Policy Manual

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Table of Contents

Section 1     Incorporation, Structure and History

1.1       Act of Incorporation

1.2       Bishops of the Archdiocese

1.3       Brief History of Parishes and Missions

1.4       Civil Status of the Archdiocese

1.5       Deaneries of the Archdiocese

1.6       Foundation and Growth of the Archdiocese

1.7.1   Parishes, Quasi-Parishes and Missions of the Archdiocese

1.7.2   Creation and Modification of a Parish, Quasi-Parish or Mission

Form 1.7.2.a – Request for Parish Modification

1.8       Registration of Parishioners

Form 1.8.a – Parishioner Registration

1.9       Protocol for Parishioner Registration

Section 2     Sacraments and Liturgy

2.1      Sacred Space

2.1.1   Concerts and Other Events in Churches

Form 2.1.1.a – Request for Permission to Use Church for Performance or Presentation

2.1.2   Renovations to Sacred Places

2.1.3   School Mass Guidelines   (School Mass Planning Guide)

2.1.4   The Use of Catholic Churches and Church Sites for Non-Catholic Services

Form 2.1.4.a – Application to Use a Catholic Church or Church Site for a Non-Catholic Service

2.2       Baptism

2.2.0   Sacramental Guidelines – Initiation of Children

2.2.1   Preparation for the Sacrament of Baptism

2.2.2   Baptisms from outside the parish/diocese

2.2.3   Registering Apostasy

2.3       Reconciliation       

2.3.1   Catechetical Norms for First Reconciliation

2.4       First Communion

2.4.1   Catechetical Norms for First Eucharist

2.5       The Eucharist

2.5.1   Tridentine Masses

2.5.2   Sunday Celebrations in the Absence of a Priest

2.5.3   Extraordinary Ministers of Communion

2.5.4   Celiac Disease and Communion

2.6        Confirmation

2.6.1   Guidelines for the Sacrament of Confirmation (Request for the Sacrament of Confirmation to be Celebrated in Your Parish)  

2.6.2   Eastern Rite Confirmation

(Find the sacramental preparation information all in one document –                       Sacramental Guidelines – The Initiation of Children)

2.7       Marriage

2.7.1   Marriage Guide Supplement

2.7.2   The Place and Time for the Celebration of Marriage

2.7.3   Marriage Forms

Form 1 – Initial Interview of Couple

Form 2 – Individual Interview

Form 3 – Concerning Proof of Freedom to Marry

Form 4 – Concerning Baptismal Status

Form 5 – Dispensations and Permissions

Form 6 – Previous Relationships

Form 7 – Notice for Baptism Record 

Form 8 – Checklist of Required Documents

2.7.4   Candle Rite of a Marriage Celebration                                       

2.8       Holy Orders

2.9       Anointing the Sick                                                                                                                  

2.10    Funerals

2.10.1   Funeral Liturgy Guidelines Annotated

2.10.2   Funeral Liturgy Guidelines – French

2.10.3   Funeral for an Unborn or Non-Baptized Child

Section 3     Financial Administration 

3.1       Banking, Investments and Audits

3.1.1   Parish Banking Procedures

Form 3.1.1.a – Parish Collection Report

3.1.2   Pooled Investment Fund

3.1.3   Review and Audit at the Time of Pastoral Assignment

Form 3.1.3.a – Release Form for Pastors Departing a Parish

Form 3.1.3.b – Parish Inventory

3.1.4   Gifting Policy

3.1.5   Parish Registers & Financial Instruments

3.2       Cathedraticum and Pensions

3.2.1   Cathedraticum and Priests’ Pension

3.2.2   Obligations of a Diocese to its Retired Priests

3.3       Collections

3.3.1   Annual and Special Collections

Form 3.3.1.a – Annual Collections

3.3.2   Extra-Diocesan Collections & Solicitations

3.4       Extraordinary Expenditures

3.4.1   Guidelines for Building a Church

3.4.2   Extraordinary Expenditures

Form 3.4.2.a – Parish Petition for an Extraordinary Expenditure of $5,000 or more

