including adoptive parents, receive a three-day paid maternity/paternity leave at the date of birth or adoption. These days are not recorded as sick or personal days.

7.9 MILITARY LEAVE

The School will provide military leave, and reinstatement following military leave, to the full extent required by law. If an employee is called into active military service or enlist in the Uniformed Services of the United States, including the National Guard and the Commissioned Corps of the Public Health Service, or the state military forces, or the reserve components of the same, to participate in active or inactive duty or training will be eligible to receive an unpaid military leave of absence.

7.10 SHORT TERM MEDICAL LEAVE

Each full-time employee may accumulate up to 90 unused PTO days for short term medical leave. These unused PTO days will be paid at the rate of 80% of the person’s base salary.

Eligibility for St. Francis High School medical leave begins after five days of consecutive absences and requires a physician’s documentation.

7.11 WORKERS’ COMPENSATION LEAVE

Any employee who is unable to work due to a work-related injury or illness and who is eligible for Workers’ Compensation benefits will be provided an unpaid leave as required by law. Employees injured on the job, no matter how slightly, must immediately report the incident to the Director of Finance and Operations.

SECTION 8: WORKPLACE SAFETY & SECURITY

8.1 WORKPLACE VIOLENCE (DOJ)

The safety and security of employees is of vital importance to the Diocese/School. Threats or acts of violence—including intimidation, bullying, physical or mental abuse and/or coercion—that involve or affect Diocese/School employees or that occur on the Diocese’s/School’s premises, will not be tolerated.

The prohibition against threats and acts of violence applies to all persons involved in the operation of the Diocese/School, including, but not limited to, Diocese/School employees, clergy, religious, ministers, leaders, supervisors, volunteers and other personnel, contract and temporary workers, consultants, contractors, vendors, visitors, and anyone else on Diocesan/School premises or at Diocesan/School events or activities.

Violations of this policy by an employee will result in disciplinary action, up to and including termination from employment.

It is our goal to have a workplace free from acts or threats of violence and to respond effectively in the event that such acts or threats of violence do occur.

Workplace violence is any intentional conduct that is sufficiently severe, abusive, or intimidating to cause an individual to reasonably fear for their own personal safety or the safety of their family, friends and/or property such that employment conditions are altered, or a hostile, abusive, or intimidating work environment is created for one or several employees.

Examples of workplace violence include, but are not limited to:

 Threats or acts of violence occurring on Diocese/School premises, regardless of the relationship between the parties involved in the incident.

 Threats or acts of violence occurring off Diocese/School premises involving someone who is acting in the capacity of a representative of the Diocese/School.

 Threats or acts of violence occurring off Diocese/School premises involving an employee if the threats or acts affect the mission or interests of the Diocese/School.

 All threats or acts of violence occurring off Diocese/School premises, of which an employee is a victim, if we determine that the incident may lead to an incident of violence on Diocese/School premises; and

 Threats or acts of violence resulting in the conviction of an employee or agent of the Diocese/School, or an individual performing services for the Diocese/School on a contract or temporary basis, under any criminal code provision relating to violence or threats of violence when that act or the conviction adversely affect the mission or interests of the Diocese/School.

Examples of conduct that may be considered threats or acts of violence under this policy include, but are not limited to:

 Threatening physical contact directed toward another individual.

 Threatening an individual or the individual’s family, friends, associates, or property with harm.

 The intentional destruction or threat of destruction of Diocesan/School property or another's property.

 Menacing or threatening phone calls, texts, emails, or social media.

 Stalking.

 Veiled threats of physical harm or similar intimidation; and/or

 Communicating an endorsement of the inappropriate use of firearms or weapons.

Workplace violence does not refer to workplace arguments or debates that are zealous or impassioned, provided there is no resort to any form of coercion. Rather, workplace violence refers to behavior that demonstrates an intention to engage in violence, condones violence in our workplace, or targets any individual with acts or threats of violence.

Employees should help maintain a violence-free workplace. To that end, employees must immediately report any incident that violates this policy to their supervisor or Principal.

8.2 WEAPONS IN THE WORKPLACE (DOJ)

The Diocese/School strictly prohibits employees, or any other person providing services to the Diocese/School or located on the Diocese’s/School’s premises, from possessing weapons of any kind at the workplace unless explicitly approved in advance by a pastor, Diocesan leader, or Principal/President. The workplace includes any property owned or leased by the Diocese/School or occupied by groups of Diocese/School employees or persons providing services to the Diocese/School. Employees are not permitted to transport or store weapons in vehicles owned or leased by the Diocese/School and used by the employee for work purposes, unless the employee is required to transport or store a weapon as part of the employee’s duties and the employee has written permission from the pastor, or a leader in the Diocese/School. This policy prohibits the possession of concealed weapons as well as weapons carried openly.

This prohibition specifically includes guns, rifles, and firearms of any type, including those for which the holder has a legal permit. Other examples of prohibited weapons include, but are not limited to, knives, ammunition, bombs, bows and arrows, clubs, slingshots, blackjacks, metal knuckles and similar devices that by their design or intended use are capable of inflicting serious bodily injury or lethal force.

8.3 SEXUAL AND OTHER PROHIBITED HARASSMENT (DOJ)

The Diocese/School is committed to providing a work environment that is free of prohibited harassment. As a result, the Diocese/School maintains a strict policy prohibiting sexual harassment and harassment against applicants and employees based on any legally recognized status, including, but not limited to race, color, sex, pregnancy (including lactation, childbirth, or related medical conditions), age (40 and over), national origin or ancestry, physical or mental disability, veteran status, uniformed servicemember status or any other status protected by federal, state, or local law.

The Diocese/School’s anti-harassment policy applies to all persons involved in its operations and ministries, regardless of their position, and prohibits harassing conduct by any employee of the Diocese/School, including supervisors, managers, and nonsupervisory employees. This policy also protects employees from prohibited harassment by third parties, such as ministers, vendors, contractors, visitors, or temporary workers. If such harassment occurs in a Diocesan workplace or

Diocesan site by someone not employed or engaged by the Diocese/School, procedures in this policy should be followed. The workplace includes actual worksites such as parish, church or school settings, any setting in Diocesan-related business or activities are being conducted, Diocese/School-sponsored events, or Diocese/School owned/controlled property.

The Diocese/School prohibits unlawful harassment, including sexual harassment, as well as conduct that does not rise to the level of being unlawful. This policy is not designed or intended to limit the Diocese's/School’s authority to discipline or take remedial action for conduct that the Diocese/School deems unacceptable, regardless of whether that conduct satisfies the definition of unlawful harassment or sexual harassment.

Sexual Harassment Defined

Sexual harassment includes unwanted sexual advances, requests for sexual favors or visual, verbal, or physical conduct of a sexual nature when:

 Submission to such conduct is made a term or condition of employment; or

 Submission to, or rejection of, such conduct is used as a basis for employment decisions affecting the individual; or

 Such conduct has the purpose or effect of unreasonably interfering with an employee's work performance or creating an intimidating, hostile or offensive working environment. Sexual harassment includes various forms of offensive behavior based on sex. The following is a non-exhaustive list of the types of conduct prohibited by this policy:

 Unwanted sexual advances or propositions (including repeated and unwelcome requests for dates).

 Offers of employment benefits in exchange for sexual favors.

 Making or threatening reprisals after a negative response to sexual advances.

 Visual conduct: leering, making sexual gestures, displaying of sexually suggestive objects or pictures, cartoons, posters, websites, emails, or text messages.

 Verbal conduct: making or using sexually derogatory comments, innuendos, epithets, slurs, sexually explicit jokes, or comments about an individual’s body or dress, whistling, or making suggestive or insulting sounds.

 Verbal and/or written abuse of a sexual nature, graphic verbal and/or written sexually degrading commentary about an individual's body or dress, sexually suggestive or obscene letters, notes, invitations, emails, text messages, tweets, or other social media postings.

 Physical conduct: touching, assault or impeding or blocking normal movements.

 Retaliation for making reports or threatening to report sexual harassment.

Other Types of Harassment

Harassment on the basis of any legally protected status is prohibited, including harassment based on race, color, sex, pregnancy (including lactation, childbirth, or related medical conditions), age (40 and over), national origin or ancestry, physical or mental disability, veteran status, uniformed servicemember status or any other status protected by federal, state, or local law. Prohibited harassment may include behavior similar to the illustrations above pertaining to sexual harassment. It also includes, but is not limited to:

 Verbal conduct including taunting, jokes, threats, epithets, derogatory comments, or slurs based on an individual’s protected status.

 Visual and/or written conduct including derogatory posters, photographs, calendars, cartoons,

drawings, websites, social media, emails, text messages or gestures based on an individual’s protected status; and

 Physical conduct including assault, unwanted touching or blocking normal movement because of an individual’s protected status.

Complaint Procedure

Any applicant or employee who believes they have been subjected to prohibited harassment, discrimination or retaliation by a co-worker, supervisor, manager, minister, visitor, contractor, vendor, or temporary worker of the Diocese/School, or who believes another individual has been subject to such conduct, should report it immediately. Applicants and employees are encouraged to report concerns, even if they relate to incidents in the past, involve individuals who are no longer affiliated with the Diocese/School, or concern conduct occurring outside of work if it impacts the individual at work.

Complaints can be made verbally, or in writing, to a supervisor, manager, clergy or to the Principal/President. Employees are not required to report any prohibited conduct to a supervisor, manager or clergy who may be hostile, who has engaged in such conduct, who is a close associate of the person who has engaged in such conduct, or with whom the employee is uncomfortable discussing such matters.

Employees are encouraged, but not required, to communicate to the offending person that the person’s conduct is offensive and unwelcome. Any supervisor or manager who receives a complaint of harassment or retaliation must immediately report the allegation to the Principal/President.

After a report is received, a thorough and objective investigation will be undertaken. Confidentiality will be maintained to the extent practical and permitted by law. Investigations will be conducted as confidentially as possible and related information will only be shared with others on a need-to-know basis. The investigation will be completed, and a determination made and communicated to the employee as soon as practical. The Diocese/School expects all employees to fully cooperate with any investigation conducted by the Diocese/School into a complaint of proscribed harassment, discrimination, or retaliation, or regarding the alleged violation of any other Diocesan/School policies.

If a complaint of prohibited harassment or discrimination is substantiated, appropriate disciplinary action, up to and including termination of employment, will be taken. If a complaint cannot be substantiated, the Diocese/School may take appropriate action to reinforce its commitment to providing a work environment free from harassment.

Supervisor’s Responsibility

All supervisors and managers are responsible for:

 Implementing this policy, which includes, but is not limited to, taking steps to prevent harassment and retaliation.

 Ensuring that all employees under their supervision have knowledge of and understand this policy.

 Promptly reporting any complaints to the Principal/President so they may be investigated and resolved in timely manner.

 Taking and/or assisting in prompt and appropriate corrective action when necessary to

ensure compliance with this policy; and

 Conducting themselves, at all times, in a manner consistent with this policy. Failure to meet these responsibilities may lead to disciplinary action, up to and including termination.

Protection Against Retaliation

Retaliation is prohibited against any person by another employee or by the Diocese/School for using this complaint procedure, reporting proscribed harassment, objecting to such conduct, or filing, testifying, assisting, or participating in any manner in any investigation, proceeding or hearing conducted by a governmental enforcement agency. Prohibited retaliation includes, but is not limited to, termination, demotion, suspension, failure to hire or consider for hire, failure to give equal consideration in making employment decisions, failure to make employment recommendations impartially, adversely affecting working conditions or otherwise denying any employment benefit.

Individuals who believe they have been subjected to retaliation or believe that another individual has been subjected to retaliation, should report this concern to the supervisor, manager, pastor, Principal, or President. Any report of retaliatory conduct will be investigated in a thorough and objective manner. If a report of retaliation prohibited by this policy is substantiated, appropriate disciplinary action, up to and including termination of employment, will be taken. If a complaint cannot be substantiated, the Diocese/School may take appropriate action to reinforce its commitment to providing a work environment free from retaliation.

Good Faith

The initiation of a good faith complaint of harassment or retaliation will not be grounds for disciplinary action, even if the allegations cannot be substantiated. Any individual who makes a complaint that is demonstrated to be intentionally false may be subject to discipline, up to and including termination.

