Administrative Handbook for Elementary and Secondary Schools Document

1100 COMMUNICATION WITH THE PUBLIC #

1110 PUBLIC RELATIONS AND COMMUNICATIONS #

1111 GENERAL #

Public relations embodies all communication between the school and the community and provides the basis for mutual understanding. The purpose of a public relations program is to keep the public informed regarding programs, policies, and conditions of the Catholic school community. The public includes Archdiocesan and pastoral administrators, the parish council and/or parish school board, the school staff, the parents, the students, former students, the parish, and the local civic community.

It is the responsibility of the school principal to plan and coordinate the public relations program at the local level. In the event of public media releases or inquiries, prior consultation with the Archdiocesan Communications Office should take place.

1112 SCHOOL SPONSORED MEDIA #

A school atmosphere and program which integrate religious belief and practice with the normal development and education of children are the most effective media for the purpose and objectives of Catholic education. Other means of communication frequently used are the following: authorized parent organizations, weekly parish bulletins, community activities, public service projects, open house observances, promotional literature and videos, school reports and publications, press releases, Web sites, Internet communications, broadcast features and public service announcements.

The principal shall formulate and publicize local regulations and procedures regarding communication. All announcements, news releases, and promotional materials regarding a school shall be cleared by the principal or designated official to assure consistent policy and avoid duplication (See 1111).

1. News releases. In consultation with the Archdiocesan Communications Office, when appropriate, individual schools are encouraged to release to the Catholic press, to the local press, and to community affairs producers, stories and information that will keep the public informed of current school activities and achievements (See 1112.3, 1122).
2. Brochures, catalogs, advertising. Every school must include the required statement of its racially nondiscriminatory policy relating to students in all its advertising, brochures and catalogs regarding student admissions, programs, and scholarships. In addition, every school must include a reference to its racially nondiscriminatory policy in other advertising that it uses as a means of informing prospective students of its programs (See Appendix 1).
3. Directory Information Regarding Students. Data designated as directory information for elementary and secondary students shall be released only in response to legal mandates and for appropriate purposes approved by the school administrator. No information may be released to a private profit-making entity other than employers or prospective employers of students. The names and addresses of pupils enrolled in grade 12 or pupils who have terminated enrollment prior to graduation may be provided to a private school or college operating under the provisions of the California Administrative Code (See 5115 and Appendix 2)

1113 DEPARTMENT OF CATHOLIC SCHOOLS SPONSORED MEDIA OR OTHER MEDIA #

The Department of Catholic Schools has the duty of establishing contact with all groups and individuals concerning the mission and functioning of schools. A variety of media will be used, as necessary, to foster articulation and communication and to support the educational endeavors of the Archdiocese.

1120 RESPONSIBILITIES OF SCHOOL PERSONNEL #

1121 SUPERINTENDENT #

The Superintendent shall coordinate the Department of Catholic Schools public relations activities. Any announcement of policy for Catholic education and news items that pertain to the schools of the Archdiocese shall be released by the proper Archdiocesan official.

1122 PRINCIPAL #

In each school, the principal shall coordinate the public relations activities consonant with the provisions of this Section

1200 PUBLIC ACTIVITIES INVOLVING STAFF, STUDENTS OR SCHOOL

1210 RELATIONS BETWEEN PUBLIC AND SCHOOL PERSONNEL #

1211 GENERAL #

Every member of the school staff has a responsibility in this matter since public relations are exercised to the greatest extent by day-to-day contact between the school personnel and the public.

1212 VISITOR REGULATIONS #

All visitors shall be required to report or register in the school office upon their arrival at the school. Signs noting this requirement should be posted at school entrances.

The principal shall provide for appropriate hospitality for visitors and shall establish a local policy concerning visits to the school or classes that will enhance the effect of the educational program rather than hinder it.

Ordinarily, parents and other persons shall confer with teachers after school or at other appointed times so as not to interrupt class instruction.

1213 GUEST SPEAKERS #

Advance permission of the principal is required before any outside speaker may be brought into the school to address any class or group of students. Principal may wish to contact the Superintendent for additional direction and consultation.

1214 COMPLAINTS #

The normal channel for complaints concerning school personnel shall be from complainant, to employee, to principal. Every effort shall be made to give the complainant a hearing at the earliest possible stage.

The following procedures should be followed:

1. If the matter is not thus resolved or the complainant refuses to do the above and yet demands action on the part of the principal, the principal shall request a signed written statement of the complaint. This shall be a brief but specific summary of the nature of the complaint and the facts surrounding it.
2. If the matter is not thus resolved or the complainant refuses to do the above and yet demands action on the part of the principal, the principal shall request a signed written statement of the complaint. This shall be a brief but specific summary of the nature of the complaint and the facts surrounding it.
3. The individual employee involved shall be advised by the principal of the nature of the complaint and shall be given the opportunity for explanation, comment, and presentation of the facts as the employee perceives them. In parish schools the principal, in consultation with the pastor, will try to resolve the issue. This is to be submitted in writing to the complainant.
4. The Superintendent will normally intervene only if the complaint cannot be satisfactorily resolved at the local level and only on receipt of a written referral.

On receipt of a written referral, the Superintendent will solicit from the complainant, the principal, the employee concerned, and where appropriate, the pastor or president, a written summary of the issue together with supporting documentation. After reviewing the documentation, and when necessary, conferring with the parties to the disputed action or policy, the Superintendent will only determine whether the local policy is in accord with applicable Archdiocesan policies and regulations and whether the policy is fairly and equitably applied.

1220 RELATIONS BETWEEN PUBLIC AND STUDENTS #

1221 PUBLIC PERFORMANCES AND SERVICE ACTIVITIES #

The primary educational aims of the school and the needs and best interests of the students must be the first consideration in these matters at all times (See 5145, 6141, 6143)

1222 CONTESTS #

Contest participation in individual schools is at the discretion of the principal. Students should be encouraged to participate in contests that fulfill the following guidelines established by the Superintendent.

In judging the value of an activity or contest for a particular group of students, the principal should, in consultation with the Department of Catholic Schools as necessary, look for the following characteristics:

1. The contest presents a genuine learning experience; it supplements but does not interfere with the regular school program.
2. The activity makes it possible for individual students to develop contributions by their own efforts and does not invite dishonest collaboration.
3. The contest does not place an undue burden on students, teachers, or the school, nor require frequent or lengthy absence of participants from the school.
4. The organization sponsoring the contest enjoys respect in the community and does not subscribe to goals inconsistent with Catholic educational philosophy. The organization is engaged in a creditable enterprise, regardless of kind or amount of prizes offered. It does not use the contest or activity to advertise or market a company name, product or service.
5. The subject is not commercial, controversial, or concerned with political propaganda and the like. It must emphasize high moral standards, good citizenship and intellectual competence.
6. The contest is conducted in a professional manner indicated by clear directions, sufficient challenge, adequate supervision, and competent judging. The selection of writing entries is the total responsibility of the contest sponsor.
7. The contest should be one from which no contestant is excluded because of race, color, national origin or gender.

1223 SOLICITATION OF FUNDS FROM STUDENTS #

Pupils may not be solicited for donations except for a limited number of charitable organizations
subject to the following conditions:

1. The Superintendent of Schools has granted permission and approval for the collection of contributions.
2. Every precaution shall be taken to ensure the voluntary nature of any authorized solicitation.
3. Any authorized solicitation shall be scheduled and conducted in such a manner as to reduce to a minimum:
   • interruption of the regular school activities,
   • imposition on families
   • conflicts with school/parish fund- raising.

1224 FUND-RAISING ACTIVITIES #

Students may participate in and cooperate with fund-raising activities conducted by the school or parish, provided such activities are in accord with policies and regulations in this Handbook (See 5143).

1225 ADVERTISING AND PROMOTION #

Schools may not distribute to students or parents advertisements and other promotional literature of a commercial nature (See 3360).

Names and addresses of students or graduates shall be released only in accord with the provisions of this Handbook. The names and addresses of parents shall not be released for purposes of commercial advertising and promotion under any circumstances (See 1112.3, 5115.2, Appendix 2).

Cultural activities (i.e., youth concerts, student opera, etc.) approved by the Department of Catholic Schools may be advertised in schools. Tickets may be sold to students provided that the activity and the arrangements for selling tickets have been approved by the principal, that the faculty is not expected to assume the burden of ticket sales and accounting, and that undue pressure to buy tickets is not expected.

1230 USE OF SCHOOL FACILITIES #

1231 GENERAL REGULATIONS #

Any use of parish grounds by outside organizations (Catholic or otherwise) must be conditioned on the signing of the applicable standard Archdiocesan User/Lease form (e.g., Occasional Use Form, Space In Building Form, and Entire Building Lease Form) available through the Archdiocesan Real Estate Office. These forms contain, inter alia, hold harmless and insurance provisions that will protect the school/parish/Archdiocese in the event of a claim. The Occasional Use Form can be signed by the pastor alone, so long as no amendments are made to the standard form. The Lease forms must be signed by the Archbishop or his duly authorized corporate legal delegates at the Chancery.

These forms are drafted so as to assure that not only an Archdiocesan institution’s legal interests are adequately protected, but also to allow appropriate intervention in the event that any activity is proposed, or in fact occurs, which is in conflict with the teachings of the Catholic Church (See Appendix 3 B).

Motion picture or television production. The use of parish or school property for motion picture or television production must be arranged through the Archdiocesan Director of Communications who will take the following steps:

1. Request a working script from the producers in advance
2. Make certain the film or television production contains nothing offensive to Church teachings and environment.
3. Meet with the producers to clarify any questions concerning the script
4. Make certain the appropriate compensation is discussed for the selected Archdiocesan property, any entity which may be inconvenienced by the production and the technical advisors
5. Meet with the administrator of the property to make certain the proposed project is supported by him/her and that it will be beneficial to the Church.

After the above steps have been followed the Director of Communications will present the project proposal to the Archbishop for his approval. If the Archbishop approves of the proposal, the Director of Communications will take the following steps:

1. Inform the appropriate administrators.
2. Assign a technical advisor to work with the project.
3. Request the production company meet with the Archdiocesan attorney to draw the contract
4. The administrator of the property and/or the Director of Communications will oversee the implementation of the agreement.

Requests for use of school facilities by parish and other groups are subject to the approval and permission of the pastor in the case of parish schools, and to the approval and permission of the principal or president in conjunction with the Superintendent, in the case of Archdiocesan schools (See 3514 and Appendix 3 B).

1300 RELATIONS WITH OTHER ORGANIZATIONS AND SCHOOL SYSTEMS #

1310 RELATIONS WITH LOCAL, STATE AND FEDERAL CIVIL AUTHORITIES #

1311 GENERAL #

Cooperative relationships shall be maintained with governmental agencies for the welfare, health, and safety of all citizens including the students in our schools. Officials who desire to enter the school or to perform some service shall be courteously requested to present identification and proof of official capacity unless personally known by the school officials (See 1212).

1312 LAW ENFORCEMENT OFFICIALS #

Schools shall cooperate with local and state law enforcement departments, keeping in mind the legitimate interests of students and parents.

Schools are urged to invite the cooperation of the local law enforcement agencies in instructing school administrators, teachers and students about crime prevention, child abuse issues, drug traffic and abuse, bicycle and traffic safety, and similar pertinent topics (See 1213, Appendix 4).