Form 3.4.2.b – Decision for an Extraordinary Expenditure

3.5       Stipends and Allowances

3.5.1   Parish Responsibilities for Collecting and Paying Fees for Pastoral Services

3.5.2   Mass Stipends

3.5.3   Clergy Living Allowance

3.5.4   Employee Travel Allowance

3.5.5   Reporting of Stipends

Form 3.5.5.a – Mass Intentions and Stipends Monthly Report

3.6       Vacations and Leaves

3.6.1   Pastoral Help when a Priest is Absent

Form 3.6.1.a – Notification of a Planned Absence by a Priest

Form 3.6.1.b – Claim for Ministerial Services Rendered

3.6.2   Vacation, Retreat and Continuing Education

Form 3.6.2.a – Deanery Vacation Schedule

3.6.3   Clarification on the Computing of Priests’ Vacation

3.6.4   Serving as Spiritual Director on Pilgrimages

3.6.5

3.6.6   Formation, Care and Remuneration of Seminarians

3.7       Parishes and parishioners

3.7.1   Financial Contributions for Attending Conferences and Workshops Outside of the Archdiocese

Form 3.7.1.a – Application for Financial Contribution to Attend Workshop/Conference

Section 4     Faith Formation 

4.1       Policy for Inviting a Presenter or Preacher

Section-5     Personnel Management 

5.1 Safe Environment Policies

5.1.1    Responsible Ministry

Form 5.1.a – Personal Information for Employees and Volunteers for Ministry

Form 5.1.b – Ministry Suitability and Covenant of Care

Form 5.1.c – Code of Conduct Acknowledgement

Form 5.1.d – 5.1.d Standard Form for Personal Reference Check

Form 5.1.e – Record of Parish Screening

Letter Template for Police Check

Addresses for RCMP and CFS Offices

5.1.2    Safe Environment

Code of Conduct of the Archdiocese of Grouard-McLennan

5.2       Misconduct Policy

5.3       Compassionate Leave

5.4

5.5       Hiring and Dismissal of Lay Staff

Section 6     Clerical Life and Ministries 

6.1

6.2       Selecting Lay Ministers

6.3       Complaints about the Pastoral Ministry of a Priest

Complaint Report Form

6.4       Death of a Member of the Clergy

6.5

6.6       Incardination of Clergy

Section 7 Miscellaneous 

7.1       Gambling Policy

7.2       The Archbishop’s Dinner

7.3       Canonical Visitations

7.4       Archdiocesan Archives

7.4.1   Protection of Personal Information in Archived Records

Request for a Sacrament Certificate (Apr 2017)

7.4.2   Archives Access for Research Purposes

Form 7.4.aArchives Research Request form

Form 7.4.b – Statement of Compliance

Form 7.4.c – Archives Research Request – Indian Residential Schools 

7.5       Cemeteries

7.6        Policy for Websites and Other Internet-based Media 

Section 8      Policy on Activities and Events for Youth and Young Adults 

8.1       General Information about this Policy

8.2       Pre-approval for Extra-diocesan Events

Form 8.2.a – Request for Permission to Organize an Event

Form 8.2.b – Risk Assessment

Form 8.2.c – Draft Itinerary

8.3       Fundraising and Money-handling

8.4       Screening and Acceptable Conduct

Form 8.4.a – Code of Conduct – participants

Form 8.4.b – Code of Conduct – leaders, supervisors, chaperones

8.5       Organizational Requirements and Checklist for Youth Events

Form 8.5.a – Participant Information

Form 8.5.b – Waiver – Consent of parent/guardian

Form 8.5.c – Waiver – Adult participant

Form 8.5.d –  Group Information and Event Itinerary

8.6       Reporting on Youth Events