Support for Individuals Impacted by Harassment or Retaliation

The Diocese/School will strive to assist anyone who has been subjected to unwelcome harassment or retaliation to feel more comfortable in the work environment. Such assistance may be but does not necessarily include transfer or reassignment. Any such assistance is at the Diocese’s/School’s sole discretion.

8.4 WORKPLACE BULLYING (DOJ)

The Diocese/School does not tolerate bullying behavior. Individuals who engage in workplace bullying may be disciplined, up to and including termination of employment.

Workplace bullying is the use of force, threats, or coercion to abuse, intimidate, or humiliate another employee. Workplace bullying includes, but certainly is not limited to, the following:

 Verbal abuse, such as the use of patently offensive, demeaning, and harmful derogatory remarks, insults, and epithets.

 Verbal or physical conduct that is threatening, intimidating or obscene.

 Pushing, shoving, kicking, poking, tripping, assaulting, or threatening physical assault, or intentionally damaging a person’s work area or property; or

 Sabotage, or deliberately subverting, obstructing or disrupting another person’s work performance.

Cyberbullying refers to bullying, as defined above, that occurs through the use of a computer, cell phone, smartphone, tablet, pager, or other device that transmits electronic information, regardless of whether the device is owned by or located at the Diocese/School or connected to a Diocese/School network. Cyberbullying is also prohibited.

Reporting and Response

Employees who are subject to, or witness, workplace bullying are encouraged to notify their supervisor or Principal/President immediately. The Diocese/School will promptly investigate the complaint. The Diocese/School will maintain confidentiality to the extent possible, consistent with its commitment to investigating the complaint promptly and thoroughly.

If the complaint is verified, the Diocese/School will take appropriate remedial and disciplinary action, which may include, but is not limited to, verbal or written warnings, suspension, termination of employment, counseling, and other actions. The Diocese/School will also report to law enforcement, if appropriate. The complaining party will be advised of the results of the investigation.

Anti-Retaliation

The Diocese/School strictly prohibits retaliation against an employee for making a good faith claim of bullying or for participating in good faith in an investigation of bullying.

8.5 DISABILITY AND ACCOMMODATION (DOJ)

To comply with applicable laws ensuring equal employment opportunities for individuals with disabilities, the Diocese/School will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee, unless undue hardship and/or a direct threat to the health and/or safety of the individual or others would result. Any employee who requires an accommodation to perform the essential functions of their job, enjoy an equal employment opportunity, and/or obtain equal job benefits should contact their supervisor or Principal to request such an accommodation. The supervisor or Principal will communicate with the employee and engage in an interactive process to determine the nature of the issue and what, if any, reasonable accommodation(s) may be appropriate. In some cases, this interactive process may be triggered without a request from the employee, such as when the Diocese/School receives notice from its own observation or another source that a medical impairment may be impacting the employee’s ability to perform essential job functions.

Employees who believe they need an accommodation must specify, preferably in writing, what barriers or limitations prompted the request. The Diocese/School will evaluate information obtained from the employee, and possibly the employee’s health care provider or another appropriate health care provider, regarding any reported or apparent barriers or limitations, and will then work with the employee to identify possible accommodations, if any, that will help to eliminate or otherwise address the barrier(s) or limitation(s). If an identified accommodation is reasonable and will not impose an undue hardship on the Diocese/School and/or a direct threat to the health and/or safety of the individual or others, the Diocese/School will attempt to make the accommodation, or it may propose another reasonable accommodation which may also be effective. Employees are required to cooperate with this process by providing all necessary documentation supporting the need for accommodation and being willing to consider alternative accommodations when applicable.

The Diocese/School will also consider requests for reasonable accommodations for medical conditions related to pregnancy, childbirth, and lactation where supported by medical documentation and/or as required by applicable federal, state, or local law.

Employees who wish to request unpaid time away from work to accommodate a disability should contact their supervisor or Principal.

8.6 WORK-RELATED INJURIES (DOJ)

An employee who sustains a work-related injury or illness should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately.

Employees who sustain work-related injuries may be eligible for workers’ compensation benefits. The Director of Finance & Operations may be contacted for more information about workers’ compensation benefits. Employees who need to take time off from work due to a workers’ compensation illness or injury may also be eligible for a leave of absence under the Diocese’s/School’s leaves of absence or reasonable accommodation policies.

8.7 PERSONAL DATA CHANGES (DOJ)

To better assist employees and/or their families in the event of personal emergencies, the Diocese/School needs to maintain up-to-date contact information. Maintaining accurate information in our files is also important for recordkeeping, payroll, and benefits-related purposes.

8.8 SMOKE-FREE AND TOBACCO-FREE WORKPLACE (DOJ)

The Diocese/School provides a work environment that is smoke-free. Smoking, and the use of all tobacco-related products, including but not limited to, smoking, the use of chewing tobacco and the use of e-cigarettes, is strictly prohibited inside Diocesan buildings and anywhere on Diocesan/School premises. Employees who observe other individuals smoking, chewing, or vaping in the workplace have a right to object and should report the violation to their supervisor or the Principal. Employees will not be disciplined or retaliated against for reporting the use of prohibited products that violate this policy.

Employees that violate this policy may be subject to disciplinary action up to and including termination.

8.9 DRUG-FREE WORKPLACE (DOJ)

The Diocese/School strives to provide a safe environment for employees and others and to minimize the risk of accidents and injuries. Accordingly, each employee has a responsibility to co-workers and to those we serve to deliver services in a safe and conscientious manner. The Diocese/School expects that all employees must report to work and remain completely free of illegal drugs, abused or nonprescribed prescription drugs and alcohol.

Drug Use/Distribution/Possession/Impairment

The Diocese/School strictly prohibits the use, sale, attempted sale, conveyance, distribution, manufacture, purchase, attempted purchase, possession, cultivation and/or transfer of illegal drugs or other unlawful intoxicants at any time, and in any amount or any manner, regardless of occasion. "Illegal drugs" means all drugs whose use or possession is regulated or prohibited by federal, state, or local law. These include prescription medication that is used in a manner inconsistent with the

prescription or for which the employee does not have a valid prescription. To the extent permitted by state and local law, this policy also prohibits the presence, possession, and use of marijuana. The Diocese/School will accommodate individuals who are medically certified to use marijuana where required to do so by law, but in no case may an employee use or possess marijuana or marijuana products at work or during work time or work while impaired.

Employees are also prohibited from having any such illegal or unauthorized controlled substances in their system while at work.

Included within this prohibition are lawful controlled substances that have been illegally or improperly obtained.

Alcohol Use/Distribution/Possession/Impairment

All employees are prohibited from distributing, dispensing, possessing, or using any beverage or medicine containing alcohol while at work or on duty. Employees are prohibited from coming onto diocesan premises, reporting to work, or working with alcohol in their systems. The Diocese/School approves the use of wine in churches and chapels for the celebration of mass. The Diocese/School will allow the occasional presence and use of alcohol on diocesan/school property for certain preplanned Diocesan/School-sponsored events. The presence and use of alcohol on Diocesan/School property by employees and/or guests must be approved in advance, and approval may be given only by the local pastor, Principal, President or the Bishop of the diocese. Lawful off-duty alcohol use, while generally not prohibited by this policy, must not interfere with an employee's job performance.

Prescription and Over-the-Counter Drugs

This policy does not prohibit the possession and proper use of lawfully prescribed or over- thecounter drugs. However, an employee taking medication should consult with a health care professional or review dosing directions for information about the medication’s effect on the employee’s ability to work safely, and promptly disclose any work restrictions to their supervisor or School Nurse or Principal. Employees are not required to reveal the name of the medication or the underlying medical condition.

The Diocese/School reserves the right to transfer, reassign, place on leave of absence or take other appropriate action regarding any employee during the time the employee uses medication that may affect the ability to perform safely. The Diocese/School will comply with all requirements pertaining to providing reasonable accommodations to the extent required by applicable law.

The Diocese’s/School’s general prohibition against the possession or use of marijuana at work applies regardless of whether an employee is certified to use marijuana for medical reasons under state law. Unless otherwise required by law, the Diocese/School will not accommodate the use or possession of marijuana by individuals who are medically authorized to use marijuana as a matter of state law but will offer such individuals alternative accommodations related to any underlying disability. Employees who have any questions regarding the Diocese’s position concerning medical marijuana in a particular location should contact the Principal or President.

Testing for Drugs or Alcohol

Under reasonable suspicion of drug or alcohol use or impairment on the job or in the workplace, an employee may be required to submit to a blood, urine, or other diagnostic test to detect drugs or

alcohol in the employee’s system. If an initial screening test indicates a positive finding, a confirmation test will be conducted. Refusal to submit to testing when requested by a supervisor may subject an employee to immediate termination. The Diocese/School will adhere to all local and state laws regarding drug/alcohol testing with respect to the possession and use of drugs/alcohol in the workplace.

Counseling and Rehabilitation

Employees who voluntarily seek help for substance abuse (self-referral) by contacting the Diocese/School will be provided an opportunity to pursue counseling and rehabilitation. The Diocese/School will make available to these employees information about counseling and rehabilitation services. An employee who is receiving counseling and/or treatment for substance abuse may use available vacation, sick leave, or, if eligible, family and medical leave. Health insurance often covers the costs of such services, but costs not covered must be paid by the employee. The employee cannot return to work until released by a treatment provider to do so, and upon receiving a negative result on a return-to-work drug and/or alcohol test (as appropriate for that individual). In addition, the employee may be asked to submit to follow-up testing for a period following the return to work.

An employee’s decision to seek help voluntarily will not be used as a basis for disciplinary action, although the individual may be transferred, given work restrictions, or placed on a leave, as appropriate. A request for help is considered voluntary only if it is made before the employee is asked to submit to any drug or alcohol test or is discovered to have otherwise violated this policy.

8.10 DIOCESE’S/SCHOOL’S RIGHT TO SEARCH (DOJ)

The Diocese/School wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, the Diocese/School prohibits the control, possession, transfer, sale, or use of such materials on its premises to the extent permitted by law. We require the cooperation of all employees in administering this policy.

Offices, desks, lockers, cabinets, closets, and other storage devices are provided for the convenience of employees but remain the sole property of the Diocese/School. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of the Diocese/School at any time, either with or without prior notice.

In addition, to ensure the safety and security of employees and customers, and to protect our legitimate operational and diocesan interests, we reserve the right to question and inspect or search any employee or other individual entering or leaving Diocese/School premises or job sites. The inspection or search may include any packages or items that the individual may be carrying, including briefcases, handbags, knapsacks, shopping bags, boxes, etc.

These items are subject to inspection and search at any time, with or without prior notice. We also may require employees to agree to reasonable inspection of their personal property and/or person while on the job or on the Diocese's/School’s premises. The individual may be requested to selfinspect their personal property or person by displaying the contents of any packages and/or clothing.

8.11 USE OF DIOCESE/SCHOOL EQUIPMENT AND RESOURCES (DOJ)

Diocese/School Equipment

When using Diocese/School vehicles or other property, employees are expected to exercise care, maintain the property in safe working order, and follow all operating instructions, safety standards and guidelines.

Employees should notify their supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. Employees who have questions about their responsibility for maintenance and care of equipment or vehicles used on the job should consult their supervisor.

All employees are expected to comply with all local, state, and federal laws while operating Diocese/School vehicles and other equipment. The Diocese/School may discipline employees who engage in unlawful conduct.

Electronic Resources

This policy describes the Diocese’s/School’s general guidelines for using its electronic resources, including electronic mail (email), voicemail, internet access and computer systems.

Employees should use the Diocese’s/School’s electronic resources with the understanding that these resources are provided for the benefit of the Diocese’s/School’s business. Employees may use Diocese/School electronic resources for personal use, during nonworking time, as long as such use complies with Diocese/School rules and applicable laws. Employees should never use the Diocese’s/School’s electronic resources for personal use in a manner that interferes with their work duties or any responsibilities to the Church.