1. Interrogation of students. When it is necessary in the performance of duty for a peace officer to lawfully arrest a minor in attendance at school, (or interview minors in the case of a contemporaneous or imminent crime) the officer is empowered to do so. While the constitutional rights of students may not be infringed upon by the officer, school officials are not required to, nor should they, attempt to prevent such arrests.
   In taking such action, police officers are required to give due consideration and recognition to the rights, responsibilities, and concerns of the school personnel. Consequently, all police officials shall be requested and expected to deal initially with the principal, president, pastor, or delegated school official.
   In such matters, as well as in the case of general requests by peace officers to question a minor in attendance at school, with the exception of a report of suspected in home abuse or neglect, the following specific procedures shall be followed (See 1312.4, 1312.5).
   • It is the responsibility of the administrator to ascertain the identity and the official capacity of the peace officer, the authority under which action is required, and in the case of the release of the pupil, the reason for such action (See 5161.1).
   • The principal shall question the officer to ascertain whether the pupil is a suspect or a witness to a crime and whether the particular crime is contemporaneous or imminent.
   • It is the responsibility of the principal to request that the peace officer delay interviewing or arresting (except in the case of a serious and contemporaneous crime or imminent crime) the student until the parents are present and then to notify and summon them.
   • If the officer objects or refuses to wait until the parents arrive, the principal shall insist on the right to be present in loco parentis for the interview and/or arrest.
   • If the officer insists on interviewing the student privately, the principal shall declare clearly and in the presence of a witness that the interview is being conducted over the administrator’s stated objections to the circumstances.
   • The principal shall notify the parents if the pupil is taken into custody and removed from the school premises (See 5161.1).
   • The principal shall keep a record of the events and the sequence of procedures (a-g) followed. This shall include the name and identification of the officer to whom the parent should be referred.
     In all cases, the administrator shall not hinder the interview or any taking of a pupil into custody. In these situations, every possible step should be taken to insure a minimum of embarrassment or loss of class time for the student.
     The fact that a student is interrogated or arrested by a police officer does not necessarily constitute cause for suspension or expulsion.
2. Subpoenas. Upon receipt of a subpoena, promptly forward a copy to the Department of Catholic Schools. The Superintendent or his or her delegate from the Department will advise what steps need to be taken.
3. School report of suspected abuse or neglect. Section 11166 of the Penal Code requires any child care custodian (teacher, instructional aide, teacher aide, teacher assistant, extended care personnel, administrative officer, supervisor of child welfare and attendance, certified pupil personnel employers of any public or private school, administrators of a public or private day camp, youth center, youth recreation program or youth organization, licensed day care workers, clergy, employees of a child care institution and any administrator or employee of an organization whose duties require direct contact with and supervision of children) who has knowledge of or observes a child in his/her professional capacity or within the scope of his/her employment whom he/she knows or reasonably suspects has been the victim of child abuse to report the known or suspected instance of child abuse to a child protective agency immediately, or as soon as practically possible by telephone, and to prepare and send a written report thereof within thirty-six (36) hours of receiving the information concerning the incident (See Appendix 4).
   Suspected abuse or neglect includes:
   • physical injury or injuries inflicted by other than accidental means by any person,
   • sexual molestation,
   • neglect occurring from deprivation of necessary food, care, clothing, shelter, or medical attention,
   • infliction of physical or mental suffering.
     Mandated reporters are immune from civil or criminal liability for reporting in good faith a known or suspected child abuse.
     Failure to report might result in a misdemeanor charge and conviction punishable by fine or imprisonment. Any doubt about reporting a suspected situation should be resolved in favor of the child and reported immediately.
     Staff personnel shall also inform the school administrator who shall in turn notify the Department of Catholic Schools. Necessary follow-up with the family is part of the county agency’s responsibility (Chapter 640, Statutes of 1987 (AB 285) of the State of California and Appendix 4).
4. Investigation concerning in home abuse or neglect. Penal Code Section 11174.3 authorizes a child protective worker to conduct an investigation on school grounds during school hours, without prior notification of parents, relative to alleged child abuse that occurred within the child’s home. The child has the right to opt for either a private interview or to select a school staff member to be present during the interview. Also a peace officer or child protective worker occasionally may go to a school for the purpose of checking on suspected abuse or neglect reported by a third party not connected with the school. If the officer merely questions the school personnel or observes the pupil from a distance without directly questioning the student, the principal has no obligation to report the matter to the parents but should keep an account of the matter in the principal’s personal information log.
5. Interviewing a victim at school when the matter pertains to child abuse within the child’s home.
   Whenever a representative of a child protective agency deems it necessary, a suspected victim of child abuse may be interviewed during school hours, on school premises, concerning a report of suspected child abuse that occurred within the child’s home. The following procedure will be followed by the child protective agency worker, school representative and/or staff member (See Appendix 4)
   • The child will be afforded the option of being interviewed in private or selecting any adult who is a member of the staff of the school, including any certificated or classified employee or volunteer aide, to be present at the interview. Be sure that you witness the offering of this option.
   • A representative of the child protective agency will inform the child of that right prior to the interview. The purpose of the staff person’s presence at the interview is to lend support to the child and enable him/her to be a comfortable as possible.
   • The staff member will not participate in the interview.
   • The member of the staff will not discuss the facts or circumstances of the case with the child.
   • The member of the staff is subject to confidentiality, a violation of which is punishable by up to six months in jail or a fine or by both.
   • The representative of the school will inform a member of the staff so selected by a child of the requirements of this section prior to the interview.
   • If the staff person selected agrees to be present, the interview will be held at a time during school hours when it does not involve an expense to the school.
   • In most cases, the child protective agency worker will notify the parents of the meeting which was held with the child. If this is not made clear to the school representative, there should be a discussion between the child protective agency worker and the school representative too make a decision as to who will notify the parents.

1313 FIRE DEPARTMENT #

Each school shall plan for fire drills and fire prevention in cooperation with the local fire department. Local fire department ordinances or regulations shall be observed (See 5164.5, 5165, 5165.1).

1314 HEALTH DEPARTMENT #

While the health of the pupil is basically the responsibility of the parent, the county and state health departments have responsibility for general public welfare. Consequently, the principal shall cooperate with the representatives of the local and state health departments (See 4113.1, 4213.5, 4411, and ARG, Health Services).

1315 EARTHQUAKE SAFETY AND EMERGENCY PREPAREDNESS #

Each school shall have an Emergency Operations Plan which is to be reviewed and updated annually. The plan is to include:

• procedures for handling students and staff during an emergency,
• procedures for informing parents of the plan,
• preparations of site facilities for safety: handling of emergency supplies of food, water,
• medical supplies; communication practices; drill and practice procedures; responsibilities for shut off of utilities.
  All actions taken shall bear in mind the safety and well being of both students and staff members. In the event of a major disaster, school will not be dismissed and children will remain under the supervision of school authorities. Students are to be released only according to a predetermined plan and only to persons authorized by parents (See ARG, School Safety Plans for Disaster, Emergency, and Violence & Model Emergency Plan for Schools).

1316 TRAFFIC SAFETY AND SCHOOL SAFETY PATROLS #

Assistance of the local police department should be sought in planning and evaluating school safety patrols and traffic arrangements for the area surrounding the school. If the police department supplies crossing guards at the times of school opening and dismissal, the school should consult regularly with the officers to insure proper student behavior and should be careful to notify the officers regarding changes in the school schedule (See 5164.3, 5164.4).

1320 RELATIONS WITH OTHER SCHOOL SYSTEMS AND AGENCIES #

1321 GENERAL #

Good public relations demand cordial professional relationships and cooperation with other private and parochial schools and with public school systems and their officials. Schools shall promptly comply with all pertinent regulations and reasonable requests concerning student transfers, attendance, truancy, cumulative records, and any other matters concerning the educational progress and welfare of the students for which joint cooperation and concern is appropriate and necessary (See 5126, 5128, 5129.2).

1322 STATE AND FEDERAL PROGRAMS #

Schools shall follow all procedures and directives of the Department of Catholic Schools regarding participation of students in federal and state financed programs (See 4410, 6333 and ARG, Federal Programs)

1323 RESEARCH AND TESTING PROJECTS CONDUCTED BY OUTSIDE AGENCIES OR PERSONS #

The Department of Catholic Schools is responsible for initial approval or rejection of all requests by outside persons or agencies to conduct research projects or studies in the schools of the Archdiocese. Approval of a request by the Department of Catholic Schools will be communicated to the agency and to the principals of selected or proposed schools. The decision to participate is ordinarily left to the discretion of the principal and the classroom teacher.

1. Types of studies considered for approval. The following are types of studies and research proposals that will be considered for approval:
   • Reputable testing companies conducting national standardization programs;
   • Universities that are seeking or have received a research grant;
   • National Assessment of Educational Progress;
   • Individual graduate students whose research is in partial fulfillment of the requirements for an advanced degree.
     If the request or first inquiry is directed to an individual school by any of the sources listed above, they should be referred to the Department Catholic Schools. However, graduate students should be referred to the Department of Catholic Schools only if they meet the following criteria.
2. Guidelines for study approval
   • The study must have educational value or potential for immediate educational benefit to the participating schools. Research of a purely data gathering nature is ordinarily excluded from consideration.
   • There is assurance that the study or project will be conducted in an efficient manner, minimizing loss of time or disruption of academic programs.
   • The applicant must be qualified to undertake the study. In the case of a graduate student, a statement from the faculty advisor or endorsing committee must be provided.
   • The study must meet the requirements for confidentiality of information, anonymity, and/or parental consent
     • It must not invade the privacy of the students, their families or teachers.
     • Students and student files may not be used to gain access to their parents.
     • Direct access to cumulative records is not permitted without the authorization of parents. Pertinent information may be released according to directives listed in Appendix 2.
     • Access to basic personnel records may not be granted.
     • Students and staff cannot be identified by name in any reports or on any datagathering documents.
   • Any required clerical or other personnel, as well as procedures, supplies, or costs incidental to the study, shall be provided by the person or agency conducting the study.
     f. Progress reports at regular intervals and a final report of the study will be submitted to the Department of Catholic Schools and participating schools.
   • Procedures for approval of research studies. A clear, concise written description of the study including its purpose, scope, procedures, personages involved, plans, use of results, evaluation instruments, and budget shall be submitted to the Department of Catholic Schools for review. A copy of all questions to be asked of students and teachers must also be included.
     The proposal will be reviewed according to guidelines listed in 1323.2 and referred as indicated in 1323.
     

1330 RELATIONS WITH EDUCATIONAL ORGANIZATIONS #

1331 GENERAL #

Teachers and administrators are encouraged to maintain individual and institutional memberships in recognized professional associations, vis-a-vis those that are consistent with employment by a Roman Catholic institution, for several reasons including:
a. In-service education benefits which come from participating in meetings, conferences,
clinics and conventions;
b. Access to the communication media of associations such as newsletters, periodicals, and
advisory services.

1332 NATIONAL CATHOLIC EDUCATIONAL ASSOCIATION (NCEA) #

Every school of the Archdiocese is expected to have an institutional membership in the National Catholic Educational Association.

2100 ARCHDIOCESAN ADMINISTRATION #

2110 THE ORDINARY #

2111 THE ARCHBISHOP #

The Archbishop has primary responsibility for the educational ministry of the Church. He has full authority to regulate all that pertains to religious instruction and matters pertaining to faith and morals in the Archdiocese. Ultimate responsibility for all parish and Archdiocesan schools resides with the Archbishop. The Roman Catholic Welfare Corporation of San Francisco holds title to virtually all school property. The Archbishop is the president of the Board of Trustees of the Welfare Corporation.

2112 AGENCIES FOR THE ORDINARY #

Among the chief instruments of discharging this pastoral duty are the Catholic school and the Catechetical Ministry, together with related programs of parent education and adult faith formation. To support these efforts and promote their quality the Archbishop has established the following:

• The Department of Catholic Schools including the Office of the Superintendent of Schools; (See 2121, 2130)
• The Department of Parish Ministry;
• The Archdiocesan Board of Education and (See 2112.2);
• Office of Religious Education and Youth Ministry

1. Delegated Administration. The Archbishop and the Board of Trustees of the Welfare Corporation delegate the day-to-day administration of Catholic schools to the following:
   • The Superintendent of Schools and the Office of the Superintendent in the Department of Catholic Schools;
   • Pastor/administrator of parochial school;
   • President in Archdiocesan High School;
   • School principal
2. Archdiocesan Board of Education. The Archdiocesan Board of Education is appointed by the Archbishop to provide participation by the general Catholic community with the Archbishop in formulating goals, policies and procedures for Catholic education in the Archdiocese. All recommendations of the Board shall be subject to the approval of the Archbishop and when so approved shall be binding.
   Delegated Administration. The Archbishop and the Board of Trustees of the Welfare Corporation delegate the day-to-day administration of Catholic schools to the following:
   • The Superintendent of Schools and the Office of the Superintendent in the Department of Catholic Schools;
   • Pastor/administrator of parochial school;
   • President in Archdiocesan High School;
   • School principal
3. Archdiocesan Board of Education. The Archdiocesan Board of Education is appointed by the Archbishop to provide participation by the general Catholic community with the Archbishop in formulating goals, policies and procedures for Catholic education in the Archdiocese. All recommendations of the Board shall be subject to the approval of the Archbishop and when so approved shall be binding.
   (For a complete statement about the Board’s responsibility as well as details concerning membership, officers and meetings, see the Board’s Bylaws contained in Appendix 5.)

2113 POLICIES AND REGULATIONS – GENERAL #

All parish and Archdiocesan school programs are governed by the policies and regulations of the Department of Catholic Schools as set down in the Administrative Handbook for Elementary and Secondary Schools, Archdiocese of San Francisco and in interim communications. These regulations have the same purpose and binding force as all other directives and enactments of the Ordinary (Statutes 147) (See 2121). Religious conducting private schools in the Archdiocese are subject to the canonical authority of the local Ordinary in regard to religious instruction and matters of faith and morals.

2120 DEPARTMENT OF CATHOLIC SCHOOLS #

2121 THE DEPARTMENT OF CATHOLIC SCHOOLS #

The Department of Catholic Schools is the office charged with the general administration and support of the formal Church-sponsored educational ministry in the Archdiocese.

1. Policies and Regulations. The policies, regulations, and guidelines contained in the Administrative Handbook pertain to schools.
2. Policies and Regulations Pertaining to Parish Religious Education Programs. Policies and regulations for parish-based religious education programs are now published separately in the Coordinator’s Handbook distributed by the Office of Religious Education and Youth Ministry.

2130 OFFICE OF SUPERINTENDENT #

2131 THE SUPERINTENDENT #

The Superintendent of Schools is appointed by the Archbishop to be head of the Department of Catholic Schools and is the representative of the Archbishop in the administration of Catholic schools in the Archdiocese. As executive head of the Department of Catholic Schools, the Superintendent is responsible for the organization, administration and supervision of the schools of the Archdiocese.

2132 RESPONSIBILITIES OF THE SUPERINTENDENT #

The responsibilities of the Superintendent include, but are not limited to the following:

1. Catholic Identity
   • Assists the pastors to ensure that the Catholic identity of the school is prominent and integral to the school and school community;
   • Ensures that the principal has the knowledge and skills needed to be the spiritual leader of the school community, which includes faculty, students and families;
   • Ensures that the Archdiocesan curriculum for religious instruction is followed and that the Religion textbooks are approved;
   • Ensures that the liturgical year of the Church is known and celebrated in the schools and provides resources for the liturgical seasons;
   • Ensures that the moral teachings of the church are lived by the administrator and faculty through contact and performance appraisal;
   • Assists the principals, faculty and boards to ensure that a partnership exists between the parish, school, and family.
2. Administration
   • Assists pastors and principals in providing quality educational programs and facilitates the implementation and assessment of standards;
   • Plans and implements the objectives of the Department of Catholic Schools;
   • Supervises the personnel selection/evaluation of the staff;
   • Makes and enforces policies and regulations in harmony with the aims of Catholic education and in accordance with applicable State and Federal laws and regulations;
   • Convenes consultative and ad hoc boards and committees.
3. Business Matters
   • Prepares and administers the Department of Catholic Schools’ approved budget;
   • Establishes policies and procedures for the financial administration of the schools;
   • Gathers data and compiles reports, fiscal and general, which are requested and required by Chancery, church, or governmental agencies (See 2221, 3121, 3122, 3212, 3223).
4. School Staff
   • Oversees implementation of all personnel policies, contracts, and procedures approved by the Archbishop;
   • Takes means to stimulate the professional growth of administrators and teachers in the Archdiocese (See 4112.2, 4115, 4115.1, 4115.2, 4115.3, 4119, 4124, 4126, 4127, 4128);
   • Represents the Archbishop in matters involving teacher organizations.
5. School Program and Services
   • Evaluates needs of the schools of the Archdiocese and provides services and assistance regarding instructional programs, operations, materials, and services;
   • Develops curriculum guidelines for use in the schools of the Archdiocese (See 6211.3, 6212.2, 6221, 6333).
6. Community Relations
   • Articulates a philosophy of Catholic education;
   • Interprets the goals and purposes of Catholic education as well as policies and regulations, especially to parents and faculties;
   • Promotes effective public relations in behalf of Catholic schools;
   • Promotes cooperation with public and civil agencies (See 1113, 1121, 1214, 1222, 1223, 1231, 1323).