Sending, saving, accessing, or viewing obscene, unlawful, or otherwise inappropriate material on the Diocese’s/School’s electronic resources is prohibited. Messages stored and/or transmitted by the Diocese’s/School’s electronic resources, including the computer, voicemail, email, or the telephone system, must not contain content that may reasonably be considered to be obscene or other patently offensive material. Prohibited material includes, but is not limited to, sexual comments, jokes or images, racial slurs, gender- specific comments, or any comments, jokes or images that would discriminate against or harass someone on the basis of their race, color, sex, age, national origin or ancestry, disability, or any other category protected by federal, state, or local law. Likewise, any use of the internet, email, or any other electronic resource to engage in harassment or discrimination prohibited by Diocese/School policies is unlawful and strictly prohibited. Violators may be subject to discipline, up to and including termination of employment.

Unless otherwise noted, all software on the internet should be considered copyrighted work. Therefore, employees are prohibited from downloading software and/or modifying any such files without permission from the copyright holder.

Software Code of Ethics

Employees may not duplicate any licenses, software, or related documentation for use either on the Diocese’s/School’s premises or elsewhere unless the Diocese/School is expressly authorized to do so by agreement with the licenser. Unauthorized duplication of software may subject users and/or the Diocese/School to both civil and criminal penalties under the United States Copyright Act.

Employees may not give software to any outsiders including contractors, consultants, or others. Employees may use software on local area networks or on multiple machines only in accordance with applicable license agreements. Employees may not download software from the internet and install it on their Diocese/School computers.

The Diocese/School reserves the right to audit any Diocese/School computer to determine what software is installed on the local drive(s).

Employee Responsibility

Each employee is responsible for the content of all text, audio, or images that they place or send using the Diocese’s/School’s electronic resources. The same standards should be utilized for the creation of email, instant messages, and text messages in connection with an employee’s work as would be utilized for other Diocese/School correspondence or memoranda.

Computer and Systems Security

All computers and the data stored on them are, and remain at all times, the property of the Diocese/School. As such, all messages created, sent, or retrieved over the internet or the Diocese’s/School’s electronic mail systems are the property of the Diocese/School, and should be considered Diocese/School information. The Diocese/School reserves the right to retrieve and read any message composed, sent, or received using the Diocese’s/School’s electronic resources, including all computer equipment and the electronic mail system, for any business reason, including but not limited to, ensuring compliance with this and all Diocese/School policies.

Employees should be aware that even when a message is deleted or erased, it is still possible to recreate the message; therefore, ultimate privacy of a message cannot be ensured to anyone. Accordingly, internet and email messages are not private. Furthermore, all communications including text and images can be disclosed to law enforcement or other third parties without prior consent of the sender or the receiver.

Employees should also be aware that duplicates of email transmitted through a personal, web-based email account using Diocese/School equipment could be stored on that equipment; likewise, information regarding internet sites that an employee has accessed may also be stored.

Email Content Screening

The Diocese/School maintains the right to screen all inbound and outbound email content. Email messages or attachments that contain obscene or similarly offensive material may be quarantined and held from transmission or receipt until the sender or recipient can verify the message or attached document is work related.

The Diocese/School may, in its discretion, review communications to and from a personal account, subject to laws regarding attorney-client communications.

If an employee wants to communicate with an attorney or send an otherwise confidential piece of communication that they do not want the Diocese/School to monitor, the employee should consider using a personal email address and personal computer equipment. If an employee does use Diocese/School equipment, the employee consents to any monitoring by the Diocese/School and should understand that there is no right to privacy with respect to such communications, to the extent permissible under applicable law.

Virus Protection

To prevent computer viruses from being transmitted through the system, employees are not authorized to download any software from the internet onto their Diocese/School computer or any drive in that computer.

The Diocese/School maintains virus protection software on all network servers and filters all inbound and outbound email for virus attachments. Email containing a virus will be quarantined and both the sender and recipient will be informed. If the virus can be removed, the message will be forwarded to the recipient.

SECTION 9: CAMPUS SAFETY & SECURITY

9.1 ILLINOIS SCHOOL SAFETY DRILL ACT

St. Francis High School complies with the Illinois School Safety Drill Act. The purpose of this Act is to establish requirements and standards for schools to follow when conducting school safety drills and reviewing school emergency and crisis response plans. The Illinois School Safety Drill Act also encourages schools and first responders to work together for the safety of children.

All schools are required to conduct the following drills annually:

 3 Evacuation Drills to address and prepare students and school personnel for fire incidents, bomb threats, and hazardous material events. One of these three Evacuation Drills must have the fire department present to observe and provide direction and feedback;

 1 Severe Weather Drill to address and prepare students and school personnel for possible tornado incidents;

 1 Bus Evacuation Drill;

 1 Law Enforcement Drill commonly referred to as a Lockdown Drill to address incidents including intruders and shootings. This Law Enforcement Drill must have the local law enforcement present to participate, observe and provide direction and feedback.

9.2 EMERGENCY PROCEDURES

All employees receive a copy of the Emergency Procedures Flip Chart and Emergency Go-Bags. Teachers are required to keep these flip charts with their attendance lists. Review of all emergency procedures takes place at the beginning of each school year.

9.3 LEAVING THE BUILDING DURING WORKING HOURS

Notification to either the Principal, Assistant Principals, Dean of Students, Main Office staff or immediate supervisor, must be made before leaving the building during assigned work hours.

9.4 COMMUNITY AGENCIES (DOJ)

School administrators and staff members will cooperate with the local municipal or county health department in their efforts to ensure adequate provision of health services for students.

Law Enforcement Protocols

If law enforcement officers request to confer with a student when s/he is under the jurisdiction of the school, the following steps are taken to cooperate with the authorities:

 The officer shall properly identify herself/himself;

 Request that the interview be held outside of school hours and off of school property

 Parent(s)/guardian(s) are notified immediately if possible. The principal makes every effort to inform the parent(s)/guardian(s) of the intent of the law enforcement authorities;

 The student’s parent(s)/guardian(s) has a right to be present if the conference is held in the school;

 If it is impossible for the parent(s)/guardian(s) to be present, or if the student’s parent(s)/guardian(s) requests it, the principal witnesses the conference held in the school.

Legal Requests

Legal requests from state or federal authorities regarding school or school- related matters should be directed to the Principal or President.

Reporting Drug Violations to Authorities

The School shall follow the provisions of the School Reporting of Drug Violations Act, 105 ILCS 127, which provides that the superintendent, principal of the school or their designee shall report all instances of “drug violations” to local law enforcement officials or to the office of the county sheriff of the municipality or county where the school is located.

 A “drug violation” is when any of the following occurs on school property, on a public way within 1,000 feet of a school, or on any property owned, leased, or contracted by a school to transport students to or from school or to or from a school related activity:

o A person knowingly manufactures, delivers, or possesses with intent to deliver, or manufacture, cannabis in a school, in violation of the Cannabis Control Act, 720 ILCS 550, Section 5.2; or

o A person delivers a controlled, counterfeit or look-alike substance to a person under 18 years of age, in violation of the Illinois Controlled Substances Act, 720 ILCS 570, Sections 401(b) and or 407; or

o A person knowingly possesses, procures, transports, stores, or delivers any methamphetamine precursor or substance containing any methamphetamine precursor in standard dosage form with the intent that it be used to manufacture methamphetamine or a substance containing methamphetamine, in violation of the Methamphetamine Control and Community Protection Act, 720 ILCS 646 et seq.

 Reporting: Upon receiving any report from any school personnel regarding a verified incident involving drugs in a school or on school owned or leased property, the Principal, or his or her designee, shall report such drug-related incident occurring in a school or school property to the local law enforcement authorities immediately and to the Illinois State Police. Reports to the Illinois State Police can be made through the School Incident Reporting System (“SIRS”), a webbased application used by schools to report incidents electronically. Note that reporting through SIRS does not satisfy the requirement to report the incident to local law enforcement authorities as well. 105 ILCS 5/10-27.1B The school notifies the parents or guardians of students in possession of drug violations.

Reporting Firearms on School Property to Authorities

Upon receiving any report from any school personnel regarding a known or suspected incident involving a firearm in a school or on school-owned or leased property, the Principal, or his or her designee, shall report such firearm-related incident to the local law enforcement and to the Illinois State Police no later than 24 hours after the occurrence of the incident. The school will immediately notify the parents or guardians of students in possession of firearms on property or within 48 hours of becoming aware of the incident if off-property.

Reporting Attacks on School Personnel to Authorities

Upon receipt of a written complaint from any school personnel, the School is required to report all incidents of battery committed against any school employee (e.g., principals, teachers, aides, secretaries, custodians) to the local law enforcement authorities immediately after the occurrence of the attack and to the Illinois State Police’s Illinois Uniform Crime Reporting Program no later than 3 days after the occurrence of the attack.

Communicable/Infectious Diseases

School staff shall take all necessary action to maintain a school environment that is clean, safe, and kept free of communicable diseases. Students who are diagnosed with a communicable disease may be asked to leave school and remain at home at the discretion of the principal (or designee). Certain Communicable Diseases are required by Illinois State Law to be reported to the local health department. The School will follow all state and local health department policies.

9.5 MISSING CHILDREN RECORDS ACT

The School shall follow the provisions of Section 5(a) of the Missing Children Records Act, 325 ILCS 50/5, which requires having a system in place that flags records requests for any current or former student reported as a missing person by the Illinois State Police.

The procedure is as follows:

Upon notification by the Illinois State Police of a child's disappearance, a school in which the child is currently (or was previously enrolled) shall flag the record of that child by placing it in an orange file folder so that whenever a copy of or information regarding the record is requested, the school or other entity shall be alerted to the fact that the record is that of a missing child. The school or other entity shall immediately report to the Illinois State Police any request concerning flagged records or knowledge as to the whereabouts of any missing person.

Upon notification by the Illinois State Police that the missing child has been recovered, the school or other entity shall remove the flag from the child's record.

9.6 DEPARTMENT OF CHILDREN AND FAMILY SERVICES (1-800-252-2873)

Who are Mandated Reporters?

Members of the general public may report suspected child abuse and neglect if they choose. However, state law indicates that workers in certain professions must make reports if they have reasonable cause to suspect abuse or neglect. Mandated reporters include all school personnel. Therefore, all employees of St. Francis High School, as a condition of employment, must agree to adhere to the terms and conditions of the policy regarding mandatory reporting of child abuse and/or neglect and all the other stated implications of the policy for employees.

According to the revised Abused and Neglected Child Reporting Act, all employees are mandated to report suspicion of abuse to the Department of Children and Family Services. According to Illinois School Code licenses/certificates may be suspended and/or revoked if there is proof that professional school personnel had knowledge of suspected child abuse and/or neglect and did not report it.

What is Child Abuse and Neglect?

Child abuse is the mistreatment of a child under the age of 18 by a parent, caretaker, someone living in their home or someone who works with or around children. The mistreatment must cause injury or must put the child at risk of physical injury. Child abuse can be physical (such as burns or broken bones), sexual (such as fondling or incest) or emotional.

Child neglect happens when a parent or responsible caretaker fails to provide adequate supervision, food, clothing, shelter or other basics for a child.

What Should I Do If I Suspect Child Abuse or Neglect?

Whenever there is a case of suspected child abuse or neglect, the employee shall immediately inform the Principal or Guidance Counselor. A thorough investigation shall be made and the findings shall be discussed with the reporting employee. All evidence of child abuse or neglect shall be reported to the DCFS (Department of Children and Family Services, telephone 1-800-252-2873) by the employee, Guidance Counselor or by the Principal. The report shall include the name and address of the child and his/her parents or others having custody, the child’s age, and the nature of the child’s condition, including any evidence of previous injuries or disabilities, any other information which might be helpful in establishing the cause of such abuse or neglect, and the identity of the person believed to have caused such abuse or neglect.

The report shall thereafter be confirmed in writing to the DCFS within 48 hours of any initial report. Any person submitting a report may be required to testify in a subsequent judicial proceeding regarding any evidence of abuse or neglect observed.

Pursuant to statute, any person participating in good faith in the making of a report, or in the investigation of such report, shall be immune from any civil or criminal liability that otherwise might result by reason of such action. However, any person who fails to file a report with the DCFS or knowingly transmits a false report to the DCFS commits the offense of disorderly conduct under subsection (a)(7) of Section 26-1 of the Criminal Code of 1961. A first violation of this subsection is a Class A misdemeanor, punishable by a term of imprisonment for up to one year, or by a fine not to exceed $1000, or by both such term and fine. A second or subsequent violation is a Class 4 felony.

9.7 REPORTING STUDENT INJURIES

Please report all student injuries to the School Nurse. An accident/injury report is to be completed and returned to the Director of Finance and Operations within 24 hours of the incident or at the earliest time possible. This guideline applies to any injury which occurs on school property or at any school-sponsored activity.

9.8 MEDICATION POLICY

When a student requires medication, the primary responsibility for administering the medication rests with the parent. St. Francis High School recognizes that some short and long-term medical conditions require medication prescribed at intervals that may include school hours. The administration of medication to students is subject to guidelines established by the Illinois Department of Human Services and the Illinois State Board of Education (105 ILCS 5/10-22.21b).

No school personnel shall administer to any student, nor shall any student possess or consume any prescription or nonprescription medication unless the completed Medication Authorization Form is on file in the Wellness Office. This form must be signed by the parent and completed by a physician prior to the dispensing of any medication to the student. The nurse reviews the written authorization and consults with the parent/guardian, licensed prescriber or pharmacist for additional information as necessary. The nurse or school administration retains the discretion to deny requests for administration of medication. To assist in safe monitoring of side effects and/or intended effects, faculty and staff may be informed of the medication plan.

In addition to the Medication Authorization Form, students diagnosed with allergies, asthma, diabetes, or seizures must submit an action plan related to the diagnosis and signed by both the

parent and a physician. Further information is available on the St. Francis High School Resource Board within the Wellness Tile.

When a physician has determined that medication is necessary during school hours, the following procedures must be followed:

 All prescription and nonprescription medication require a doctor’s order and parent permission.

 Prescription medication is to be in the original, labeled container as dispensed by the pharmacy or the manufacturer. It must state the student’s name, name of the medication, dosage, directions for use, name of the physician, and pharmacy.

 Nonprescription, over-the-counter medication must be in the original manufacturer labeled container with directions for use visible and the student’s name on the container.

 All medications must be delivered to the school nurse (or in case of the nurse’s absence, a designated administrator) as soon as the student enters the building and prior to class.

 By law, the only medications students may carry and self-administer are: rescue inhalers, epinephrine auto injectors, seizure medication and insulin/diabetic supplies. St. Francis High School, its employees, and its agents are to incur no liability as a result of any injury arising from the self-administration of medications by the student. (Reference Diocese of Joliet Dispensation of Medicine Policy 6820)

 Students may now carry pharmacy prescription labeled rescue inhalers with parent signature only on the Medication Authorization Form. In addition, please provide the Wellness Office with a copy of the prescription label. This rule applies only to rescue inhalers.

 The school nurse (or in case of the nurse’s absence, a designated administrator) will administer the medication or supervise self-medication in accordance with the physician instructions.

 Medication orders must be renewed annually at the beginning of the school year or when a medication or the dosage has been changed.

 All medications must be picked up in the Wellness Office at the end of the school year or they will be discarded in accordance with state regulation.

 The following over-the-counter medications are stocked in the Wellness Office: Acetaminophen (Tylenol) or its generic, Ibuprofen (Advil) or its generic, Diphenhydramine (Benadryl) or its generic, and Antacid (Tums) or its generic. Over-the-counter medications may be given only if the parent gives permission annually on the Over-the-Counter Medication portion of MAGNUS.

9.9 SUICIDE PREVENTION POLICY

St. Francis High School recognizes that suicide is a major cause of death among youth. In order to attempt to reduce suicidal behavior and its impact on students and families, St. Francis High School has developed prevention, intervention, and postvention procedures.

Prevention

Suicide prevention strategies may include, but are not limited to, efforts to promote a positive school climate that enhances students' feelings of connectedness with the school and is characterized by a caring staff and harmonious interrelationships among students.

St. Francis High School shall promote the healthy mental, emotional, and social development of students. Suicide prevention instruction shall be incorporated into the education curriculum of all students. Such instruction shall be aligned with best practice curriculums for suicide prevention and

shall be designed to help students analyze signs of depression and self-destructive behaviors, including potential suicide, and to identify suicide prevention strategies.

In addition to the institution of a prevention curriculum, the organization of support groups shall also be included in the prevention effort.

St. Francis High School may offer parents/guardians education or information which describes the severity of the youth suicide problem, the school’s suicide prevention curriculum, risk factors and warning signs of suicide, basic steps for helping suicidal youth, and/or school and community resources that can help youth in crisis.

Suicide prevention training for staff shall be designed to help staff identify and respond to students at risk of suicide.

Intervention

St. Francis High School’s procedures for intervening when a student attempts, threatens, or discloses the desire to commit suicide:

Whenever a faculty/staff member suspects or has knowledge of a student's suicidal intentions;

1. The Counseling Department is to be immediately notified.

2. The school counselor shall follow the Counseling Department’s Policy for Initial Assessment.

3. After the assessment, the student's parents/guardians will be notified as soon as possible and the student may be referred to mental health resources in the school or community. When necessary, this may include calling emergency services. In most cases, St. Francis High School will require an outpatient mental health or primary care appointment. St. Francis High School will ask the student’s parents/guardians for written permission to discuss the student’s health with outside care.

4. If a student is deemed to be at risk during the initial assessment conducted by the school counselor, the student can only return to school after an outside assessment has taken place and St. Francis High has received written verification by an outside therapist/psychologist/psychiatrist or other qualified health professional that the student is no longer a risk to himself/herself or others.

Whenever a faculty/staff member is made aware of potential suicidal risk of a student outside of school hours;

1. The Counseling Department is to be immediately notified.

2. A member of the Counseling Department shall then immediately contact the student’s parents. If appropriate, emergency medical services and/or the police shall be called.

3. If a member of the Counseling Department cannot be reached or if there is immediate danger, the faculty/staff member shall immediately contact the student’s parents or emergency medical services and/or police.

4. Outside of school hours, if a faculty/staff member is contacted by a student expressing suicidal ideation;

A. The staff member should maintain contact with the student.

B. The staff member should then enlist the assistance of another person to contact parents and/or emergency personal while maintaining verbal engagement with the student.

All students shall be encouraged to notify a teacher, principal, counselor, or other adult when they are experiencing thoughts of suicide or when they suspect or have knowledge of another student’s suicidal intentions.

Postvention

St. Francis High School has established crisis intervention procedures to ensure student safety and appropriate communications. In the event that a suicide occurs within the school community, these guidelines are outlined in the school’s Student Services Crisis Manual.

9.10 KEYS/ID CARDS POLICY

The purpose of the Key/ID Card policy is to protect the property, privacy and safety of the school, and of individuals assigned to use the facilities, by limiting access to employees only. Each Key/ID Card issued to an employee is intended for their sole use. Keys are not to be duplicated. Keys/ID Cards are not to be loaned/borrowed/given to any other individual for use. Keys/ID Cards must be returned to the school upon request and/or on the last day of employment.

9.11 VISITOR POLICY

All visitors to the school must register in the Main Office and obtain a Visitor’s Pass to be worn while they are in the building. Visitors are to remain in the Main Office until they are met by their host, who will act as their escort while in the building. For security purposes, all visitors should be made aware of this policy in advance and instructed that, when visiting St. Francis, they are to proceed to the Main Office upon their arrival.

Alumni may visit faculty and staff after regular school hours, but must sign in at the Main Office and receive a Visitors Tag.

At no time can a student-visitor request to see a St. Francis student. St. Francis High School is a closed campus.

9.12 FACILITY SAFETY

Employees should take all necessary precautions to protect students, equipment, materials and facilities. Lock classroom and office doors when not in use. Close windows before leaving for the day.

In accordance with the Health/Life Safety Annual Inspection Checklist, the following general housekeeping rules should be followed:

 Unobstructed entrances and exits

 No storage in stairwells

 Ceiling clearance above storage is 18 inches

 Surge protectors (not household extension cords)

 No space heaters

 No burning candles (excluding Saint Clare Chapel and liturgies)

In addition, the following rules should be followed pertaining to safe usage of electronics:

 shredders, electric pencil sharpeners, candles, or similar devices should not be plugged into the same surge strip/outlet as computer equipment

 use protective floor strips to cover cords in walking paths when necessary

 do not use any cables/cords that have exposed wires

 do not use any outlets that are not properly grounded or have plugs that are missing the ground (outlets and plugs should be 3-pronged, not 2-pronged)

Note: Science rooms, art rooms, locker rooms and the Fitness Center should adhere to all safety precautions specific to their area.

9.13 BUILDING AND GROUNDS MAINTENANCE

St. Francis High School employs the services of Buck Services, Inc. Members of the Buck Services, Inc. staff provide a full array of professional cleaning, janitorial, and maintenance services.

All specific maintenance or cleaning requests must be made through the on-line maintenance software program. Their priority will be handled at the discretion of the Director of Finance and Operations.

All plans for improvements or permanent alterations to existing buildings and/or grounds must be approved by the Director of Finance and Operations or a member of the President’s Council. Groups of students, faculty, staff, or volunteers working on improvement projects must be under the supervision of the Director of Finance and Operations or his/her designee.

SECTION 10: PROFESSIONAL COMMUNICATION

10.1 PROFESSIONAL COMMUNICATION STANDARDS (DOJ)

The school actively engages in promoting goodwill within the school community and with the community-at-large. All teachers, staff members, coaches, and administrators shall, at all times, reflect professionalism and Christian behavior in their communications with students, parents/guardians, employees, and members of the general community. This relates to all forms of communication, including verbal, non-verbal, written, and electronic.

10.2 COMMUNICATION GUIDELINES

It is expected that all faculty, staff, coaches and administrators will check voice mail and email regularly. It is extremely important to attempt to contact parents within 24 hours of being notified by the parent.

10.3 CONTACT WITH STUDENTS (DOJ) Appropriate Topics

School employees shall exercise care in discussing personal or potentially controversial topics with students. In such cases, the employee should consider the school’s Catholic mission as well as the age level of the student. Employees shall not discuss inappropriate topics with students or convey personal opinions that are contrary to the teachings of the Catholic Church.

Communication with Students (Confidentiality)

Confidentiality generally refers to information given with the understanding it will not be revealed to another person. Illinois State Law regulates some confidentiality issues i.e. the Mental Health Act, the School Records Act, the Social Workers Act and the Abused and Neglected Child Reporting Act. Catholic schools follow these laws, regulations and guidelines as applicable.

Staff members inform students of ground rules regarding confidentiality before receiving confidences. Students are told that confidences will be respected except in cases of health, life and safety.

The above rules also apply to written communication. Teachers are expected to read what students write. If a teacher cannot read the assignment, such assignments are not made. If students engage in journal writing, confidences will be respected except in cases of health, life and safety.

Confidentiality regarding information revealed during school retreats etc. follows the same rules. If student leaders are used, they must understand about reporting confidences.

Electronic Communications and Social Media

Employees shall not initiate text messaging with individual students and should restrict any text exchanges to professional purposes only. Employees should exercise extreme care when interacting with students through social media; it is highly recommend that employees do not engage in such communication. Employees should be aware that electronic communications and social media can affect their employment status if used inappropriately with students.

Photos and Videos of Students

School employees may take pictures of students with personal cell phones or cameras provided photos are not posted on social media until obtaining approval from administration. Photos with school-owned devises are permissible for official reasons, and if the permission of the parent/guardian has been granted through a Photo/Video Release Form.

10.4 CONTACT WITH PARENTS

Teachers are expected to maintain frequent communications with parent/guardians regarding the performance of their child. Email communications should be shared with the child’s school counselor.

Electronic Communications and Social Media

Employees shall exercise extreme discretion when interacting with parents/guardians outside of school hours, away from extra-curricular events, through social media, etc. It is highly recommend that employees do not engage in such communication.

Employees should be aware that electronic communications and social media can affect their employment status if used inappropriately with parents

Photos and Videos of Students

School employees should avoid taking pictures of parents/guardians without their verbal permission.