2133 PROFESSIONAL STAFF #

Professional staff shall be hired or appointed as needed to support the work of education in the Archdiocese.

2134 ADMINISTRATIVE PUBLICATIONS #

Publications of the Department of Catholic Schools include:

• Administrative Handbook for Elementary and Secondary Schools;
• Administrator’s Reference Guide;
• Religion Coordinator’s Handbook;
• Archdiocesan Curriculum Guidelines;
• Administrative Bulletins;
• Crisis Response Manual;
• Model Emergency Plan for Schools;
• Special Needs Resources for Teachers, Parents and Students;
• Extended Care Handbook; and
• Parish School Consultative Boards, Parish Consultative Boards of Education and Parent
• Teacher Group Statutes (See Appendices 6 and 7).
• Archdiocesan School Employee Handbook

These materials should be made known and available to all members of the faculty.

1. Administrative Handbook. The Administrative Handbook delineates all policies of the Department of Catholic Schools pertinent to elementary and secondary schools in the Archdiocese of San Francisco. Pastors, administrators, faculties and staff members are responsible for following these policies.
2. Administrator’s Reference Guide (ARG). The Administrator’s Reference Guide is a resource and information manual revised annually by the Department of Catholic Schools. It contains guidelines, procedures and regulations which change annually in specifics and necessary information and forms which must be periodically updated. It is a companion manual to the Administrative Handbook in which cross-references are indicated by the notation.
3. Religion Coordinator’s Handbook. This handbook contains policies and program information relating to the total religious education program of the school. It also contains a job description for the Religion Coordinator.
4. Archdiocesan Curriculum Guidelines. The Department of Catholic Schools publishes general program goals, guidelines, subject guides and lists of basal texts for elementary (K8) schools in a manual entitled Curriculum Guidelines. It is updated as needed (See 6131).
5. Administrative Bulletins. The Department of Catholic Schools issues bulletins monthly. These should be retained for the current school year and, where appropriate, retrieved by subject for future reference.
6. Crisis Response Manual. The Crisis Response Manual provides appropriate support, activities, and services to staff, students and families during an unpredictable event.
7. Model Emergency Plan for Schools. The manual provides a comprehensive guide to responding to emergency situations. It complies with the State of California’s emergency procedures and is a basis for emergency response, education, and training.
8. Special Needs Resources for Teachers, Parents and Students. The binder is a comprehensive resource and informational manual for teachers and parents regarding the education of children with special needs. It assists schools to provide a learning environment that fosters growth and recognizes the individual needs of diverse learners.
9. Extended Care Handbook. This handbook provides guidelines and procedures for extended care programs in the elementary schools.
10. Parish School Consultative Boards/Parish Consultative Boards of Education and Parent Teacher Group Statutes. These guidelines provide the policies governing Parish School Consultative Boards/Parish Education Consultative Boards and Parent Teacher Groups. They are to be followed when setting up a new Parish/ School Consultative Board or when revising existing guidelines.
11. School Employee Handbook. At the request of the Archdiocese Council of Priests, and with the approval of the Archbishop, a uniform School Employee Handbook was developed that applies to all those employed by Archdiocesan owned elementary schools.

2200 LOCAL ADMINISTRATION

2210 THE PASTOR #

2211 JURISDICTION – GENERAL #

The school is a parochial ministry of the parish. The school is therefore the ultimate responsibility of the pastor or canonical administrator. He freely grants the rights and responsibilities of governing the school to the principal.

The pastor is the ex officio head of the school. As such, he is responsible, with the Parish School Consultative Board, for determining the policies of the school according to the needs of the parish but always in harmony with the regulations and guidelines of the Department of Catholic Schools, the Chancery, and the Statutes of the Archdiocese.

The role of the pastor in the successful mission of the parochial school (or the lead pastor in an interparochial school) is of vital importance. In union with the liturgical and sacramental life of the parish, the formation of faith and intellectual development illumined by Gospel message to children, youth, and adults, is central to the life of the parish.

2212 AREAS OF RESPONSIBILITY – GENERAL #

As spiritual leader and chief administrative officer of the parish school, the pastor is ultimately
responsible for the following:

• Assists with strategic and long-range planning for the school;
• Provides for the sacramental life within the school;
• Monitors the finances of the school and approves the school budget and financial reports;
• Oversees the religious instruction and faith formation of students in cooperation with the principal as educational leader and spiritual leader of the school. He assures that the students are taught religion according to the program approved by the Department of Catholic Schools (See 6121.3, 6122.2, 6122.3, 6122.6, 6123.2); and
• Provides for the spiritual and moral welfare of the faculty, students and families, including the implementation of the vision and norms of the Church’s documents “Directory for Masses with Children” and Archdiocesan Council of Priests’ document “Partners in Faith Parish School and Family.”

These responsibilities are carried out with the assistance of the Parish School Consultative Board and in consultation with the school principal who aids in policy making.

1. Parish School Consultative Boards. It is recommended that the pastor establish a Parish School Consultative Board of Education. The constitution and guidelines of such groups are subject to the approval of the Department of Catholic Schools and its Legal Counsel.
2. Guidelines. Such Parish School Consultative Boards are governed by the policies stated in Policies Concerning: Parish School Consultative Boards and Parish Consultative Boards of Education, promulgated in August 1994 (See Appendix 6).

2213 SPECIFIC AREAS OF JURISDICTION #

1. Administration. The pastor is an ex officio member of the Parish School Consultative Board, the head of the finance committee, and member of any parent-teacher group. The pastor delegates the direction of the school program and the ordinary administration of the school to the principal. The pastor with the principal shall establish the terms of such delegation and the means of regular and formal communication on school matters.
   The pastor:
   1. Employs, supervises, and evaluates the principal;
   2. Ensures that the principal is a member of the pastoral team;
   3. Schedules regular meetings with the principal, in addition to parish team meetings;
   4. Acknowledges and supports the principal in his/her threefold function as educational leader of the school, spiritual leader of the school, and managerial leader of the school;
   5. Ensures the principal fulfills the duties in Sections 2223 and 2224;
   6. Acknowledges the principal as an ecclesial minister of the parish;
   7. Establishes with the principal definite time expectations for the presence of the pastor and parochial vicars in the school; and
   8. Establishes with the principal a plan to schedule the use of the school building(s) by appropriate groups in the parish.
2. Financial Administration and Planning. Policies and regulations pertaining to school business are included in Section 3000 of this handbook, in the Parish and School Financial Policy Manual, and in the Parish / School Financial Accounting and Reporting System. Specifics are included in the following divisions, subdivisions and items;
   • financial (3123, 3124),
   • budget and accounts (3212, 3213, 3214),
   • income (3311, 3321, 3351, 3362.2, 3363, 3373, 5143),
   • expenditures (3411, 3412),
   • non-instructional operations (3510, 3520, 3530, 3540, 3550, 4211).
3. School Staff. The pastor is responsible for obtaining the services of qualified candidates who meet the criteria established by the Department of Catholic Schools to administer or staff the school. Generally, this responsibility is delegated to the principal. Assistance is provided by the Department of Catholic Schools’ personnel office that recruits and screens applicants (See 4111, 4114, 4121, 4126, 4127).
   The pastor and principal, in consultation with the Parish School Consultative Board, have the responsibility to establish any additional local criteria for the recruitment and selection of teachers. The pastor, in consultation with the Department of Catholic Schools, has the responsibility for termination or non-renewal of any teacher contract (See 4120).
   The pastor supports the principle of subsidiarity in conflict resolution of school issues by referring individuals or groups back to the teacher or principal.
   The pastor ensures, with the principal, that the faculty is competent to provide religious instruction.
4. Students and their parents.
   The pastor:
   • Integrates parochial school families into the worship and service of the parish. Priests as well as administrators must dialogue forthrightly and candidly with parents about their understanding of the need of prayer and worship in their lives and in the lives of their children;
   • Encourages parents of children in the school by thanking them for dedication and encouraging them to support this ministry;
   • Assists in the adult faith formation of parents in the school, especially in sacramental preparation of their children; and
   • Approves the general criteria and procedures to be used in the admission and expulsion of students consistent with Archdiocesan policy (See 5111, 5112, 5127, 5177). He has the right to be present at parent conferences concerning such matters (See 5176.1).
     
     The pastor or his delegate should be available for the spiritual counseling of pupils. This counseling should be individual and confidential and, if possible, should take place in the school (See 6414).
5. Program and Services. It is the pastor’s responsibility to assist the Principal to establish and maintain the spiritual identity and religious dimension of the school. He should assure that the students are taught religion according to the program approved by the Department of Catholic Schools (See 6121.3, 6122.2, 6122.3, 6123.2, 6123.3). Teachers of religion are certified or recertified according to the approved program by the Department of Catholic Schools. The pastor is responsible to provide opportunities for the liturgical and spiritual growth of the school community.

2220 THE PRINCIPAL #

2221 JURISDICTION #

In parishes, the principal is the administrative officer of the school and is the spiritual, educational, managerial leader, subject to the ultimate canonical responsibility entrusted to the pastor. In Archdiocesan schools, the principal is responsible not only for the educational program, but also for the financial administration of all school funds (See 3112 and Parish and School Financial Policy Manual and Parish / School Financial Accounting and Reporting System).

2222 APPOINTMENT/EMPLOYMENT #

The Department of Catholic Schools assists and supports the pastor in his responsibility to screen applicants for the position of principal; assists in the establishment of a local search committee; and identifies qualified applicants for principal. (See 4111 (all), 4112.2, 4114). Where a religious community contract is in effect, the principal is ordinarily assigned by the major superior, with the approval of the pastor and the Superintendent of Catholic Schools.

(Specifics concerning qualifications, contracts, and renewal/termination of employment are contained in Section 4000 (See 4113.2, 4115, 4115.2, 4115.3, 4121, 4126, 4127)).

In the event that a principalship must be filled on a temporary basis, the procedure shall be that the pastor appoints a temporary replacement with the advice and prior approval of the Superintendent. In such a case, approval will be based on a review of the nominee’s personal and professional administrative qualifications, both academic and experiential.

In a school where there is a contract with a religious community, the pastor should consult the major superior to determine whether or not the community will provide a replacement.

2223 GENERAL RESPONSIBILITIES OF THE SCHOOL PRINCIPAL #

The principal has as highest priority the building of a Christian community of faith in which the Christian message and experiences of community, worship, service and social concern are integrated. Additionally, a paramount responsibility is to promote and facilitate student learning of the highest quality.
The principal:

• Administers the total school program;
• Supervises and evaluates the teachers, the students, and the instructional program;
• Oversees the operation of the school plant and supervises all support staff members;
• Interacts with the parent, parish, and general public communities;
• Collaborates with and seeks counsel from the Department of Catholic Schools;
• Fulfills accreditation criteria articulated by Western Catholic Educational Association
• and Western Association of Schools and Colleges (WCEA/WASC).

2224 SPECIFIC RESPONSIBILITIES #

The responsibilities of the principal include, but are not limited to the following:

Educational Leader #

a) Leadership

1. Develops a vision and school climate reflecting Catholic identity and applies that vision to the daily activities of the school;
2. Promotes healthy staff morale and fosters leadership ability among the staff;
3. Identifies needed change and uses research to guide action plans;
4. Attends to personal and professional development.

b) Curriculum and Instruction

1. Applies knowledge of religious content and methods of faith formation;
2. Provides for cultural and religious differences;
3. Uses a variety of educational and pedagogical skills and is aware of the developmental stages of the students;
4. Evaluates the general effectiveness of the school’s learning program by utilizing effective procedures for student assessment;
5. Recognizes and accommodates the special learning needs of children within the mregular classroom;
6. Supervises instruction effectively;
7. Integrates Gospel values and Christian ethics into the curriculum, policies and
   life of the school.

Spiritual Leader #

a) Faith Development

1. Nurtures the faith development of faculty and staff through opportunities for spiritual growth;
2. Ensures quality Catholic religious instruction of students;
3. Provides opportunities for the school community to celebrate our faith;
4. Supports and fosters active Christian service;
5. Communicates to parents opportunities for adult faith formation sponsored by the
   parish and the Archdiocese;
6. Ensures that regular gatherings of parents begin with prayer or reflection and
   include an opportunity for on-going faith formation;
7. Facilitates the moral development and maturity of children, youth, and adults.

b) Building Christian Community

1. Fosters communication among the pastor, parish, and school community;
2. Respects and facilitates the role of parents as primary educators;
3. Collaborates with staff to give witness to the Catholic identity of the school with religious signs, symbols and displays
4. Assists parents in understanding that the school is an essential ministry of the parish.

c) History and Philosophy

1. Demonstrates knowledge of the history and purpose of Catholic Schools in the United States;
2. Interprets the school philosophy, policies and regulations, and the religious and educational programs to the school community at large;
3. Utilizes church documents, Catholic educational guidelines, and Archdiocesan directives;
4. Develops and implements statements of philosophy and mission that reflect the unique Catholic character of the school in collaboration with the pastor, faculty, and school community.