10.5 SOCIAL MEDIA POLICY (DOJ)

The Catholic Schools Office recognizes that the use of social media is being used in a variety of methods as an important evangelizing, educational and marketing tool to promote school and ministerial programs. However, those using the Internet should bear in mind that certain comments and information may have a harmful effect on the school, parish, the Diocese of Joliet, its reputation and its employees. In light of this possibility employees and volunteers are required to adhere to the following policy regarding the use of social media sites, networks and blogs.

This Social Media Policy (the “policy”) applies to all online or mobile-based tools for sharing content and discussing information, whether controlled by the diocese, local school or local parish or hosted on other platforms (such as Facebook), on which employees/ volunteers of the school /parish engage in activities relating to the school, parish or diocese. The term “social media” refers to activities that integrate technology, telecommunications and social interaction through the use of words, images, video or audio tools. Examples include, but are not limited to, social websites, blogs, message boards, wikis, podcasts, image- and video-sharing sites, live webcasting and realtime communications. Because this is a constantly evolving area, this policy applies to all new social media platforms whether or not they are specifically mentioned in this policy.

General Guidelines

- Be selective –due to the availability of a variety digital tools, be selective in the type of medium for your message – a blog or social network might not be the right place for messages intended only for a small group.

- Be responsible – social media are individual interactions, not official diocesan/parish/school communications. All employees and volunteers at the parish/school are personally responsible for their posts. Official statements of policy may only be made by the Superintendent/ Pastor/ Principal

or designee. A blog or community post is visible to the entire world. Remember that what you write will be public, and potentially for a long time. In the event you identify yourself as, (or is manifestly understood to be) an employee of the local school, parish or diocese on a personal blog (or other website with a similar purpose), to help reduce the potential for confusion, the employee is required to put the following notice in a reasonably prominent place on the site: “The views expressed on this site are mine alone and do not necessarily reflect the views of my employer, or the Diocese of Joliet.”

- Identify yourself – authenticity and transparency are driving forces behind social media. Use real identities to the greatest extent possible rather than anonymous posts and comments.

- Honor the privacy of others – do not publish the personal information of others without their permission or, in the case of minors, written permission of their parents. All guidelines for the Protection of Children as outlined in all agreements and policies are to be followed.

- Be respectful – if you disagree with others, do so with civility. Respect your audience, express your views with appropriate language, and be respectful of the Church and its teachings.

-Comply to- all guidelines of the Employee/Staff Acceptable Use Agreement and all aspects of the Safe Environment Policy of the Diocese of Joliet.

Specific Policies

1. Use of Official Name and Logo.

Any use of the parish/school name or logo for branding or titling pages, blogs, or other similar elements of social media must be approved in writing prior to use. Requests for prior consent to use such names or logos will be made to the Pastor/Principal or designee. Any uses in existence at the time of adoption of this policy are not grandfathered and would be authorized pursuant to this policy. Permission to use the name or logo of the parish or school may be revoked at any time.

2. Duties of Moderators. Moderators of official parish/school social media are responsible for ensuring compliance with this policy statement. If there is official parish/school social media, there will be an employee/volunteer of the parish/school designated as the moderator. All content, comment and blog response areas must be moderated. Those responsible for such areas must review and approve comments prior to posting and should not post any comments that do not meet our standards for civility, misrepresent the position of the Church or diocese/ parish/school, or that include profanity, defamatory language or speech that is otherwise inappropriate or off-topic. Anonymous comments will not be permitted. All moderation functions reserve the right to ban repeat offenders. Moderators who permit users to post materials such as documents or photographs will make clear to users that the site will not archive those materials and will delete e them after a published period of time (typically 12 months, except in cases where a project needs to be preserved for a longer period of time). Moderators must provide login in access to social media to pastor/principal.

3. Prudent Judgment.

A. Personal Use – Possible Negative Impact. Even when engaging in social media for personal use, the comments of employees or volunteers of the parish/school may be viewed as a reflection on diocese/parish/school. Users

will use their best judgment when engaging in social media activities and should be on guard against actions and discussions that could harm children, the interests of the diocese/parish/school or be subject to question as inappropriate by parents or school/parish administration.

B. Contact With Students

Employees and volunteers of the School cannot engage with current and prospective students on social media sites unless the site is school-sanctioned. Also knowingly interacting with students on a third-party social media page (such as a fan page for a local sports team) is prohibited.

Caution and prudence should be used if there is communication with students who are 18 and have graduated. The School will strictly limit friendly/engagement with parents to only schoolsanctioned sites.

4. Copyright Laws.

Anyone who submits content must comply fully with copyright law. Any posting of materials to official parish/school social media must adhere to all copyright laws. Images and other materials from the parish or school websites will not be copied and uploaded to other forums without the prior written consent of the Pastor/Principal or designee.

5. Privacy. All users of social media within parish and school communities will take care to safeguard the privacy interests of other community members. In particular, personally identifiable information (that is, information that can identify a particular person, including name, photo, phone number, address or email address) will not be disclosed without the prior written consent of the person identified. In cases where a user has consented to the publication of such information, appropriate privacy settings and levels will be utilized.

6. Minors. Public social media maintained by the parish/school are not intended for the use of children under the age of 13. Any site operated by parish/school that is oriented toward youth between the ages of 13 and 18 must require registration for all users and must be passwordprotected so that only registered users may access the site. Users of such a site may not post images of minors without the prior written consent of a parent or legal guardian of any minor depicted.

7. Enforcement. Any use of social media that does not comply with this policy should be brought to the attention of the appropriate party: the Pastor or the Principal or designee immediately. Failure to follow the social medial policy may result in the loss of privileges and/or disciplinary action, up to and including termination, for an employee or removal from position, if a volunteer.

8. Social Networking Website Passwords: Illinois School Code 105 75/15. Illinois Public Act 098-0129 Students and their parents or guardians are advised that the Diocese of Joliet Catholic Schools may not request or require a student to provide a password or other related account information in order to gain access to the student’s account or profile on a social networking website. The school principal may conduct an investigation if the school has reasonable cause to believe the content of a student’s social media account has violated a disciplinary rule or policy of the school. The law allows that in the course of an investigation, the student may be required to share the content that is reported in order to make a factual

determination. This policy may be updated and modified at any time at the sole discretion of the Diocese of Joliet Catholic Schools Office in light of changing circumstances and events.

10.6 VIDEOTAPING AND/OR PHOTOGRAPHING OF STUDENTS POLICY (DOJ)

The Diocese and Schools of the Diocese of Joliet allow positive publicity of students using videotapes, digital images, photographs and web publications within the context of this agreement. Videotaping and/or photographing may be used in and by the Diocese and Schools of the Diocese as a facet of instruction for enhancing learning, to share information, to promote the school, to assist in providing a safe and secure learning environment, and to monitor/record student activities. Such videotaping/photography may be announced or unannounced and will be conducted according to Diocesan guidelines. The Diocese and Schools of the Diocese do not approve of the display from any third parties of any videotapes, digital images, photographs on social networking or video sharing sites, such as YouTube, without the expressed permission of the school administration and all parties involved.

I. Videotapes, photographs, and digital images of students may be utilized by teachers, administrators, or their designee within the Diocese and/or School for classroom instructional purposes without advance consent of a student’s parent/guardian. Such School and or Diocesan staff shall maintain the confidentiality of these student records in accordance with state and federal laws and the established Diocesan/School student record procedures.

II. Photographs or videos of students posted on the school website shall not be captioned with the student’s full name or identify the student by name in any manner. Disclosure of student information will be limited to first name and last initial. No image of a student maybe posted in such a way that the image of that student may be linked to or associated with the student’s full name.

III. A student teacher under the supervision of a college/university, or other certified staff member may utilize videotapes, photographs, or digital images of students for his/her own professional use without the advance consent of a student’s parent/guardian. Examples of educational videotapes/ photographs include documenting science experiments, presentations, etc.

IV. A release form is required from the parent/guardian when students participating in class activities with a student teacher are videotaped or photographed for purposes of assessment of teaching as part of the university class assignment and/or student teaching portfolio development.

V. Students under the supervision of the administrator/teacher or approved designee, may videotape or photograph students without the advance consent of a student’s parent/guardian for educational purposes, to promote the school/school activities and to enhance learning. Examples: yearbook, school paper, sports games, etc. Forms of release for videotaping and photographing of students are not required from the parent/guardian when:

1. A student has voluntarily chosen or been allowed by his/her parent/guardian to participate in, or be a spectator at, a school-related activity that is open to the public such as an athletic event, concert, theatrical presentation, dance, etc.

2. The student has chosen to be an officially designated school leader or role model, such as athlete, student council leader, etc. for which there is potential for informal contact with news media.

3. Stock videotape footage or generic pictures. (i.e. yearbook individual and group pictures) are being obtained in public places. (i.e. hallways, gymnasiums, general classroom areas, playgrounds, athletic fields, etc.) by the Diocese and/or School.

4. Outside news media videotape or photograph students in areas that cannot be effectively shielded from the public, such as playgrounds, parking lots, athletic fields, etc.

5. Video cameras are in use to monitor public areas of a school/church facility or bus.

SECTION 11: EMPLOYMENT SEPARATION

11.1 END OF EMPLOYMENT

Employees may leave the School for a variety of reasons. Regardless of the reason, the School strives to ensure that all separations from employment are handled fairly, efficiently, and in compliance with applicable federal and state laws.

Pay and Benefits Upon Termination

Final wages will be paid in accordance with state law and any contractual agreements. Any balance of earned vacation days, when applicable, less used vacation days as of termination date will be paid on employee’s final paycheck. Personal leave and holidays will not be paid upon termination.

Medical/Dental Coverage COBRA

If the employee currently has medical and/or dental coverage with the School, that coverage will end on the last day of the month in which the person terminates. At this time the employee and dependents may become eligible for COBRA benefits. Further COBRA information can be made available by the Director of Finance and Operations.

403(b)

Eligibility to participate in St. Francis High School’s 403(b) Retirement Savings Plan will end when an employee terminates employment, retires, remains on an unpaid leave of absence for more than twelve months, or dies. At such time, the employee (or the employee’s estate in case of death) will be eligible to receive a distribution from the Plan for the value of the employee’s contributions, plus any vested matching contributions from the school. The employee must choose whether they want the distribution rolled over to another fund or paid out directly within 60 days. Because of the significant tax implications involved in how the distribution of funds is made, the School strongly encourages employees to seek the advice of a tax accountant prior to making a distribution election.

Return of School Property

At the end of employment, employees are required to return all School property (e.g. computers, passwords, keys, ID badges, credit cards, manuals, books, supplies) that is in their possession or control. No information belonging to the School can be copied for the employee’s use. To the extent permitted by law, employees will be required to repay the School for any lost or damaged School property.

Exit Interview

Exit interviews will be conducted with the Director of Finance and Operations before the last date of employment. This meeting will provide a summary of benefits, final compensation information, return of St. Francis High School property, permission to verify employment for future inquiries, and Exit Interview Questionnaire.

Appendix A

Policy Regarding Sexual Abuse of Minors and Vulnerable Adults by Church Personnel

Diocese of Joliet

DIOCESE OF JOLIET

Blanchette Catholic Center 16555 Weber Rd. Crest Hill, Illinois 60403 www.diojoliet.org

POLICY REGARDING SEXUAL ABUSE

OF MINORS AND VULNERABLE ADULTS BY CHURCH PERSONNEL (REVISED DECEMBER 20, 2023)

I. INTRODUCTION

On June 14, 2002, the United States Conference of Catholic Bishops (USCCB) approved the Charter for the Protection of Children and Young People (the “Charter”) On December 8, 2002, the Essential Norms for Dealing with Allegations of Sexual Abuse of Minors (Norms) were approved by Pope John Paul II. The Charter and Norms were revised in June of 2005, 2011 and again in 2018 to re-affirm the deep commitment of the Church to create a safe environment for children and youth.

The Diocese of Joliet (the “Diocese”) first promulgated a policy regarding sexual abuse of minors on June 14, 1990. Revisions were made in September 1993, in June 1997, in June 2003, July 2008, February 2013, and July 2021. As with the previous edition, this policy is intended to be in conformity with provisions from the Charter for the Protection of Children and Young People and from the Essential Norms for Diocesan/Eparchial Policies Dealing with Allegations of Sexual Abuse of Minors by Priests or Deacons (Revised June 2018).