Managerial Leader #

a) Personnel Management

1. Recruits, interviews, employs, and provides an orientation for school staff;
2. Assists the faculty in achieving the goals of Catholic education through staff development and professional leadership;
3. Applies skills of organizational management, delegation of responsibilities, effective communication, and collaborative group processes for decision making;
4. Maintains a continuing program of supervision and evaluation of instructional and non-instructional personnel;
5. Manages personnel and student files;
6. Manages conflicts effectively.

b) Institutional Management

1. Initiates appropriate consultation with the Archdiocesan office and submits reports required by the Department of Catholic Schools promptly and accurately;
2. Complies with appropriate canonical, federal, state, and local laws in harmony with Archdiocesan policies and regulations, especially those dealing with government-funded programs and those pertaining to health, safety, and emergency procedures for staff and students (See 3510, 3530, 5150, 5160, 6217, 6224, 6226 & Model Emergency Plan for Schools);
3. Utilizes Catholic School governance structures and works effectively with the school board;
4. Uses current technologies;
5. Provides for an orderly school environment and promotes student self-discipline.

c) Finance and Development

1. Plans and manages the school’s financial resources and develops and monitors the annual budget (See Parish and School Financial Policy Manual);
2. Provides adequate instructional equipment, textbooks, resources, and services
   to implement the school program within budgeting limits and approved guidelines (See 6300, 6400);
3. Utilizes strategies of long-range planning, effective public relations, and a school marketing program for the success of the school;
4. Seeks resources and support beyond the parish and school communities.

2225 FACTORS SUPPORTING FUNCTION #

Some factors and policies that will assist the principal to fulfill adequately and effectively the responsibilities of that office are detailed in the following:

1. Full-time Service. All elementary schools with six or more full-time teachers shall have a full-time principal.
   Except in short-term emergencies, principals shall not assume full or half-day responsibility for a class. In the event this seems a necessity, consultation with the Superintendent is required.
   The choice to teach one period a day or an occasional unit of instruction is left to the discretion of the principal.
2. Delegation. It is expected that the principal will delegate as many administrative and clerical functions as possible in order to have more time to develop the instructional program and to supervise and evaluate classroom instruction. To this end, the principal should appoint/hire assistant administrator(s) and non-teaching personnel according to local need and resources (See 2230, 4211, 4213.3).
3. Approved Absence. Principals may not be absent from school premises during any school day while school is in session, except for reasonable cause. In setting local policies, the pastor and/or board cannot exclude attendance of the principal at educational meetings and conferences sponsored by the Department of Catholic Schools.
   Within reasonable limits, attendance at workshops and conventions of professional organizations that are designed to assist principals in their duties is approved and encouraged by the Department of Catholic Schools.
   The principal shall give prior notice to the pastor concerning all-day absence(s) for such in-service (See 4171).
4. Professional Development and Assessment. The Department of Catholic Schools is responsible for the development of procedures, standards, and processes to assess the performance of principals and to assist them to improve their professional competence. Principals will comply with the procedures and timeline of this annual process.

2226 ADMINISTRATIVE PUBLICATIONS #

Each principal has the responsibility to formulate local regulations that are in accordance with Archdiocesan policies and the obligation to adequately inform parents concerning certain Archdiocesan and local policies and regulations (See 1112). All principals are required to publish a Parent-Student Handbook that is updated regularly. Topics that should be included in the Handbook can be found in the Appendices 8 and 9.

Principals are likewise required to publish a Faculty Handbook that is subject to, and must be consistent with, Archdiocesan polices (See Appendices 8 and 9).

Principals are strongly encouraged to communicate regularly by means of weekly or monthly principal’s newsletter.

2230 OTHER ADMINISTRATIVE PERSONNEL #

2231 ASSISTANT PRINCIPAL #

An assistant principal shall be appointed in each school. The amount of time designated for administrative duties of the assistant principal shall be determined by the size of the faculty.

1. Administrative Responsibility. The administrative responsibilities of the assistant principals are: to perform administrative tasks delegated by the principal and to exercise the authority of the principal in the principal’s absence.
2. Qualifications. The assistant principal shall have the necessary competence and should possess the qualities necessary to relate effectively with the principal and staff.

2232 OTHER ADMINISTRATIVE OFFICERS #

In secondary schools, it may become necessary to appoint other administrative officers such as deans, heads of departments, etc., to assist in the administration of one or other aspect of the school program. The duties of these officers shall be specifically stated for the benefit of the officers themselves, the other members of the faculty, and the students. It is expected that heads of departments will supervise the instruction in that department.

2233 RELIGIOUS COMMUNITY SUPERVISORY PERSONNEL #

Supervisory personnel appointed by the religious community to visit schools staffed by the community shall observe the policies and regulations of the Department of Catholic Schools. Open communication by such supervisory personnel and the Superintendent is to be established and maintained.

3100 FINANCIAL ADMINISTRATION #

3110 FINANCIAL RESPONSIBILITIES #

3111 PARISH SCHOOLS #

Ordinarily, the operation and maintenance of the parish school is the financial obligation of the parish. (See Parish and School Financial Policy Manual, Section A)

The pastor by virtue of his office is the chief administrative officer. He has responsibility for the financial administration of all funds and property related to the parish school. In this capacity among his responsibilities are the obligations to:

• approve the school budget; (See 3210)
• provide for the payment of salaries of the regular staff and substitutes;
• furnish the school plant;
• provide for the operation and maintenance of the school plant in conformity with
• Archdiocesan policy and guidelines;
• provide adequate equipment and instructional materials for the school program; supervise the implementation of Archdiocesan procedures and conform with Archdiocesan
• policy and guidelines for the collection, disbursement, and accounting of school funds;
• be the primary signer for the school accounts;
• maintain, according to Archdiocesan policy, a set of accounts for the school and make such reports as shall be required;
• establish, together with the principal and such advisory groups as may be available,
• according to Archdiocesan guidelines: the level of parish subsidy, and the tuition rate and policy;
• secure public liability and other insurance for the school buildings according to the regulations of the Archdiocese;
• observe Archdiocesan guidelines regarding employee benefits and observe legal requirements related to employee compensation.

To the extent he deems appropriate, the pastor may delegate school financial authority to the principal or the associate pastor. The delegated person shall keep the pastor fully informed on the current and future financial condition of the parish school and its related activities. At a minimum, reports shall include monthly reports and periodic financial statements on activities not included in the budget. (See 1223, 1224, 6143 and Parish and School Financial Policy Manual, Section C: E & F)

1. Responsibilities of parish school principals. In accordance with Archdiocesan policy and written procedures approved by the pastor, principals assume the responsibilities for fiscal matters that shall include but not be limited to the following:
   1. Preparation of a budget for the operation of the school; (See 3210)
   2. Collection of tuition and other funds associated with the school program;
   3. Authorization of expenditures of funds within the approved budget and only to the extent that funds are available.
2. Request for Chancery assistance. Any parish seeking assistance from the Chancery Office for direct or indirect support of parish school operations must present, as part of its request, financial reports and budgets for relevant years in strict accord with the regulations of this Handbook and applicable Archdiocesan requirements.

3112 ARCHDIOCESAN SCHOOLS #

The operation and maintenance of an Archdiocesan school is the financial obligation of the Archdiocese.

The financial administration of an Archdiocesan school must conform to the policies and procedures of the Archdiocese. These policies and procedures are to be effected through the annual reports submitted and approved by the Superintendent.

The principal of an Archdiocesan school is the chief administrative officer of that school. As such, the principal is responsible for the financial administration of all funds of the school and is required to:

• prepare budgets for the Superintendent; See (3210)
• direct the maintenance and operation of the school plant in conformity with the policy and guidelines of the Archdiocese;
• supervise the implementation of procedures conforming with Archdiocesan policy and guidelines for the collection, disbursement, and accounting of school funds;
• observe Archdiocesan guidelines regarding employee benefits and the observe legal requirements related to employee compensation;
• prepare and act upon monthly financial reports.

3120 FINANCIAL POLICIES #

3121 GENERAL (See Parish and School Financial Policy Manual, Section E) #

3122 BANKING (See Parish and School Financial Policy Manual, Section C: A) #

3123 INTERNAL CONTROL (See Parish and School Financial Policy Manual, Section C: B-D) #

3124 AGREEMENTS #

The chief administrator of each school is an agent of The Roman Catholic Welfare Corporation of San Francisco for coordinating certain agreements, subject to stated limitations.

• General contract signing (See Parish and School Financial Policy Manual, Section H: A, Appendix 3 A and 4115).
• Lease/purchase of capital assets (See Parish and School Financial Policy Manual, Section H: C and Appendix 3 A).
• Construction and renovation (See Parish and School Financial Policy Manual, Section J and Appendix 3 A).
• Use of facilities (See Parish and School Financial Policy Manual, Section K and Appendix 3 B).
• Independent contractors (See Appendix 3 C)

3125 SALES TAX #

Whenever the school sells books, supplies, uniforms or any other tangible personal property pertaining to its educational purposes, it is necessary for the school to obtain a seller’s permit from the nearest local office of the State Board of Equalization. Before a school applies for a seller’s permit, the Archdiocesan Fiscal Officer must be consulted.

Accurate records of taxable sales must be maintained and are subject to audit by the State. Reports are to be made and sales taxes on school sales income remitted to the State in accord with regulations of the Board of Equalization.

No general statutory provision exempts sales to or by not-for-profit organizations. However, there is a series of narrow statutory exemptions that may be available in particular situations, as set forth below:

1. Church Meals and Food Products. Gross receipts from the sale of meals and food products furnished by a church at a gathering conducted under its auspices (e.g., a parish fund-raiser to benefit its school), if the purpose in serving the food products is to obtain revenue for the activities (e.g., parish school subsidy) of the church are exempt from sales tax.
2. Occasional Sales. “Occasional Sales” are exempt from sales tax. The general rule is that a person or organization who sells property not held or used by a seller in the course of activities for which he or she is required to hold a seller’s permit can make two such sales in a twelve-month period before being required to hold a seller’s permit. Under these rules, an occasional “garage sale” will not constitute the level of activity that requires the holding of a seller’s permit.
3. Taxable and nontaxable food items. Schools do not need a permit to sell meals or food products for human consumption to the students of the schools when operating a cafeteria or vending stand at the school, nor do they otherwise need a permit to sell food products for human consumption except under the following conditions:
   • When the food products are served as meals or hot prepared food products (other than to students as referenced above) on or off the premises of the school.
   • When the school owns vending machines, part of the gross receipts are subject to tax. The amount is determined by current state sales and use tax regulations.
   • When schools or student organizations sell meals or food products to students or to both students and non-students within a place of entrance that is subject to an admission charge, such as a place where school athletic events are held, the sales to both groups are taxable.
4. Exemptions for nonprofit parent-teacher organizations. Nonprofit parent-teacher associations and equivalent organizations are consumers of tangible personal property that they sell, provided the profits are used exclusively in furtherance of the purposes of the organization. Consequently, the measure of sales tax on tangible personal property that the organization sells is reduced from the sales price to the acquisition cost. What this means is that if the Parent Teacher Group (PTG) pays sales tax at the time it purchases the items to be resold, it does not need to obtain a sellers permit or charge sales tax when it resells the items.
   For further information, contact the Board of Equalization Office.

3200 BUDGET AND ACCOUNTS #

3210 BUDGET #

3211 GENERAL #

(See Parish and School Financial Policy Manual, Section A: A, Section B: C; and Section C: B1, 5)

3212 BUDGET PREPARATION #

The chief administrative officer of each school shall establish a process and calendar for budget preparation. Archdiocesan schools are required to meet the calendar distributed by the Archdiocesan Finance Department.

In parish schools, budget planning shall be a cooperative effort of the pastor, the principal and the local school board since it is the financial expression of the educational plan.

3213 BUDGET APPROVAL #

Pastors approve budgets for parish schools. The budgets of Archdiocesan schools require review and recommendation by the school’s finance committee and the Superintendent and the Archdiocesan Director of Finance with final approval by the Archbishop.

3214 BUDGET AMENDMENT #

Once approved, budgets become controlling documents. Any revision within the total of the originally approved budget requires the authorization of the chief administrative official of the school. Any revision increasing the total over the originally approved budget requires the authorization of all parties involved in the original approval.

3220 ACCOUNTS #

3221 CHART OF ACCOUNTS #

Accounts for all Archdiocesan and parish schools shall be maintained according to the chart of accounts published by the Archdiocese. (See Parish/School Financial Accounting and Reporting System)

3222 FINANCIAL REPORTS #

(See Parish and School Financial Policy Manual, Section C: F)

3223 RETENTION OF RECORDS #

Parish and Archdiocesan schools are required to preserve records in a safe place (fire resistant vault if possible).

Record Retention Policy for Accounting

• General Ledgers/Accounting Ledgers Permanently
• Annual Financial Report Permanently
• Tuition and fee ledgers 10 years
• Check registers 10 years
• Cash receipts ledgers 10 years
• Canceled checks 7 years
• Bank Statements 7 years
• Invoices 7 years
• Cash receipt backup, deposit slips 7 years
• Bank reconciliations 6 years
• Purchase orders 3 years
• Monthly financial reports 3 years

Record Retention Policy for Payroll

• Payroll tax returns Permanently
• Form W-2 / 1099-M / 1099-R / W-2P Permanently
• Payroll journals 10 years
• Payroll plus employee masters 8 years
• Payroll canceled checks 7 years
• Bank Statements 7 years
• Bank reconciliations 6 years
• Timecards 5 years
• Payroll hourly input sheets 4 years
• Employee biographical sheets 4 years after employee termination
• Payroll reports 4 years

The Department of Catholic Schools will be responsible for the preservation of the records it originates.

3224 INVENTORIE #

With the exception of consumable supplies such as paper, crayons, etc., a listing of all supplies and equipment by quantity, acquisition date, serial number, and value shall be maintained and updated at least annually. This shall be done (a) to maintain a record of assets and (b) to provide documentation in the event of an insurance claim.
One copy of this record should be kept in the principal’s office and one in the pastor’s office.

3225 MONIES IN SCHOOL BUILDINGS #

(See Parish and School Financial Policy Manual, Section C: B, C, & D )

3300 INCOME #

3310 INCOME – GENERAL #

3311 GUIDELINES #

Ordinarily it is the responsibility of each parish to generate the income necessary to operate and maintain the parish school. The pastor has final responsibility in this matter subject to the Statutes of the Archdiocese, and the policies and regulations of this Handbook and the Parish and School Financial Policy Manual.

In the case of Archdiocesan schools, this responsibility rests with the Archdiocese. (See 3112)

The ordinary sources of school income are tuition, fees, and fundraising. The major supplementary sources of income are parish subsidy and earnings of any endowment fund(s) that have been established to support the school program.

3320 TUITION #

3321 GENERAL GUIDELINES #

Each parish and Archdiocesan school shall establish a basic tuition rate per pupil, realistically reflecting the actual cost of instruction and the economic characteristics of the school community and in accordance with the following guidelines:

3322 DELINQUENT TUITION #

Subject to applicable laws and Archdiocesan policy, local boards and administrators are to exercise full discretion in determining criteria by which inability or unwillingness to pay tuition and fees is judged, but any action in individual cases shall be taken only after the school complies with the following guidelines:

1. Policy requirements. The school shall have a consistent, stated policy detailing how financial delinquency will be handled, and this policy will be included in the tuition agreement form used by the school. At a minimum, the stated school policy shall provide for warnings with appropriate time periods and appropriate collection techniques. Regarding the latter, schools may prudently use collection agencies.
2. Policy dissemination. The school shall make this written policy known to all its parents and bring delinquency to the attention of parents well before decisive action is to be taken.
3. Policy restrictions. The school shall establish its own method of reviewing individual cases and accommodating families with legitimate economic hardship. This process should include at least the pastor and the principal.
   1. Parents have an absolute right of access to any and all pupil records related to their children. Consequently, in no case shall the withholding of transcripts, report cards or other records of student’s work be used for the enforcement of collection.
   2. No child is to be expelled from school during the course of a quarter because of parental inability or unwillingness to pay tuition or fees. (See 5127.3)

3323 TUITION REDUCTION #

Parish and Archdiocesan schools are encouraged either to offer a reasonable family discount for the second child and the third or more children enrolled from the same family, and/or to establish a scholarship fund to be awarded on the basis of need. (See 3343)

In the case of individual families, any reduction from the published tuition schedule shall be granted only according to established and written policy and procedures.

Documentary evidence shall be maintained to establish that the policy is followed without discrimination. The tuition reduction policy, especially the family rate, should be closely examined annually to ensure that single-child families are not bearing an inequitable share of the financial burden.

3324 TUITION POLICY FOR NON-PARISHIONERS AND NON-CATHOLICS #

Parish schools may offer a discount for the second and third child of active Catholic parishioners of other parishes who are confirmed as active parishioners by the pastor and when the other parish makes a contribution to the support of its parishioner children in the receiving school.

Non-Catholic families may be charged up to100% of actual per pupil cost for instruction in the school for each child, except where such a policy would exclude many families in the community served by the parish.

3330 NORMAL FEES #

3331(E) GENERAL #

Annual per pupil fees may be charged for specific services only in accordance with this Handbook.

Each fee is restricted to specific expenditure accounts; the reference numbers are those found in the Chart of Accounts. (See Parish/School Financial Accounting & Reporting System)

Fees must be charged for student accident insurance, for administrative central services, curriculum in-services, and special services, for Catholic Telemedia Network (CTN) service for participating schools, for mandatory testing program and school-selected testing options. The full amount is to be forwarded to the Department of Catholic Schools as directed in annual memos.

Additional fees may be charged for textbooks (3332), instructional supplies, and for administrative expenses related to registration and re-registration of students. However, pastors and local school boards have the option of meeting these costs either from a per pupil fee or from other revenue sources such as the general tuition rate.

3332(E) TEXTBOOKS, INSTRUCTIONAL MATERIALS AND SUPPLIES #

Each school should determine its need for books and supplies after due consideration of any balance in special textbook accounts. Consideration should be given for the following:

• Religion and family life textbooks;
• General curriculum textbooks;
• Teacher’s manuals, learning kits and other basic instructional materials;
• Consumable materials, duplicating materials, pupil supplies;
• Books for libraries or resource centers;
• Media materials and supplies;
• Computer software for student use.

Monies collected for books and supplies must be used for the purposes listed in this subdivision. Under no circumstances shall they be transferred to another account classification.

3333 SPECIAL FEES #

Fees for the activities and events of the local school or parish programs, e.g., graduation, science laboratory fees, technology fees, emergency supplies, fund raising fees, sacramental preparation, etc., shall be announced annually. These fees should be held to a minimum and in any case shall not exceed the per pupil cost of the activity or service. A complete statement of tuition and all fees should be provided to parents at time of initial contract.

3334(E) OTHER CHARGES #

Apart from tuition and annual per pupil fees as established by the Department of Catholic Schools, no other charges or financial requirements may be made as a condition of admission, attendance, or reception of normal school services without the approval of the Superintendent of Schools. However, the school’s Parent Teacher Group (PTG) per family dues may be collected annually at the same time as the student fees.

Also, a school can stipulate that failure to purchase specified scrip amounts will result in a reasonable fee assessment and/or placement in a higher tuition bracket the following semester.

Similarly, a school can stipulate that failure to complete required service hours will result in a higher tuition rate the following semester.

In accord with local circumstances, pastors may prudently solicit pledges to parish funds or drives, but in no case should the plea be made in such a way as to discourage attendance or to deny admission or re-admission to any pupil. It is recommended that school parents be made fully aware of the financial condition of the school and the extent of subsidy from the general funds of the parish.

3335 AUXILIARY PROGRAMS #

In the case of auxiliary programs, e.g., extended care programs, bus service, cafeteria service, etc., ordinarily the charges shall not exceed the levels necessary to operate and maintain a self-supporting service.

Besides conforming to all applicable laws for school bus operation, anyone who charges for ridership must file with the Public Utilities Commission (PUC) to operate a passenger stage.

3340 RESTRICTED FUNDS #

3341 GENERAL #

The fact and concept of restriction of funds is absolute, whether that restriction is specified or general. In rare and unusual cases, relief from an unrealistic restriction may be obtained through the office of the Archdiocesan attorney. (See Parish and School Financial Policy Manual, Section E: C and Section F)

3342 PARENT GROUP AND BOOSTER CLUB FUNDS #

All funds raised by local Parent Teacher Groups shall be used only for the educational work of the school and for the operating expenses of the groups. Club funds shall be used according to the organizational bylaws approved by the chief administrator of the school in accordance with the Parish and School Financial Policy Manual. (See Sections B: C5; C: 4, F 5, and J; E: B 6 and Appendix 6)

3343 TUITION ASSISTANCE/SCHOLARSHIP FUND/ENDOWMENTS #

Each school shall establish a scholarship fund. Each school should have published criteria and procedures for obtaining these funds and should apply them consistently and equitably to all qualified recipients (See Parish and School Financial Policy Manual, Section F, Endowments).

While the size of such a scholarship fund and its disbursements will vary from school to school, the funds shall be distributed on the basis of need only and shall be posted to the tuition accounts of grantees. (See 3323)

3344 STUDENT ACTIVITY FUND #

These funds shall be used for such purposes as are determined by the bylaws and the regular proceedings of the student organization.

3350 PARISH SUBSIDY #

3351 GENERAL GUIDELINES #

(See Parish and School Financial Policy Manual, Section C: E4 and the Parish/School Financial Accounting and Reporting System)

According to the American Bishops’ pastoral letter of 1986, it is the obligation of the entire Catholic community to sustain its Catholic schools; the obligation is not just on the families who have children enrolled in the programs. The entire Catholic community benefits from the school’s existence.

It is the pastor’s responsibility to determine the amount of parish subsidy to be given to the school. This amount shall be determined prior to the beginning of the fiscal year.

A parish that operates a school should be responsible for:

• tuition discounts to children of parishioners as determined locally;
• debt service of school and school-related facilities;
• costs of major maintenance and repairs (ordinary day-to-day maintenance and repair are to be reflected in the school’s ordinary operating budget); and
• capital outlay.

Ordinarily, the subsidy is conveyed to the school only by actual cash transfer. Proper accounting requires that each parish entity pay only its own expenses. Consequently, when a subsidy is necessary, it should be paid to the school and the school should then pay its own bills. (See 3411.2)

3360 FUNDRAISING #

3361 GENERAL #

Schools traditionally help defray expenses and supplement basic educational programs by fundraising in the school community, parish community, and general community.

1. Common Forms of Fundraising. These activities are generally festivals and carnivals, auctions, scrip, entertainment programs, product sales (candy, book fairs, etc.), raffles, bingo, etc.
2. Student Fundraising. Any fundraising activity by students must be conducted in accordance with 5143.
3. Development activities. Activities that enhance the local scholarship fund and endowment(s) for the future viability of the school are encouraged. These activities are to be conducted within Archdiocesan guidelines. (See Parish and School Financial Policy Manual, Section D)
4. Electronic and Internet Fundraising. Schools must comply with the Internal Revenue Code restrictions on tax-exempt organization business activities as well as Archdiocesan policy prohibiting product and service endorsements. The following restrictions shall apply:
   1. Any solicitation you may receive from companies seeking your involvement in Internet based shopping/non-profit rebates must be directed to the Office of Stewardship and Development.
   2. The Office of Stewardship and Development will review the proposed program and, if acceptable, will assure that the school “sign-up” forms contain clear terms and conditions which protect the interests of the school and limit the nature and extent of the school’s role in marketing the particular website, merchants, etc.
   3. The Office of Stewardship and Development will periodically provide to schools a list of those electronic and website programs which have been found acceptable. Schools are cautioned, however, that any such listing of a website does not indicate endorsement by the Archdiocese of the particular program. Schools choosing to refer the various websites to potential supporters (e.g., via the weekly envelope and/or on any school website fundraising page) will be required to include a cover note to any materials clarifying that there are various websites available and that the Archdiocese and school do not promote or endorse the products or services of any particular website or participating merchant and that the terms and conditions pertaining to the use of the website and any resulting purchases are between the supporters, the website and participating merchants and that the parish/school makes no representations or warranties concerning the products and/or services of the website operator or participating merchants. Finally, the cover note must state that no portion of payments made by supporters to merchants participating in the program are tax deductible.
   4. No ongoing promotional efforts on behalf of a particular website program, merchant group, etc., is permitted. For example, some organizations will recommend full-scale marketing plans which include presentations by website representatives, rallies, visits to merchants, press releases, ongoing flyers, etc. For the reasons stated above, this type of activity is prohibited. Website operators and merchants are, however, free to take out paid ads in the local paper or parish bulletin; though the parish/school must be careful not to allow itself to be referred to as a “sponsor.”
   5. Under no circumstances is a school authorized to operate, or facilitate the operation of “virtual mall” shopping on the school’s website (however, subject to the restrictions set forth in (d) above, the website addresses of approved commercial website shopping operators can be listed on the school’s website).

3362 SPONSORS AND EVENTS #

Sponsors of these fundraising events include parent groups, booster clubs, youth clubs and the general school or parish community.

1. Conduct and methods. In all cases, the sponsoring group and its event exist only for the benefit of the school
   1. The conduct of the event and the methods employed by the sponsoring groups must conform to the policies of the Archdiocese and moral standards appropriate for Church activities.
   2. When questions of taste, judgment, or the image of the Church are involved, it is incumbent upon the sponsors of the event to obtain the approval of the pastor.
   3. It is expected that all fundraising activities shall comply with any and all federal, state and local laws and regulations including any tax filings and special licenses.
   4. Officials of private and Archdiocesan schools planning to solicit funds through some special event or personal appeal should consult and inform the local pastor regarding the event. When there is no conflict with parish events or appeals, pastors are encouraged to support and accommodate schools through appropriate announcements, etc.
2. Status. The sponsoring group at all times derives its tax-exempt status through its affiliation with The Roman Catholic Welfare Corporation and The Roman Catholic Archbishop of San Francisco, a Corporation Sole, and is subject to Archdiocesan policies and regulations. Therefore, the pastor is ultimately in charge and responsible for whatever occurs at any of these events, whether held on parish premises or away from the parish plant. Parent or other support groups that lend financial assistance to the school are not to be separately incorporated.
3. Bank accounts. Auxiliary/sponsor group bank accounts are subject to strict limitations and controls. The pastor must be a signer on each and every bank account and at least two signatures are required on checks. (See Parish and School Financial Policy Manual, Section C)

3363 REQUIREMENTS #

1. The need and purpose of any fundraising must be clear and necessary.
2. All funds raised should be applied to the stated purpose as soon as practical.
3. Funds raised should not be allowed to accumulate without good and stated reason, and the approval of both the principal and pastor.
4. Restrictions stipulated by the donor or implicit in the solicitation must be scrupulously adhered to by the recipient. (See 3340)
5. Fundraising should not take advantage of children or detract from the primary educational purposes of the student, class, or school. (See 5143)

3370 OTHER RECEIPTS #

3371 MISCELLANEOUS COLLECTIONS #

Any solicitation or collection of money from students is subject to the regulations and provisions of this Handbook. (See 1223, 1224, 1225, 5143 and the Parish and School Financial Policy Manual)

Funds collected shall be used for the purpose publicized in advance of or at the time of solicitation. (See 3342, 3344)

3372 COMMERCIAL ENTERPRISES #

(See Parish and School Financial Policy Manual, Section D: 9)
Commercial enterprises may never promote merchandise directly to students. Students may not act as carriers of brochures or promotional literature on behalf of such merchandise, especially literature with attached response cards requesting home addresses. (See 5143)
Schools shall neither accept premiums nor permit agents to present lessons or mini educational programs in exchange for the promotion of commercial goods.
Book cover publishers do not, strictly speaking, sell a product to be purchased by the school or the parents. Nevertheless, past experience indicates that the principal should scrutinize carefully the business practices of any such publisher with whom the school contracts.