This policy is designed to ensure appropriate responses to allegations of sexual abuse of minors and vulnerable adults by church personnel. It addresses preventing sexual abuse through education and screening, reporting abuse, providing pastoral assistance to persons affected by abuse and the processing of allegations.

A copy of this policy is to be given to all clergy, seminarians, diaconal candidates, religious, as well as to all employees and volunteers ministering with minors and vulnerable adults, all of whom will sign an acknowledgement of its receipt. The policy is also to be published on the diocesan website.

II. DEFINITIONS

A.

Child Sexual Abuse

Child sexual abuse is any sexual activity with a child. Sexual activity can be touching or nontouching actions and may include fondling, rape, incest, sexual talk, voyeurism (watching),

exhibitionism (showing), pornography or internet crimes. This policy’s definition of child sexual abuse pertains to a victim who is a minor or vulnerable adult and an adult perpetrator.

B. Church Personnel

Church personnel includes clergy, seminarians, diaconal candidates, religious, employees and volunteers

C. Cleric

A cleric (or clergy) is a male person who is an ordained deacon, priest, or bishop.

D. Diaconal Candidate

A diaconal candidate is a male student who is studying to be a permanent deacon.

E. Director of Child and Youth Protection

The Director of Child and Youth Protection (the “Director”) is appointed by the Bishop to oversee the workings of the Office of Child and Youth Protection. The duties of the Director include, but are not limited to the following:

 Inform the Bishop of allegations including any anonymous allegations or allegations that do not contain sufficient information.

 Oversee the implementation of this policy on a regular basis.

 Report regularly to the Bishop and the Review Board about the implementation of this policy and the progress of individual cases of abuse.

 Supervise the work of the Victim Assistance Coordinator.

 Serve as the central information point for child abuse issues among pertinent members of the Diocesan Tribunal and diocesan general counsel.

 Maintain all records pertaining to child protection and child abuse.

 Provide staff assistance to the Review Board.

 Prepare for the annual USCCB audit and CARA survey.

 Communicate to the public (i.e., within the Church community and beyond) the efforts of the Diocese to prevent the abuse of minors and vulnerable adults and to heal past abuse.

F. Employee

An employee is a person who is compensated for services to a diocesan agency, parish, or school (includes Catholic non-diocesan operated schools and/or those operated by a religious community).

G. Laity

Members of the Catholic Church who are neither clergy nor recipients of Holy Orders or vowed to life in a religious order or congregation (i.e., lay employees, lay volunteers, brothers and sisters).

H. Ministerial Relationship

A ministerial relationship is established between persons when care or services are given. Persons in a ministerial relationship with others include clergy, seminarians, diaconal candidates and religious, as well as employees and volunteers.

I. Minor

A minor is a person under the age of 18.

J. Religious

A religious is a person who is a member of an institute of consecrated life or a society of apostolic life. A “Religious” is distinguished from a “Diocesan priest,” who is incardinated into a diocese.

K. Seminarian

A seminarian is a male student who is studying at a seminary in order to become a priest.

L. Substantiated allegation

A substantiated allegation is one that is found to be more likely tr ue than not true and is not to be interpreted as a legal judgement.

M. Victim Assistance Coordinator

The Victim Assistance Coordinator (the “VAC”), appointed by the Bishop, is to coordinate assistance for the immediate pastoral care of persons who report to have been sexually abused as minors or vulnerable adults. The duties of VAC include, but are not limited to the following:

 Receive allegations of the sexual abuse of minors and vulnerable adults.

 Listen with compassion to the experiences and concerns of victims/survivors.

 Advise victims/survivors of their right to report to civil authorities and inform them they will be supported in the exercise of that right (USCCB Norms 11, footnote 8).

N. Volunteer

A volunteer is a person who functions without compensation in any role within a diocesan agency, parish, or school (includes Catholic non-diocesan operated schools and/or those operated by a religious community).

O. Vulnerable Adult

A vulnerable adult is 18 years of age or older who habitually lacks the use of reason (Canon 99) or who, because of mental or physical disability is incapable of protecting himself/herself from sexual abuse.

III. POLICIES

A. Healing and Reconciliation

1. Ministry to Victims/Survivors

The Victim Assistance Coordinator (the “VAC”), appointed by the Bishop, is to coordinate assistance for the immediate pastoral care of persons who report to have been sexually abused as minors or vulnerable adults. The VAC is available to victims/survivors and their families to aid in the healing process and provide appropriate pastoral care. Assistance offered may include counseling, spiritual direction, support groups or other social services. The Diocese seeks to treat all allegations of sexual abuse with a prompt, direct, thorough, and confidential pastoral response.

Pastoral outreach to victims/survivors and their families includes the bishop or his representative offering to meet with them, listening with patience and compassion to their experiences and concerns, and sharing the “profound sense of solidarity and concern” expressed by St. John Paul II, in his Address to the Cardinals of the United States and Conference Officers (Cf. USCCB Charter, Article 1).

ALLEGATIONS AGAINST CLERGY

2. Ministry to the Accused

Appropriate steps are to be taken to protect the reputation of the accused during an investigation of sexual abuse. The accused will be encouraged to retain the assistance of civil and/or canonical counsel. When the preliminary investigation of a complaint so indicates, a priest/deacon may be referred for appropriate medical and psychological evaluation, as long as this does not interfere with the investigation by civil authorities.

When an accusation has been deemed unsubstantiated, the Diocese provides pastoral assistance, including psychological counseling to a person who was falsely accused. All efforts are made to restore the good name of the person falsely accused (USCCB Norms 13).

3. Ministry to Communities

In faith communities in which the sexual abuse occurred or where a priest/deacon has been removed, a meeting is held between a representative of the Pastoral Response Team and representatives of the

affected community. If requested, the Pastoral Response Team offers pastoral assistance (spiritual and psychological) to the affected faith community.

Pastoral Response Team membership includes the Bishop or his representative and may include the following individuals or their delegates: the Director, Vicar for Clergy, Superintendent of Catholic Schools, Director of Catechesis and Evangelization, pastor/head of institution, religious superior, VAC, as well as experts in trauma response/intervention services.

ALLEGATIONS AGAINST LAITY

Appropriate steps are to be taken to protect the reputation of the accused during an investigation of sexual abuse. In addition, the Diocese will do all that is possible to protect the confidentiality of the accused and the alleged victim.

The accused employee or volunteer will be notified of the allegation. If an employee, the accused will immediately be placed on administrative leave during the investigation, ordinarily without the loss of compensation. If a volunteer, the accused will be relieved of his/her volunteer duties during the investigation.

The Diocese will conduct an investigation of the allegation against a lay employee or volunteer. If the matter is being investigated by the civil authorities the Diocese will not interfere with the investigation.

Upon conclusion of an investigation by the civil authorities, the Diocese will take the outcome of the civil authority investigation into consideration when conducting its own investigation. If the Department of Children and Family Services (DCFS) conducts an investigation and it results in an “indicated” case of child abuse or neglect, or there is a criminal conviction, or the accused acknowledges the reported abuse, the lay employee or volunteer shall be dismissed and not allowed further employment by the Diocese or allowed to volunteer at a diocesan entity.

If the Diocese’s investigation determines that the allegation is unsubstantiated, the accused shall be reinstated in his or her work or volunteering.

SAFE ENVIRONMENT COMPLIANCE

B. Prevention

1. Education

To foster a safe environment for children and vulnerable adults, the Diocese requires that church personnel comply with the safe environment compliance requirements of the Diocese. These requirements include educational programs identified by the Diocese which contain information about sexual abuse, its identifying signs, controlling access to children and vulnerable adults, appropriate boundaries in relationships, reporting incidents of abuse and the effects of abuse on victims/survivors.

Prior to beginning service, all church personnel are required to complete a VIRTUS Protecting God’s Children for Adults training. In addition to clergy, seminarians, diaconal candidates, religious, and employees, this requirement applies to all volunteers who minister with minors and/or vulnerable adults on a regular, recurring basis and those who may have an opportunity to be alone with children and/or vulnerable adults during parish, school or religious education sponsored events. The program is also available to parents and guardians.

All persons who continue involvement with minors and/or vulnerable adults are also required to participate in continuing education training identified by the Diocese.

Children and youth are to receive instruction appropriate to their age level (USCCB Charter 12).

Prior to beginning service, all church personnel should receive a copy of the Standards of Behavior for Those Working with Minors and Vulnerable Adults and are to sign an acknowledgement of its receipt. The Standards of Behavior includes information about appropriate boundaries for those who have regular contact with minors and vulnerable adults (USCCB Charter, Article 6). In addition to clergy, seminarians, diaconal candidates, religious, and employees, this requirement applies to all volunteers who minister with minors and/or vulnerable adults on a regular, recurring basis and those who may have an opportunity to be alone with children and/or vulnerable adults during parish, school or religious education sponsored events.

All clergy, school employees and other employees who work with minors, and all volunteers who minister with minors in a repetitive role (includes coaches, religious education or youth ministry, certain scouting roles, etc.) must complete Mandated Reporter Training per Illinois law and the Illinois Department of Children and Family Services (DCFS).

Procedures for reporting abuse are to be readily available in printed form and are to be the subject of periodic public announcements (USCCB Charter, Article 2).

The Director of the Ongoing Formation of Priests and the Vocations Office are responsible for providing programs of human formation for chastity and celibacy for priests and seminarians respectively, and the Office of the Diaconate will provide similar appropriate programs for deacon candidates and deacons, to assist clergy and seminarians in living their vocation in faithful and integral ways (USCCB Charter, Article 17).

2. Screening

Prior to beginning service, all church personnel are required to submit to a criminal background check. In addition to clergy, seminarians, diaconal candidates, religious, and employees, this requirement applies to all volunteers who minister with minors and/or vulnerable adults on a regular, recurring basis and those who may have an opportunity to be alone with children and/or vulnerable adults during parish, school or religious education sponsored events. Backgrounds are evaluated using the resources of law enforcement or other agencies (USCCB Charter, Article 13). Background checks are to be performed every five years.

a. Employees

Any prospective diocesan, parish or school employee must complete an application that includes:

1. Employment history, indicating positions held, dates of employment, name(s) of the immediate supervisor, phone number(s), and reason(s) for cessation of employment.

2. Any allegations of physical or sexual abuse made against him/her, which may/may not have involved civil or criminal complaints.

3. A signed authorization to release the applicant’s employment history to the prospective employer, as well as at least two references who are not relatives.

Hiring agents must review the employment history and the references provided. All documents must be retained in the employees’ file during the time of employment.

b. Volunteers

A respective location (i.e., parish, school, or diocesan office) should have their volunteers complete an application provided by the location for which they are intending to volunteer. The location is to keep a copy of completed applications onsite.

c. Members of Religious Orders

When any religious is presented for assignment or residence in an institution or parish, the appropriate religious superior is to provide the Bishop with a written statement about the person’s suitability for ministry including information regarding allegations of sexual abuse.

Members of religious orders, as well as clergy who have been incardinated in a different diocese (“extern clergy”), have been and continue to be assigned to minister within the Diocese. While such clergy remain at all times subject to the authority and supervision of the religious order or the originating diocese where they were incardinated, the Diocese handles allegations against religious order and extern clergy as follows:

1. If the Diocese receives an allegation of sexual abuse of a minor or vulnerable adult against a religious order or extern cleric who is ministering or has ministered within the Diocese, the allegation is promptly forwarded to that cleric’s religious order or originating diocese and is reported to the appropriate civil authorities.

2. If, at the time an allegation of abuse is received, the accused religious order or extern cleric is assigned within the Diocese, the Bishop will immediately withdraw the cleric from public ministry and remove his faculties. If the accused religious order or extern cleric is ministering within the Diocese but not pursuant to a diocesan assignment, the Bishop will immediately remove his faculties for ministry in this diocese.