3373 GIFTS, GRANTS AND BEQUESTS #

(See Parish and School Financial Policy Manual, Sections D: II and III; E: C: M)

Subject to the limitations imposed in the Parish and School Financial Policy Manual, either the pastor or the principal may accept on behalf of and for the school any bequest, grant, or gift of money or property in accordance with Archdiocesan policy for a purpose deemed by them to be suitable. Suitability shall be determined according to the criteria listed in 3373.1.
The money or property shall be used as designated by the donor. If the amount or restrictions on the money or property are such that utilization extends beyond the school year of the gift, grant, or bequest, the approval of the pastor is required for acceptance by a parochial school; the approval of the Superintendent for an Archdiocesan school.

Procedures listed in 3373.2 shall be followed.

1. Criteria for suitability.
   To be acceptable, a gift, bequest, or grant must satisfy the following criteria:
   1. It must be offered by a donor acceptable to the school.
   2. The goal or purpose of the gift will be consistent with the school’s philosophy.
   3. It will promote the best education of the pupils.
   4. It will enhance rather than add to the staff’s work.
   5. It may begin a program only if the parish or Archdiocese would be willing to take over when the gift or grant funds are exhausted.
   6. It may add monies to the school’s financial base.
   7. It will avoid restricting school programs.
   8. It may enhance the facilities.
   9. It will avoid any endorsement of any business or product.
   10. It will be in agreement with any provisions of the Administrative Handbook, the Parish  and School Financial Policy Manual , or legal requirement.
   11. It will preserve the chief administrator’s complete discretion to hire staff in accord with school philosophy and Archdiocesan policy.
2. Procedures for acceptance.
   1. All donors or executors shall consult with the principal and pastor or Superintendent, and where required, the Archdiocesan attorney, before gifts are presented (1) to insure the usability of the gift, and (2) to insure common understanding of all the terms and conditions attached to the gift.
   2. Any gifts presented to the school must be accompanied by a letter from the donor for official action and recognition by the principal or pastor.
   3. A letter of appreciation signed by the principal or pastor shall be sent to the donor.
   4. Monetary gifts shall be entered in the proper receipts account. Gifts of equipment shall be listed in the school inventory.

3374 SALE AND DISPOSAL OF BOOKS, EQUIPMENT AND SUPPLIES #

1. Sales of surplus materials and equipment. The sale of materials and equipment owned by the school that are surplus to its needs shall be: at cost or lower, if new; at fair value, if used. Usually, the order of priority for purchasers shall be:

• schools of the Archdiocese;
• other Catholic schools;
• other nonprofit agencies.

Before selling or disposing of items acquired from government surplus sales, schools should consult the terms under which the item was made available to them.

2. Sale of books and supplies. 

See Section 3125 – Sales Tax.

3. Disposal of equipment or materials. If equipment or materials are provided by federal or state programs surplus items shall be returned to the local educational agency promptly.

3400 EXPENDITURES #

3410 EXPENDITURES AND PURCHASING #

3411 GENERAL #

The chief administrative officer of the school has final responsibility for the administration of the budget and the expenditure of funds, subject to the limitations and procedures set forth in the Archdiocese’s Parish and School Financial Policies Manual. In parish schools, the expenditure of funds for the school program is ordinarily delegated to the principal.

1. Classification of expenditures. Expenditures shall be limited to the amount budgeted under the classification of accounts provided for each fund and to the total amount of the budget. Adjustments may be made as indicated in 3214. Efforts should be made to charge all operating expenses to the fiscal year in which they are incurred, either by actual payment of expense or where significant and necessary by their proper accrual.
2. Prorating of expenditures. Individual expenditures made for more than one parish entity shall be prorated.
   Three alternative methods are acceptable for circumstances where the expenses of more than one parish entity are incurred on one invoice, such as a utility bill for one meter serving both school and church.
   1. The multiple check method whereby each entity drafts a check for its share of the common bill, and then the checks are gathered together and sent to the vendor for the total amount of the invoice.
   2. The reduction of expense method whereby one entity pays the entire bill and is reimbursed by check from the other entities for their share of the bill, with the original paying entity depositing those checks and recording them as a reduction of expense.
   3. The memorandum method whereby the parish pays the bill and charges its portion to the proper expense account and the other portion as a subsidy to the school or other parish ministry, to which it sends a memorandum so that the school or other entity can record the item as subsidy income and an expense to the appropriate account.

3412 EMPLOYEE COMPENSATION #

In all parish schools, the pastor is responsible for the payment of salaries and benefits of the regular staff and substitutes in accordance with the contracts and the provisions of this Handbook. (See 4151-4153, 4160, 4170, 4231, 4241, series 4150 and the Parish and School  Financial Policy Manual, Section A: B; C; G; and Section I)

3413 PURCHASING GUIDES #

Ordinarily, the principal is delegated to exercise the procurement function for the school. In this capacity it is the responsibility of the principal to see that equipment and materials adequate to accomplish the objectives of the school program are not only budgeted but also available to all classes. (See 3111.1). In all business transactions, the authorized school agent has the responsibility to:

• give primary consideration to the interests of the school and the system;
• respect the school’s business obligations and to require that obligations to the school be respected;
• conduct business with fairness and dignity and to demand honesty and truth in buying and selling;
• deal only with reputable agencies.

3414 RELATIONS WITH VENDORS #

Visits and interviews with representatives of textbook companies, suppliers, and commercial enterprises are left to the discretion of the principal or business agent. Ordinarily, good administration demands that agents be interviewed by appointment only, in order not to interfere with the planned activities of the school personnel. (See 3372)

3420 PURCHASING PROCEDURES #

3421 GENERAL #

The principal shall establish internal procedures, reports, records, and systems to promote efficient management of business procedures.

The system shall enable the school-purchasing agent to:

• combine orders;
• avoid duplication of purchases;
• take advantage of lowered prices for bulk purchasing;
• follow up on orders the delivery of which is unduly delayed;
• reconcile deliveries to orders before payment is made.

3422 REQUISITIONS #

(See Parish and School Financial Policy Manual, Section C: B)

3423 PAYING FOR GOODS AND SERVICES #

The principal or delegated representative shall authorize payment for goods and services under the following conditions:

1. They have been contracted for within budget limits.
2. They have been purchased according to relevant purchasing policies and regulations.
3. They have been inspected and certified by the responsible employee as having been received in acceptable condition.

3500 NON-INSTRUCTIONAL OPERATIONS #

3510 OPERATION AND MAINTENANCE OF SCHOOL PLANT #

3511 GENERAL #

The chief administrative officer of the school shall establish maintenance and operations programs to ensure safe and healthful physical facilities.

1. Operation of the school plant. Operation comprises those housekeeping activities necessary to keep the plant open and ready for use.
   In parish schools, the operation of the school plant is the responsibility of the pastor. The direction and supervision of the custodial staff is ordinarily delegated to the principal.
2. Maintenance of the school plant. Maintenance includes those activities that keep grounds, buildings, and equipment in their original condition of completeness or efficiency through repairs.
   In parish schools, the maintenance and repair of all facilities and equipment of the school is the responsibility of the pastor. This includes lighting, heating and plumbing systems, the repair of desks and other school furniture, the replacement of broken glass, etc.

3512 SAFETY #

The pastor and principal shall establish local safety standards following at least the minimum requirements of the Archdiocese.

1. Inspections. Local procedures shall be established to monitor safety requirements in the school. (See ARG, School Safety Plans and Checklists for Earthquakes and Other Disasters)
2. Annual survey. A survey of the school plant shall be conducted using the Safety Inspection Annual Report sent to parishes by the Chancery Office. (See ARG, School  Safety Plans and Checklists for Earthquakes and Other Disasters)

3513 SECURITY OF BUILDINGS AND GROUNDS #

Buildings constitute one of the greatest investments of the parish and Archdiocese. It is in the best interest of pupils and parishioners to protect that investment adequately. Security means more than having locks and being sure that they are locked at the proper times. Security also means:

• minimizing fire hazards;
• reducing the probability of faulty equipment;
• guarding against the chance electric shock;
• protecting from natural hazards and elements;
• protecting from community elements such as traffic;
• keeping records and funds in a safe place;
• protecting against vandalism and theft;
• protecting from intrusion by unauthorized person;
• maintaining safe conditions in student traffic areas.

The principal, in consultation with the pastor, is directed to establish such rules and regulations as may be needed to provide for security as outlined above.

In addition, the pastor and principal must acquaint themselves with all local fire regulations relating to security. The use, in buildings and on grounds, of padlocks, chains, and other security measures must be in accordance with safety and fire regulations.

1. Keys. All keys used in a school shall be the responsibility of the principal. Requests for permanent issuance of the keys shall be acceded to only when the employee regularly needs the key to carry out normal work activities. When need for a key is temporary, the key shall be issued on that basis.
   Keys shall be used only by authorized employees and shall never be lent to pupils.
   The greatest care shall be given to master and sub-master keys. Master keys shall never be lent.
2. Alarm systems. As a preventive measure school administrators are strongly encouraged to have intrusion detection devices with local alarms installed in all school facilities.
3. Equipment identification. The Department of Catholic Schools strongly recommends that schools participate in Operation Identification, the state program implemented by all local sheriffs and police departments.
4. Vandalism and theft. In the event of illegal entry, theft, vandalism, or damage to school property for which insurance claims in excess of $100.00 will be filed, school administrators shall follow these procedures:
   1. Call the police to investigate the incident and to file a police report. All claims must be accompanied by a copy of the report.
   2. In the event of significant damage or loss, call the Archdiocesan Insurance Administrator immediately. The Archdiocesan claim investigator may wish to visit the school during the police investigation.
   3. Report other losses as soon as possible.
   4. File the claim and report as directed by the Archdiocesan Insurance Broker. (Gallagher Bassett).

3514 USE OF FACILITIES #

The use of parish facilities by non-parochial groups shall be governed by Archdiocesan policy as detailed in the Parish and School Financial Policy Manual – Section K and in Appendix 3B.

3520 FIXED CHARGES #

3521 INSURANCE #

In compliance with the Statutes of the Archdiocese of San Francisco (#167 and 182) insurance programs sponsored by Chancery and the Department of Catholic Schools have been established. The programs include Archdiocesan Insurance Program, student accident insurance and Archdiocesan Benefit Plan.

Information and guidelines are published annually in ARG. Memos and updated directives are mailed as the need arises. (See also 4163, and ARG, Insurance for Employees and Students).

Brochures relating to student accident insurance and the benefit plan are delivered annually to each school. It is the responsibility of each principal to see that they are distributed to each student and employee.

Strict compliance with published guidelines is the responsibility of the pastor and principal. All fees and billings shall be paid by the due date.

3522 PAYROLL TAXES #

Payroll taxes that are to be deducted from employee checks include Federal and State Income Tax and F.I.C.A. contribution. The schools of the Archdiocese are self-insured for unemployment purposes. Rates for these taxes are published annually by both the federal and state governments.

3530 AUXILIARY AGENCIES #

3531 TRANSPORTATION #

Parish and Archdiocesan schools that plan to institute bus service shall request permission in writing from the Superintendent. The operation of all buses shall be insured in accordance with the directives of the Chancery Office.

Under no circumstances shall a parish or school rent or borrow a bus and provide a driver.

If the school does not own a school bus, the preferred method of transporting students during school activities is by properly certified common carrier. In the event that private cars must be used, no more than eight properly seat-belted students may be transported at one time in a station wagon or van. (See 6226.3, 6226.4 and 6226.6 and ARG, Insurance for Employees and  Students)

1. Operation and licensing of school buses and drivers. Schools that operate a bus or van shall comply with the State Department of Education rules as outlined in Regulations  and Laws Relating to Pupil Transportation in California. This booklet may be obtained from a California Highway Patrol school bus officer.
   The operation of all school buses and the licensing of drivers are subject to the regulatory powers of the California State Highway Patrol. No school may operate buses without approved equipment and properly trained and licensed drivers. (See 4213.1)
2. Transportation reports. All schools sponsoring bus service should prepare a report of same, including its extent and its cost to the student, and forward it annually to the Department of Catholic Schools.

3532 FOOD SERVICE #

It is the responsibility of the principal, in consultation with the pastor and the board, to determine the type and extent of the local food service.

1. School lunch and/or milk programs. The principal or delegated official must be aware of and carefully follow the state and federal guidelines for meal and/or milk programs, especially the detailed stipulations about costs, charges, and anonymity of recipients where these exist. Required reports must be accurately and promptly submitted.
2. Operation. Each school shall comply with applicable health and safety code regulations regarding the operation of a food service. (See 4213.5)
   The local health department has a right to inspect the premises and to make a Consumer Protection Food Inspection Report. Reported violations should be corrected as indicated.

3533 MAINTENANCE #

Anyone retained to perform school repairs must provide status as an independent contractor by giving the license number and showing the certificate of liability insurance to the administrator. Additionally, the independent contractor must provide a federal identification or social security number to facilitate reporting at year-end on Form 1099. (See Appendix 3B)
Maintenance work done by paid or volunteer help is under the jurisdiction of the pastor who is responsible for compliance with the regulations of the Archdiocesan Building Office and all local codes and regulations.

3534 VOLUNTEERS AND AUXILIARY AGENCIES #

Volunteers can be used for limited purposes in carrying out auxiliary services. Offers by volunteers within the parish and community to assist in the completion of a project must be approached with caution. The use of volunteers to perform certain tasks may create a risk. Whenever possible, volunteers should work on ground level. Contractors who donate services must be treated in the same manner, from an insurance point of view, as contractors who are being paid for their services (See Parish and School Financial Policy Manual, Section J).

3535 EXTENDED CARE #

The Extended Care Program must be operated entirely within the context of the Parish and  School Financial Policies Manual and Reporting System Chart of Accounts. All income is deposited into the General Fund of the school and all expenses are paid from the General Fund.

3540 CAPITAL OUTLAY #

3541 GENERAL POLICY #

When there is proposed an expenditure of $15,000.00 or more for site work, building, remodeling, renovation, repairs, furnishings, or major maintenance, the procedures listed in the Parish and School Financial Policy Manual – Section J, must be followed.

Special grants, donations, or fundraising for capital expenditures are subject to the general criteria for gifts, grants and bequests. (See 3373.1)

3550 ESTABLISHMENT AND DISCONTINUANCE OF SCHOOLS #

3551 GENERAL #

The permission of the Archbishop, given in writing by the Superintendent of Schools, is required to establish or discontinue any parish or Archdiocesan school, elementary or secondary.

In addition, any major change in the operation or organization of a school of whatever level (e.g., addition or consolidation of classes, merger with another school, etc.) must be submitted to the Superintendent of Schools for approval.

The basic question to be addressed by a parish, religious congregation, or lay group is how resources can best be used to provide Catholic education for children. It is necessary that each parish or group studying this question include the Archdiocese, through the Superintendent of Schools, and other key constituencies in the decision-making process.

A proposal to expand, reorganize, or discontinue an existing school must be initiated by the governing authority of the school (Pastor, religious congregation, or Superintendent of Schools in collaboration with the Archbishop).

1. In the parish setting. A proposal to establish a new Catholic school may be initiated by the Pastor(s), parishioners in collaboration with the Pastor(s), a religious congregation in collaboration with the Pastor(s), the Superintendent of Schools in collaboration with the Pastor(s), or the Archbishop in collaboration with the Pastor(s).
2. In the non-parish setting. A proposal to establish a new Catholic school may be initiated by an interested group of Catholic laity, a religious community, or the Superintendent of Schools in collaboration with the Archbishop.
   The proposing person or group will contact the Superintendent of Schools to announce the intention to propose expansion, reorganization or discontinuance of existing schools, or the intention to propose establishment of a new Catholic school, and for specific directions regarding the process to be followed in preparing the proposal and securing approval.

3552 ROLES AND RESPONSIBILITIES #

In the parish setting the roles and responsibilities are as follows:

1. Pastor. As the spiritual leader and chief administrator of the parish, the pastor oversees the development and implementation of the planning process at the local level, working in a consultative manner with representatives of the constituencies involved in planning for the parish’s educational needs. The Pastor is kept informed of development throughout the process and assumes responsibility for decisions and recommendations made at the local level.
2. Principal. Except in the case of a proposal to establish a new school, the principal assists the pastor and Steering Committee (see below) by providing leadership and necessary information.
3. Parish School Board. The School Board, including the pastor and principal, recommends the need for educational services in the parish and conducts the planning process. The planning process may be delegated to a Steering Committee composed of a representative cross-section of parishioners, including representatives of the Parish Council, parish Finance Committee and current school parents, as appropriate.
4. Religious Communities. If a religious community is currently staffing the parish school, the Major Superior should be notified at the beginning of the planning process and may be invited to have a representative participate on the Steering Committee. The Community should be kept informed of developments during the planning process and should be consulted prior to any final decision.
5. Department of Catholic Schools. The Department facilitates the planning process and serves as a resource to the Steering Committee. The Department should be involved in the process from the beginning. It is the Department’s responsibility to assure that all steps in the planning process have been followed and to assure that recommendations and decisions are consistent with Archdiocesan policy.
6. Archdiocesan Board of Education. The Board advises the Archbishop on educational matters, including the expansion, reorganization or discontinuance of existing schools and the establishment of new schools. The Board will review the local decision and recommend to the Archbishop either acceptance, rejection or modification of the local decision.
7. Other Archdiocesan Offices and Departments. When required by Archdiocesan policy, and depending upon the type and scope of the planning goals, the Archdiocese’s Vicar for Administration, Finance Council, Finance Department, Real Estate Department, Building Department, Legal Department, Human Resources Department, or Stewardship and Development Office may be called upon to participate in the planning/approval process.
8. The Archbishop. Recommendations of the Pastor(s) and Steering Committee, Archdiocesan departments, and Archdiocesan Board of Education are reviewed by the Archbishop. The Archbishop then makes the final decision regarding expansion, reorganization or discontinuance of a parish school and the establishment of a new parish school.

In the non-parish setting the responsibilities are as follows:

The governing body (religious community, board of trustees, etc.) should inform the Superintendent of Schools of the intention to expand, reorganize, discontinue or establish a Catholic school, so that the Department of Catholic Schools can take the change in school operations into account in planning for educational services under the jurisdiction of the Superintendent of Schools. The final decision must be made in collaboration with the Archbishop.

3553 FEASIBILITY STUDY #

1. Expansion or reorganization. For expansion or reorganization of existing school(s) and for establishment of a new Catholic school, the pastor(s), religious community, or lay leadership group notifies the Superintendent of Schools of the desire to expand, reorganize or establish a Catholic school. The notification shall include the rationale for the project and the membership of the Steering Committee.
   Approval to proceed with the project will be provided by the Superintendent of Schools after consultation with the Archbishop and the Archdiocesan Board of Education.
   Upon approval, the Steering Committee shall be responsible for conducting a formal feasibility study including the following elements:
   1. Mission Statement/Philosophy;
   2. Enrollment/Demographic study that demonstrates the need for a Catholic school, a ten-year enrollment projection and a description of the impact of the proposal on the enrollment of neighboring schools;
   3. Plans regarding securing and financing suitable site, building(s) and furnishings;
   4. Description of the proposed school curriculum and co-curricular program;
   5. Description of staffing needs and how the school proposes to address any problems that might hinder staffing of the school with qualified personnel;
   6. Finance:
      1. Five-year plan of projected revenue
      2. Five-year plan of projected expenses
      3. Financial profile of the community from which the school intends to draw enrollment;
   7. Description of the organizational structure of the school;
   8. Timeline for implementation of the expansion or reorganization of existing school(s) or for establishment of a new school.
2. Consultation. In consultation with the Department of Catholic Schools, professional consultants may be engaged to perform part, or all, of the feasibility study.

Proposals to discontinue a Catholic school. Notification to the Superintendent of Schools by the appropriate governing body shall be provided as in 3551 and 3552. Notice provided by a Pastor shall include a statement of support from the local school board and/or parish council.

Approval to proceed with a study shall be provided by the Superintendent after consultation with the Archbishop and the Archdiocesan Board of Education. Upon approval being given, a study shall be conducted including the following elements:

1. Comprehensive rationale for discontinuing the school;
2. Assessment of available places for students in other Catholic schools and a plan for their transfer/placement;
3. Plan for alternative use or disposition of school buildings, facilities, equipment and furnishings.

3554 APPROVAL #

1 Feasibility studies. Completed feasibility studies shall be submitted to the Superintendent of Schools who shall make a recommendation to the Archdiocesan Board of Education. The Board shall then provide its recommendation to the Archbishop. Final approval rests with the Archbishop.

2 Approval. Upon approval by the Archbishop, the Superintendent of Schools in the case of an Archdiocesan school, the Pastor in the case of a parish school, and the religious community or lay leadership in the case of a private school, shall be responsible to formulate and implement a plan to complete the projected expansion, reorganization, discontinuance or establishment of the school. The implementation plan shall be consistent with all Archdiocesan policies.

4100 ADMINISTRATIVE AND INSTRUCTIONAL PERSONNEL #

4110 REGULAR STAFF #

Any reference in this Section to “agreement” refers to employment agreement.

4111 RECRUITMENT: General Norms #

In parish schools, the Department of Catholic Schools is responsible for recruiting candidates for the position of principal, subject to other applicable provisions in this Handbook. The Department of Catholic Schools and the principal normally recruit candidates for teaching positions, in accordance with local procedures approved by the pastor for parish schools and by the Superintendent for Archdiocesan schools.

1. Members of religious congregations are engaged under an individual Agreement.

1. Follow the procedures detailed in 4111.2, 4112, 4114.
2. Written approval of the proper major superior.
3. Use an agreement form provided or explicitly approved by the Superintendent.

2. Pastors and principals may hire lay staff for part-time or full-time service only after the

candidate has opened a personnel file in the Department of Catholic Schools (See 4111.3). Consequently, candidates who apply directly to local schools must be directed to the Department of Catholic Schools. Here each prospective teacher or administrator must open a personnel file that shall include:

• completed employment application form
• résumé
• official transcript(s) of college and university work completed
• verification of currently valid credential(s)
• verification of college advanced degrees
• verification of teaching/administrative experience
• two reference letters concerning the most recent professional experience and one personal character reference or three performance evaluations
• verification of TB testing
• fingerprint clearance verification (if no California credential)

3. The Department of Catholic Schools assists schools in recruiting credentialed personnel.

The Department maintains (a) personnel files for all current applicants, (b) publishes the Qualified Applicant List of applicants who meet the standards for employment and, c) publishes a cleared and approved Substitute List on a regular basis. Principals should refer to and cooperate with the Department of Catholic Schools in accordance with the general provisions set down in Series 2000 of the Handbook and the annual directives of ARG, Personnel Records and Policies.

4. All school staff of Catholic schools of the Archdiocese of San Francisco shall be employed

without regard to race, color, gender, age, ethnic or national origin.

5. Immigration/Non-Immigration Visa/Work Applications. The variety of immigrant and non-immigrant visa categories each have specific qualifications for entrance into the United States. Some visa applications request “sponsorship” by an employer. Pastors, principals or agency heads may not sponsor immigrants and may not sign or co-sign any type of States government that an applicant will not become a financial burden to the State. The school may not participate in the visa renewal process. The school, before hiring any employee, must receive proof of the applicant’s legal authority to work in the United States (social security card, valid visa or “green card”). (See ARG, Immigration/Non-Immigration Visa/Work Applications, R – 1, H – 1 Visa).

4112 RECRUITMENT PROCEDURES #

Local recruitment procedures must conform to the general norms stated in 4111 and the other provisions of this Handbook.

1. Teachers. No principal may hire a full-time teacher without first verifying that the teacher applicant has resigned, will not be re-employed, or is not under concurrent agreement to any other school or district.

The final selection of a new teacher from among screened and qualified applicants is made at the discretion of the principal and pastor in accordance with established policies and procedures.

2. Principals. The pastor as head of the parish school has final responsibility for hiring the principal. The Associate Superintendent for Personnel will establish a Search Committee to assist the pastor in the selection of principal. The applicant must be approved for employment by the Superintendent of Schools who cosigns the agreement with the pastor.

4113 QUALIFICATIONS #

1. Qualifications for teachers.

1. Academic and professional. Teachers should possess at least the minimum academic and professional preparation requisite for the subject and school level to which they are assigned. Minimum academic preparation is a Bachelor’s degree from an accredited institution. The basic norm for professional qualifications is (1) an advanced degree in an appropriate field or (2) a standard teaching credential of the State of California, or the equivalent as defined by the Superintendent and (3) some experience working with children.
2. Health. No person shall be initially employed by a school unless the person has submitted to a physical examination within the past two years to determine that the applicant is free of active tuberculosis. Therefore, all employees shall be required to undergo the TB examination at least once every four years.

A person who transfers employment to another school will meet this requirement (1) if the teacher presents a certificate documenting that he/she has been examined within the past four years and found to be free of communicable tuberculosis, or (2) if the former employer verifies that such a certificate is on file.

Documentation of compliance with this requirement should be kept with the employee’s personal file at the school and in the Department of Catholic Schools.

• Personal. The Ortiz-Alby legislation requires that all paid employees have a valid credential or be fingerprinted and receive clearance form the Department of Justice prior to contact with minor children. School volunteers must also be fingerprinted and cleared. The record of each staff member is expected to be free from incidents which disqualify him/her from teaching, tend to impair his/her effectiveness as a teacher or administrator, or reflect discredit upon the school or Archdiocese. Catholic and are committed to maintain a Catholic philosophy of life and high educational standards, it is expected that teachers in these schools shall have a knowledge of, and commitment to, the Catholic character of the school.
• Qualifications for principals. Besides the qualifications listed in 4113.1 (2-3), principals are required to have (a) a valid teaching credential (b) a Master’s degree in educational leadership and an administrative credential, and (c) five years successful administrative experience at the appropriate level (at least three in Catholic schools).
  Because of responsibility for the school’s religious education program, the principal must be a practicing Roman Catholic in good standing with the church.

4114 EMPLOYMENT: General Norms #

Pastors and principals may engage the services of an applicant only after verifying all degrees, references, credentials, and experience through appropriate consultation of the candidate’s personnel file in the Department of Catholic Schools, and conducting personal interviews with the candidate.

1. Records. All teachers and principals are required to maintain an updated personnel file at

the Department of Catholic Schools. This file shall include all the items listed in 4111.2 and the following:

• Archdiocesan employment application
• Résumé
• Official College/University Transcript verifying earned degree – BA, MA, or Ed.D.
• Copy of current California (or another state) Credential – Teaching, Administrative
• Letters of Reference (2 professional and 1 personal) for hires after June 2001
• Live Scan clearance date (if candidate does not hold a current California Credential)
• W-4 Form (filed in separate file alphabetically)
• I – 9 Form (filed in separate file alphabetically)
• Signed Archdiocesan Child Abuse and Harassment Policy 2001 and 2003
• Signed Universal Precaution form
• Signed Acceptable Use Policy (technology).

The above items are completed at the time of hire.

The following records are to be kept on file and updated annually.

• Religion Certification: basic and recertification records
• Current Professional Growth Plan
• Annual Teacher Professional Goals – current year
• Current 102 Form
• Current Pension report
• Employee emergency information
• Current Job Description specific to current job responsibilities
• Current Employment Agreement
• Current Teacher Evaluation
• Prior year Summative Teacher Evaluation
• Most recent TB clearance
• Disciplinary document – if any.

2. Interviews. The principal must verify qualifications of a teacher candidate by reviewing the complete placement file (see 4111.2, 4114.1), verifying references, and by conducting personal interviews. Through personal interview the principal must determine that the teacher applicant is able and willing to fulfill the professional obligations set down in the agreement and related Archdiocesan and local policies.

It is the responsibility of the Department of Catholic Schools in collaboration with the Pastor and the Search Committee to establish the unique local criteria for the position of principal. It is also their responsibility to verify that each candidate meets these criteria by reviewing the complete placement file (see 4111.2, 4114.1), verifying references, and by conducting personal interviews. These will enable the pastor and Search Committee to identify the overall attitude and philosophy of the prospective administrator, and to establish the candidate’s understanding and willingness to comply with the conditions of service outlined in the agreement and detailed in Archdiocesan and local board policies.