3. The Diocese will follow up periodically with the religious order or originating diocese to be informed of the outcome of its investigation, namely, whether or not the allegation has been substantiated, as well as the status of the cleric at the conclusion of the inquiry. If the Diocese is informed that the accused cleric has been determined by the religious order or originating diocese that the allegation of sexual abuse of a minor or vulnerable adult is substantiated, and the reported abuse took place in association with the accused’s ministry in the Diocese, the

religious order or extern cleric’s name will be placed on the diocesan website.

d. Priests/Deacons

When a priest/deacon seeks an assignment in the Diocese, his diocesan bishop or religious superior is to provide the Bishop with a written statement of suitability for ministry including information regarding allegations of sexual abuse.

No diocesan priest or deacon against whom an allegation of sexual abuse of a minor or vulnerable adult has been substantiated may be transferred for ministerial assignment to another ecclesiastical jurisdiction. Before a diocesan priest or deacon may be transferred for residence to another diocese/eparchy or religious province, the Bishop or his delegate shall forward, in a confidential manner, to the local bishop/eparch and religious ordinary (if applicable) of the proposed place of residence any and all information concerning any substantiated allegation of an act of sexual abuse of a minor or vulnerable adult and any other information indicating that he has been or may be a danger to children or young people or vulnerable adults. This shall apply even if the priest or deacon shall reside in the local community of an institute of consecrated life or society of apostolic life. In proposing a priest or deacon for residence outside the Diocese, the Bishop or his delegate shall provide the receiving bishop/eparch or religious ordinary with the necessary information regarding any past act of sexual abuse of a minor or vulnerable adult by the priest or deacon in question (USCCB Charter, Article14, Norms 12).

e. Candidates for Priesthood and the Diaconate

The Diocese of Joliet uses adequate screening and evaluations in determining the fitness of candidates for admission to the seminary or to the diaconate. Additional evaluations are conducted during the years of formation. A comprehensive psychological profile of each seminarian/diaconal candidate must be obtained before anyone is admitted to the priesthood or diaconate.

C. Response to Allegations

1. Reporting

All persons, whether parishioners or church personnel, who have reasonable cause to suspect an incident of sexual abuse by any church personnel, have a serious moral obligation to report the incident or allegation to civil officials (USCCB Charter, Article 4).

Under Illinois law, certain personnel (including school personnel [administrators, certified and noncertified school employees, school board members], child care and recreational program personnel, and clergy) are considered mandated reporters and must report to the Illinois Department of Children and Family Services (DCFS) any situation in which they have reasonable cause to suspect the abuse (physical or sexual) or neglect of a minor. Reporting abuse of a vulnerable adult is made to the appropriate state agency. Failure to report may result in disciplinary actions. If the accused is a diocesan employee, volunteer, or cleric, church personnel must also inform the Office of Child and Youth Protection.

Non-mandated reporters may call the DCFS hotline if they have reasonable cause to believe that a child known to them in their professional or official capacity may have been abused or neglected. Non-

mandated reporters are required to notify their immediate supervisor or higher-level authority in the Diocese if they know or have reason to believe a child may have been abused or neglected and/or if they call the DCFS hotline. If the allegation or suspicion of abuse is against an employee, volunteer or cleric, living or deceased, the diocesan Office of Child and Youth Protection must be contacted.

Per DCFS, if you suspect that a child has been harmed or is at risk of being harmed by abuse or neglect, report it online at https://childabuse.illinois.gov In an emergency, call the 24-hour DCFS hotline (or Child Abuse Hotline) at 1800-25-ABUSE (1-800-252-2873). If you believe a child is in immediate danger of harm, call 911 first.

Reports of sexual abuse should also be made to the VAC, who in turn will inform the Director. Complaints against members of religious orders are to be reported to the VAC as well as to the respective superior. Reports of sexual misconduct involving bishops of the United States and reports of their intentional interference in a sexual abuse investigation should be made to the Catholic Bishop Abuse Reporting Service (CBAR).

Procedures for making a complaint are available on the diocesan website, at parishes or diocesan offices, and are the subject of periodic public announcements. When a person reports an allegation of sexual abuse, the person will be received with the utmost respect and pastoral sensitivity. Victims/survivors are advised of and supported in their right to report abuse to civil authorities (USCCB Charter, Article 4).

Allegations that a cleric of the Diocese sexually abused a minor or vulnerable adult may be received from any number of sources (i.e., a meeting in person with the VAC, a telephone call, written communication, email, a personal appointment, the media, public authorities, etc.). The Diocese will investigate allegations of the sexual abuse of a minor or vulnerable adult raised by anyone, regardless of circumstances, to the extent possible in each particular case.

The Diocese investigates allegations of the sexual abuse of a minor or vulnerable adult against a cleric whose name is already on the list of clergy with substantiated allegations no differently than if the accused cleric had no previous accusation. The same intake procedures are followed, all allegations are reported to the appropriate civil authorities, the same investigative steps will be taken, and the same pastoral care will be offered to the victim/survivor. The allegation will not go before the Review Board, however, since the cleric has already been removed from ministry.

The Diocese investigates allegations of the sexual abuse of a minor or vulnerable adult against a deceased cleric no differently than if the accused cleric was still alive. The same intake procedures are followed, appropriate civil authorities are notified, the same internal investigative steps will be taken, and the same pastoral care will be offered to the victim/survivor. All allegations against clerics are submitted to the Review Board except where the accused already appears on the Diocese’s public list of clergy with substantiated allegations. If, after appropriate investigation, an allegation of abuse against a cleric is substantiated, the Diocese will add the cleric’s name to the public list of clerics with substantiated allegations of the sexual abuse of a minor or vulnerable adult.

2. Assessment and Determination

a. All allegations are immediately forwarded to the Director. The Director informs the Bishop and others he designates of any allegation, including the Review Board. The Director will also notify the VAC if they are not yet aware of the allegation. The Bishop appoints the Director to oversee an investigation. This investigation will be conducted by professional investigators and may include other competent professionals.

However, in no way will the process conflict with an investigation being pursued on a state or federal level. When the Diocese learns that a diocesan cleric is the subject of a criminal investigation for sexual abuse of a minor or vulnerable adult, the Diocese will defer its own investigation of the abuse allegations until notified by the civil authorities that the criminal investigation has concluded. This ensures that the Diocese does not inadvertently interfere with an ongoing criminal investigation or generate needless confusion about who is investigating and why. The Diocese will cooperate fully with the criminal investigation.

b. The Review Board advises the Bishop in his assessment of allegations of sexual abuse of minors and vulnerable adults and in his determination of a cleric’s suitability for ministry (USCCB Charter, Article 2). In certain cases, the Review Board may consider it important to speak directly with the person making the allegation, the accused person, or other persons for the sole purpose of gathering additional information. The Board will also offer to the Bishop other advice it considers pertinent to the case.

c. The Director shall promptly notify the Bishop of the Review Board’s recommendations and advice regarding a matter. Upon receipt of the Bishop’s acceptance or rejection of the Review Board’s recommendations, the Director or whomever the Bishop delegates shall as soon as possible notify the accuser and the accused of the Review Board’s recommendation(s) and the Bishop’s acceptance thereof.

d. The Bishop has sole responsibility for deciding if it is more likely true than not true (i.e., substantiated), that sexual abuse has occurred and for determining any action with regard to the accused. In the case of clerics of the Diocese, the Bishop or his delegate sends the case to the Dicastery for the Doctrine of the Faith, all in accord with Canon Law.

e. After reviewing the case, the Dicastery will advise the Bishop as to which canonical processes are to be followed.

3. Canonical Penalties

When even a single act of sexual abuse by a priest or deacon is admitted or is established after an appropriate process in accord with canon law, the offending priest or deacon will be removed permanently from ecclesiastical ministry, not excluding dismissal from the clerical state if the case so warrants (USCCB Norms 8). Removal from ministry is required whether or not the cleric is diagnosed by qualified experts as a pedophile or as suffering from a sexual disorder that requires professional treatment (USCCB Norms 8, footnote 5).

a. After even a single act of sexual abuse by a cleric is admitted or is

established by a process completed in accord with canon law, every effort shall be made to encourage him to request, if warranted, a dismissal from the clerical state. Should he not do so, the diocese shall pursue his involuntary dismissal from the clerical state unless for reasons of advanced age or infirmity, he shall lead a life of prayer and penance.

In every case involving canonical penalties, the processes provided for in canon law must be observed, and the various provisions of canon law must be considered (cf. Canonical Delicts Involving Sexual Misconduct and Dismissal from the Clerical State, 1995; Letter from the Congregation for the Doctrine of the Faith, May 18, 2001). Unless the Dicastery for the Doctrine of the Faith, having been notified, calls the case to itself because of special circumstances, it will direct the diocesan bishop/eparch to proceed (Article 13, “Procedural Norms” for Motu proprio Sacramentorum sanctitatis tutela, AAS, 93, 2001, p.787). If the case would otherwise be barred by prescription, because sexual abuse of a minor is a grave offense, the bishop/eparch may apply to the Dicastery for the Doctrine of the Faith for a derogation from the prescription, while indicating relevant grave reasons. For the sake of canonical due process, the accused is to be encouraged to retain the assistance of civil and canonical counsel. When necessary, the diocese/eparchy will supply canonical counsel to a priest. The provisions of CIC, canon 1722, or CCEO, canon 1473, shall be implemented during the pendency of the penal process (USCCB Norms 8 a).

If the penalty of dismissal from the clerical state has not been applied (i.e., for reasons of advanced age or infirmity), the offender ought to lead a life of prayer and penance. He will not be permitted to celebrate Mass publicly or to administer the sacraments. He is to be instructed not to wear clerical garb, or to present himself publicly as a priest (USCCB Norms 8 b).

At all times, the diocesan bishop/eparch has the executive power of governance, within the parameters of the universal law of the Church, through an administrative act, to remove an offending cleric from office, to remove or restrict his faculties, and to limit his exercise of priestly ministry (USCCB Norms 9, footnote 6) Because sexual abuse of a minor by a cleric is a crime in the universal law of the Church (CIC, c.1395 §2; CCEO, c. 1453 §1) and is a crime in all civil jurisdictions in the United States, for the sake of the common good and observing the provisions of canon law, the 25 diocesan bishop/eparch shall exercise this power of governance to ensure that any priest or deacon who has committed even one act of sexual abuse of a minor or vulnerable adult as described above shall not continue in active ministry (USCCB Norms 9, footnote 7).

APPENDIX

REVIEW BOARD

The Review Board is a consultative body that advises the Bishop regarding allegations concerning the sexual abuse of minors and vulnerable adults by clergy and related issues (USCCB Charter, Article 2, Norms 5).

A. Membership

The Review Board, whose members are appointed by the Bishop, is composed of not less than seven or more than eleven members of outstanding integrity and good judgment. The majority of members are laypersons, none of whom are diocesan employees.

Members should have expertise in one of the following areas: social work, civil law, education, treatment of sexual abuse of minors, or clinical treatment of sexual disorders. One member should be the parent of a minor or vulnerable adult and one member should be a pastor. When possible, one member is a victim/survivor of child sexual abuse or a parent of the same.

The Bishop shall designate one Review Board member as chairperson for a fixed term, not to extend beyond the term as a member of the Review Board.

Consultants to the Board may include a representative of the Bishop, a canon lawyer, the Promoter of Justice, the Chancellor, the diocesan attorney, and the VAC.

B. Nominating Committee

The Bishop may appoint a Nominating Committee to propose the names of candidates for the Review Board. The Nominating Committee shall consist of the chairperson of the Review Board, the Director, and other members of the Board. For the nomination of the clerical members of the Review Board, the Nominating Committee should consult with the Vicar for Priests or the Director of the Office of the Diaconate, and the Presbyteral Council. For the nomination of the Review Board member who is a victim/survivor or a parent of a victim/survivor of child sexual abuse, the Nominating Committee will consult with the VAC. For the other Review Board positions, the Nominating Committee may at its discretion consult with appropriate professional societies, advocacy groups, and other consultative bodies, such as the Diocesan Pastoral Council. The Director will assist the Bishop’s Canonical Consultant to the Review Board to convene the Nominating Committee.

C. Terms

Members are appointed for a term of five years (USCCB Norms 5) The Bishop has the right to terminate the appointment of a member at any time.

D. Meetings

The Review Board convenes whenever there is business to conduct or assembles at least twice annually. It will ordinarily meet in person but may meet by video conference. Members may also participate by conference call.

E. Duties

Members of the Review Board are to:

 Advise the bishop in his assessment of allegations of sexual abuse of minors and vulnerable adults and in his determination of a cleric’s suitability for ministry.

 Review diocesan policies and procedures for dealing with sexual abuse of minors and

vulnerable adults on a regular basis.

 Advise the Bishop, as requested, on all aspects of cases, whether retrospectively or prospectively.

 Provide new members with an orientation to the Board and present them with a copy of the Pastoral Policy Regarding Sexual Abuse of Minors and Vulnerable Adults by Church Personnel, a copy of the Charter for the Protection of Children and Young People as well as other appropriate materials.

 Attend all meetings, especially those involving particular cases.

F. Criteria for Making Recommendations

 A simple majority of the members of the Review Board appointed to serve at that time shall constitute a quorum of the Review Board. A quorum is needed to make a recommendation to the Bishop.

 Members may be present in person or electronically.

 When considering an allegation of sexual abuse, each member considers all the evidence presented and determines whether the allegation is more likely true than not true.

 If it is determined that the allegation is not more likely true than not true, but the cleric’s conduct is otherwise inappropriate, the Review Board may advise the Bishop whether further action appears warranted and suggestions to possible action.

G. Communication

The Bishop or his designate will ensure that the alleged victim and the accused are provided with appropriate and timely information about the progress of the case.

H. Confidentiality

Deliberations and recommendations of the Review Board are to be held in strictest confidence. The Bishop, or his authorized representative, are the only persons who communicate with the alleged victim and the accused, the media, or any other persons.

CONFIDENTIALITY AGREEMENT

The Diocese does not enter into settlements which bind the parties to confidentiality settlements unless the victim/survivor requests confidentiality and this request is noted in the text of the agreement (USCCB Charter, Article 3).

RECORDS AND REPORTS

The Director maintains written and electronic documentation regarding all information acquired by the Review Board and its recommendations to the Bishop.

All of the above records are confidential. However, law enforcement officials receive whatever information is necessary for them to carry out their duties.

Information and records generated by mental health practitioners, including those of alcohol and substance abuse treatment providers, are retained or released in accordance with the provisions of Illinois and federal laws.

The Diocese communicates transparently and openly about issues of sexual abuse within the parameters of legally mandated confidentiality and privacy especially to the faith communities directly affected (USCCB Charter, Article 7).

The Diocese publishes an annual public report on the progress made in implementing this policy and cooperates with audits conducted by the National Review Board.

POLICY SUBMISSION

A copy of this policy as well as any revisions to the policy is filed with the United States Conference of Catholic Bishops within three months of its effective date (USCCB Norms 2).

Appendix B

Standards of Behavior For Those Working With Minors and Vulnerable Adults

Diocese of Joliet

DIOCESE OF JOLIET STANDARDS OF BEHAVIOR

Blanchette Catholic Center

16555 Weber Rd. Crest Hill, Illinois 60403

www.diojoliet.org

FOR THOSE WORKING WITH MINORS AND VULNERABLE ADULTS (REVISED DECEMBER 20, 2023)

In accordance with the USCCB Charter for the Protection of Children and Young People (Article 6) and Diocese of Joliet’s Policy Regarding the Sexual Abuse of Minors and Vulnerable Adults by Church Personnel (revised December 20, 2023), these Standards of Behavior have been developed to foster and maintain an atmosphere of trust and safety for minors and vulnerable adults participating in various programs within the diocese. All Church personnel, be they clergy, seminarians, diaconal candidates, religious, employees or volunteers who staff these programs, are expected to maintain high standards of professional, ministerial, and moral behavior, and are expected to comply with these Standards.

A. Definitions

 Child sexual abuse is any sexual activity with a child. Sexual activity can be touching or non- touching actions and may include fondling, rape, incest, sexual talk, voyeurism (watching), exhibitionism (showing), pornography or internet crimes. This document’s definition of child sexual abuse pertains to a victim who is a minor or vulnerable adult and an adult perpetrator.

 Church personnel includes clergy, seminarians, diaconal candidates, religious, employees and volunteers.

 A cleric (or clergy) is a male person who is an ordained deacon, priest, or bishop.

 A diaconal candidate is a male student who is studying to be a permanent deacon.

 An employee is a person who is compensated for services to a diocesan agency, parish, or school (includes Catholic non-diocesan operated schools and/or those operated by a religious community).

 A minor is a person under the age of 18.

 Physical abuse is a non-accidental injury that is intentionally inflicted upon a minor or vulnerable adult.

 A religious is a person who is a member of an institute of consecrated life or a society of apostolic life. A “Religious” is distinguished from a “Diocesan priest,” who is incardinated into a diocese.

 A seminarian is a male student who is studying at a seminary in order to become a priest.

 A volunteer is a person who functions without compensation in any role within a diocesan agency, parish, or school (includes Catholic non-diocesan operated schools and/or those operated by a religious community).

 A vulnerable adult is 18 years of age or older who habitually lacks the use of reason (Canon 99) or who, because of mental or physical disability, is incapable of protecting himself/herself from sexual abuse.

B. Standards

The following Standards are intended to assist Church personnel in making decisions about interactions with minors and vulnerable adults in Church sponsored and affiliated programs. They do not supersede state law or Illinois Department of Children and Family Services (DCFS) requirements, nor are these guidelines intended to be all inclusive.

Responsible Professional Conduct

1. Ministry to minors and vulnerable adults respects the rights of parents/legal guardians to educate and form their children. Therefore, activities with minors and vulnerable adults are to be conducted with the explicit knowledge and consent of parents or legal guardians.

2. Church personnel are never to leave minors or vulnerable adults unattended during a class, session, event, etc.

3. Church personnel are responsible for releasing minors and vulnerable adults in their care only to parents, legal guardians, or other persons designated by parents or legal guardians at the close of services or activities. In the event that Church personnel are uncertain of the propriety of releasing a minor or vulnerable adult, they are to contact the parent or legal guardian of the minor or vulnerable adult.

4. Church personnel are prohibited from the use, possession or being under the influence of alcohol, nonmedicinal cannabis, or any illegal substance while working with minors and vulnerable adults. They are also prohibited from furnishing alcohol, non-medicinal cannabis, or illegal substances to minors or vulnerable adults or permitting minors or vulnerable adults to use such in their presence.

5. Church personnel may provide transportation in accordance with the Diocese of Joliet Transportation Policy (for reference, please see attached).

6. Church personnel are prohibited from using physical discipline for the behavior management of minors or vulnerable adults. This prohibition includes spanking, slapping, pinching, hitting or any other physical force as retaliation or correction for inappropriate behavior by minors or vulnerable adults.

7. Church personnel are prohibited from acquiring, possessing, or distributing child pornography.

Physical Proximity and Modesty

1. Church personnel are never to be nude in the presence of minors or vulnerable adults.

2. Minors and vulnerable adults are never to be nude in the presence of Church personnel. The appropriate supervision of locker-rooms may be the exception.

3. Changing and showering facilities for adults are to be separate from those for minors and vulnerable adults, if and when possible.

4.

5. When officially approved overnight stays are necessary, an adult should never share a bed, sleeping bag or cot with a minor or vulnerable adult. An adult is not to spend the night in the presence of a lone minor or vulnerable adult, unless it is the adult’s own child.

6. Houses used as residences for priests and religious are exclusively for their use. Minors and vulnerable adults should not be allowed in the private quarters of those residences. With the exception of occasional visits from family members, minors and vulnerable adults are not permitted to be overnight guests in the residences of priests or religious.

7. Counseling areas should have transparent windows or open doors. Care should be made to have another adult in the general vicinity during counseling sessions.

8. Adults should never meet with minors or vulnerable adults on a one-to-one basis in secluded areas or closed rooms.

9. Adults should never be in a vehicle on a one-to-one basis with a minor or vulnerable adult unless it is the adult’s own child(ren).

Physical Contact

Appropriate affection between Church personnel and minors and/or vulnerable adults is important for a child’s and a vulnerable adult’s development. It is a positive part of Church life and ministry and should be given in public but not in isolated or secluded areas.

1. The following forms of affection, whether initiated by a minor, vulnerable adult, or adult, are regarded as examples of appropriate contact:

 Side hugs

 Shoulder to shoulder hugs

 Pats on the upper back

 Handshakes

 “High-fives” and hand slapping

 Arms around shoulders

 Holding hands while walking with small children

 Sitting beside small children

 Kneeling or bending to receive hugs from small children

 Holding hands during prayer

 Pats on the head when culturally appropriate

 Reciprocation of appropriate gestures initiated by a minor or vulnerable adult

2. The following forms of affection, whether initiated by a minor, vulnerable adult, or an adult, are regarded as examples of inappropriate contact:

 Lengthy embraces

 Full frontal hugs

 Kisses

 Holding minors of school age on the lap

 Touching buttocks, chest, or genital area

 Touching the knees or legs of minors or vulnerable adults

 Tickling

 Wrestling and/or roughhousing

 Piggyback rides

 Any type of massage

 Any form of unwanted attention

Communication

1. Verbal communication with minors and vulnerable adults is to be appropriate.

2. Church personnel are prohibited from engaging in any sexually oriented conversations or the telling of jokes with sexual content. However, it is permissible in an educational setting to discuss issues of human sexuality. These classes will convey the Church’s views on the topics. If minors or vulnerable adults have other questions not answered or addressed by individual teachers, they should be referred to their parents or legal guardians. Church personnel are not permitted to discuss their own sexual activities with minors or vulnerable adults.

3. Church personnel are prohibited from possessing any sexually oriented or morally inappropriate materials (i.e., magazines, cards, videos, films, clothing, etc.) or accessing similar materials through electronic or other technological means in the presence of minors or vulnerable adults.

4. Church personnel are prohibited from using technology to interact with minors or vulnerable adults on issues related to sexuality, including but not limited to sexually related conversations, and viewing and/or distributing sexually motivated materials, and inappropriate expressions of affection.

5. Church personnel should remind minors and vulnerable adults that all communication sent digitally (i.e., texting, email, social network sites, posts, notes, etc.) is not confidential and may be reposted to others.

6. Church personnel’s electronic interactions are reserved for professional and/or ministry related purposes. Church personnel will obtain written permission from parents/guardians before any electronic communication (i.e., text messages, emails, social media, etc.) with a minor/vulnerable adult and copies of those communications should be retained. Church personnel will not collect e-mail addresses and/or cellular phone numbers of minors/vulnerable adults; this information must be provided in writing by the parent or guardian. Any contact with minors/vulnerable adults by church personnel must be copied to the parents/guardians as well.

7. Laws regarding mandated reporting of suspected abuse/neglect/exploitation of minors or vulnerable adults equally apply to the virtual world as they do to the physical world.

Undue Attention

Certain conduct has been used by adults to develop inappropriate relationships with minors and vulnerable adults. Activities include singling out minors or vulnerable adults or showing them unusual attention.

Examples of this behavior prohibited for Church personnel are:

1. Presenting gifts to a minor or a vulnerable adult that would not ordinarily be given to an entire group of children, excluding awards, etc.

2. Allowing a minor or vulnerable adult to drive automobiles of Church personnel even though another adult may be present.

3. Singling out a particular child or vulnerable adult for special dinners, events, trips, or outings.

The Standards of Behavior for Those Working with Minors or Vulnerable Adults is to be given to all church personnel. The document is posted on the diocesan website under the Office of Child and Youth Protection: www.diojoliet.org

Church personnel will be required to comply with diocesan education requirements that addresses their role in protecting minors and vulnerable adults.

Minors or vulnerable adults who serve as employees or volunteers will be informed that they have a right to a safe working environment and a right to disclose behavior not in accord with these standards.

PLEASE NOTE: Per DCFS, if you suspect that a child has been harmed or is at risk of being harmed by abuse or neglect, report it online at https://childabuse.illinois.gov. In an emergency, call the 24-hour DCFS hotline (or Child Abuse Hotline) at 1-800-25-ABUSE (1-800-252-2873). If you believe a child is in immediate danger of harm, call 911 first.

Appendix C

Employee Rights Under the Fa mily and Medical Leave Act