4115 EMPLOYMENT: Agreements #

All full-time teachers and principals, religious and lay, shall be engaged under one of the agreements for full-time services provided by the Department of Catholic Schools. The Department establishes and publishes the mandatory procedures for executing the various agreements. In no instance shall the provisions of the agreement be altered without the written consent of both parties and the Superintendent. If in the opinion of any party, provisions of the agreement are not being respected, or if a clarification of a provision is needed, the matter should be referred to the Superintendent.

Copies of the signed agreements are retained by the school, the employee, and the Department of Catholic Schools. In the case of religious, one additional copy is retained by the major superior.

.1(E) Religious personnel. Religious personnel hired as teachers in schools, not staffed under a community agreement, may be formally engaged via the local Provincial, at the discretion of the principal with the consent of the pastor.

.2(E) Principals. The Parish School Principal Agreement in the elementary schools of the Archdiocese of San Francisco shall be signed by the contracting principal, the pastor of the parish school, and the Superintendent of Schools. One copy shall be retained by each party.

.3(E) Instructional Personnel. Employment Agreements are used in the Archdiocese of San Francisco.

4116 RESPONSIBILITIES AND DUTIES #

The purpose of a Catholic School is to create a Christian educational community committed to high educational standards within the framework of Catholic principles. To this end each school operates according to an applied philosophy derived from the church documents on Catholic schools (See 6111, 6112).

Each teacher is expected to implement this philosophy as it is interpreted by the pastor and principal and to fulfill all duties under the direction of the principal.

It shall be the duty of all Instructional Personnel:

• to adhere to the provisions set forth in the Employment Agreement for Instructional Personnel and the school’s Faculty Handbook.
• to use the prescribed curriculum, the authorized textbooks and materials, and to enforce and implement the rules and regulations of the school in the Administrative Handbook, the General Curriculum Guidelines, and local directives.
• to observe the school calendar for teacher in-service days (See 6214).
• to fulfill the normal work load of a regular full-time teacher which shall include: actual classroom teaching time, conferences with pupils and parents, supervision of student activities, lesson plans, attendance at faculty meetings, and participation in programs/meetings for the development and improvement of the instructional program and the teacher’s own competence.
• to undertake assigned extra curricular duties during and outside of school hours. (It is the responsibility of the principal to ensure the reasonableness of such assignments and to make an equitable distribution of them among the staff members.) Non-instructional duties may include yard supervision and responsibility as moderator of special activities or student organizations (See 5161, 6143, 6213). Teachers may not be required to perform the duties of a custodian (See 6224.3).
• to be responsible for the order and discipline of the pupils in his/her class and jointly responsible with the principal and the other school staff members on playgrounds, other school areas, and at all school functions to which the teachers are assigned (See 5161, 5172.3, 6226.3).
• to cooperate fully with the school’s liturgical and other religious activities and attend religious functions involving the school or class (See 6123, 6123.1).
• to make all reports as required for administrative purposes and for pupil attendance and accounting (See 5128, 5132).
• to maintain a complete up-to-date personnel file in the Department of Catholic Schools (See 4114.1).
• to maintain a current State of California Teaching Credential.
• to exercise proper supervision and care for all furniture, computers, books, supplies, equipment, rooms and buildings entrusted to their use; instruct pupils in their care preservation and proper usage; report promptly any conditions calling for administrative attention.

The responsibilities and duties of the principal are generally outlined in Series 2000, and specifically noted in the subdivisions and items of this Handbook.

4117 SUPERVISION AND EVALUATION #

The principal has the responsibility to maintain a continuing program of supervision and evaluation of teachers for the following purposes:

• to assure support for the goals of Catholic education and of the specific school program;
• to improve the instructional program;
• to assist the professional growth of the teacher;
• to develop in teachers those skills and competencies which will enable them to be facilitators in the academic areas of the school program.

The supervision shall be frequent and long enough for these purposes. A continuing program of supervision and evaluation should include informal classroom observations, personal observations, individual conferences, and formal classroom observations with pre- and post- conferences. All teachers are formally observed at least twice a year. Each administrator is encouraged to utilize a variety of techniques and data in order to establish a performance profile for each teacher and to give direction to further professional growth. Some classroom observations for improvement and professional development may be delegated to other competent professionals; however, the principal has final responsibility for the evaluation of the professional staff members.

It is advisable to maintain a log or other written records of classroom visits and individual conferences. It is required to maintain a written documentation when need for improvement is noted (See 4122.1).

Principals are to follow the basic evaluation procedures outlined by the Department of Catholic Schools and to file the required evaluation report with the Department so that each teacher’s file will be complete and current. (See ARG, Personnel Records and Policies) The Department of Catholic Schools does not require the filing of an evaluation report for volunteers and aides. Principals are expected to conduct performance evaluations on all non-instructional personnel.

1(E) Elementary teachers. The performance of all elementary teachers is to be evaluated and reported according to directives and forms supplied by the Department of Catholic Schools.

The principal shall give each teacher a copy of the performance evaluation form in September and explain the purpose and procedures of the form. After completion of the performance evaluation, the principal shall hold an individual conference with each teacher to discuss it. At this meeting, the teacher and the principal shall sign the performance evaluation to verify that the evaluation has been seen and discussed. The teacher may attach a written reaction to the evaluation ratings within ten days of the principal-teacher conference.

The principal shall send a copy of the teacher’s performance evaluation to the Department of Catholic Schools and place a copy of performance evaluation in the teacher’s personnel file at the school. The teacher is to receive the original. The content of the performance evaluation is confidential and available only to authorized personnel, i.e., principal, teacher evaluated, pastor, superintendent, personnel office, religious major superior or authorized representative, or an administrator interested in employing the teacher.

2(S) Secondary teachers. All secondary principals are to implement a performance evaluation program for all personnel under their administration.

4118 TEACHER INTERNSHIP PROGRAM #

The intern teacher is a professional person in his/her first year of teaching or new at the Archdiocese of San Francisco, who possesses a four-year academic degree from an accredited institution of higher learning and who has been hired by an elementary school in the Archdiocese of San Francisco.

The program provides initial understanding and methodology necessary for teachers. Formal and informal assistance will be given on a regular basis during his/her first year of teaching.

The principal will assign a mentor teacher with five years of successful teaching experience in a Catholic School, who will orient and supervise the intern teacher on a regular basis.

4119 PROFESSIONAL GROWTH: Staff Development #

Administrators and teachers shall further professional growth by formal study, professional reading, attendance at Archdiocesan and other workshops, conventions, and professional meetings, in addition to faculty meetings. To support this effort the Archdiocese sponsors in-service programs and workshops for teachers and administrators.

1. Faculty meetings. Well-planned faculty meetings are vital to professional growth, the implementation of policies, the instructional program, and faculty relationships. These meetings are normally held monthly, or as often as necessary or advisable.

2. In-service days. In addition to the “required number of school days in session” all school calendars shall include additional teacher in-service days for faculty orientation or curriculum meetings, according to local needs and policies (See 6124).

4120 PERMANENT STAFF: Elementary Schools #

4121 RENEWAL OF AGREEMENT FOR TEACHERS #

Teachers employed under the agreement used in the Archdiocese are hired for one year only. The decision to re-employ each teacher is the annual responsibility of the principal in consultation with the pastor. However, any decision not to re-employ a teacher is subject to prior consultation with and approval by the pastor and the Superintendent’s Office (following appropriate consultation with the Archdiocesan Legal Office).

The principal shall by March 15th, notify each teacher whether or not the school will offer an employment agreement for the following year. Teachers who are offered an employment agreement must accept or decline in writing by April 15th. The employment agreement and salary schedule should be available for review at this time. This provision is for convenience only and failure to offer an employment agreement by the date specified shall not be deemed to be an invitation to return.

As provided for in the annual Agreements, there shall be no obligation on the part of the school to renew the contract after the expiration date stated, and fulfillment of the terms of the contract does not entitle the teacher to tenure or expectation of contract renewal. The contract shall terminate at the end of the prescribed period, or upon separation of the teacher from service unless the teacher is invited to continue for the next school year.

4122 RENEWAL OF AGREEMENT FOR PRINCIPALS #

Principals employed under the agreement used in the Archdiocese are hired for one year only. The decision to re-employ a principal is the responsibility of the pastor. However, any decision not to re-employ a principal is subject to prior consultation with the Superintendent and needs the approval of the Superintendent (following appropriate consultation with the Archdiocesan Legal Office).

If the school intends to employ a principal for the next school year, an employment agreement for the next school year shall be presented to the principal on or before March 1st. Principal agrees to return the executed employment agreement on or before March 15th if he/she agrees to accept the employment of employment for the next school year. This provision is for convenience only and failure to offer an employment agreement by the date specified shall not be deemed to be an invitation to return.

As provided for in the annual Agreements, there shall be no obligation on the part of the school to renew the contract after the expiration date stated, and fulfillment of the terms of the contract does not entitle the teacher to tenure or expectation of contract renewal. The contract shall terminate at the end of the prescribed period, or upon separation of the teacher from service unless the teacher is invited to continue for the next school year.

4123 TERMINATION OF TEACHER AGREEMENT BECAUSE OF CURTAILMENT, CLOSURE OR REORGANIZATION. #

A teacher who is to be terminated by an elementary school because of closure, curtailment or
re-organization as provided for in Section 3553 of this Handbook, may be referred by the
Department of Catholic Schools to other elementary schools of the Archdiocese for employment:

1. provided a position is or will be open in the school(s) to which the teacher is referred and for which said teacher is qualified academically or by teacher experience.
2. provided the applicable procedures set forth in the sections of this Handbook governing the employment of teachers are followed.
3. provided the final decision as to whether or not a teacher is to be employed rests with the school(s) to which said teacher has been referred.

A teacher terminated by an elementary school in the Archdiocese who is employed on a continuing basis by another elementary school in the Archdiocese and who has accumulated unused sick leave at the former school shall be entitled to retain the accumulated sick leave up to a maximum of twenty (20) days in accordance with Section 4163 of this Handbook.

4124 TERMINATION OF TEACHER AGREEMENT #

Notwithstanding the existence of an employment agreement, a teacher may be terminated at any time for cause and all employment agreements are subject to this condition. A teacher may be suspended immediately when the pastor and principal determine that serious circumstances indicate that it is in the best interests of the school.

The principal, subject to prior consultation with the Superintendent and approval by the Pastor, is responsible for determining when to dismiss or otherwise discipline a teacher employed under the terms of the employment agreement at any time during the school year.

The following outlines the guidelines and procedures for evaluation:

1. Prompt notification. Using the procedures and forms detailed in 4117, the principal gives prompt written notification of dissatisfaction with the teacher’s performance or other grounds for termination. The principal discusses the written statement with the teacher and the teacher is asked to sign it. If the teacher refuses to sign the written statement, a notation should be made (See 4117.1(E)).
2. Steps for improvement. The principal clearly states in writing the salient points of the problems, defines acceptable evidence of improvement, calendars a timeline for improvement and provides for assistance as needed.
3. Reevaluates teacher performance. The principal periodically reevaluates the stated grounds as well as cooperation using an evaluation report. Improvement or the lack of it are documented as to time, place, and circumstances, and then discussed with the teacher. Principals have the discretion to evaluate any teacher as often as necessary.
   In addition to poor performance, disciplinary action up to and including dismissal may result from acts such as, but not limited to, insubordination; dishonesty; theft; falsification of records or information; falsification of job application or references; unfitness for service (e.g., working under the influence of intoxicants or drugs); sexual harassment and other unlawful harassment; unsatisfactory job performance; unprofessional conduct; breach of professional ethics; inability to work cooperatively with supervisors, peers, or subordinates; violation of the terms of the agreement or any conduct tending to reflect discredit upon the school or the Archdiocese or tending to impair the teacher’s usefulness as a teacher.
   In cases where the grounds are incompetency or neglect of duty, inability to work cooperatively with supervisors, peers, and subordinates, it is strongly recommended that the procedures listed in 4125.3 be followed. The teacher’s failure to provide acceptable evidence of improvement within the required period of time should be evaluated, documented by the principal, and discussed with the teacher.
4. Procedures for discharge. As soon as the principal determines that grounds fordischarge have been established, the following procedures are to be followed:
   1. The principal prepares a statement in support of the grounds for dismissal with full documentation.
   2. The pastor is consulted and concurs in the decision to terminate the teacher’s employment agreement.
   3. The statement prepared by the school in support of the grounds for termination is to be forwarded to the Associate Superintendent for Personnel for review before any action is taken.
5. Notification. The notice of termination fully documented with the effective date of termination shall be given to the teacher in person and sent by registered mail to the teacher’s last known address with return receipt requested. Copies of this notice shall be given to the pastor and to the Associate Superintendent for Personnel.
6. Documentation. The principal shall document as to time, place and circumstances all conferences and procedures listed in 4124.1, 4124.2, 4124.3, as well as the supporting evidence indicating grounds for termination (See 4124.4 and 4124.5).

4125 TERMINATION INITIATED BY THE TEACHER #

With the consent of the school, a teacher may terminate an agreement. The teacher shall give a reasonable period of notice that is ordinarily not less than thirty (30) days. The best interest of the students should be of paramount consideration in the process.

4126 TERMINATION OF PRINCIPAL’S AGREEMENT DURING A SCHOOL YEAR #

Pastors reserve the right to recommend the termination of a principal in accordance with the terms and conditions of the agreement used in the Archdiocese; however, such termination shall not be, in the opinion of the Superintendent, arbitrary or capricious.

Termination of the principal must be approved by the Superintendent (following consultation with the Archdiocesan Legal Office) who co-signs the agreement with the pastor. In the case of a principal from a religious community, there should be consultation with the major superior or authorized representative who approved the individual agreement.

4127 GRIEVANCE, APPEALS AND REVIEW #

A teacher or principal with a grievance concerning any claims or issues pertaining to the interpretation of the agreement or the conditions of employment shall resolve the dispute in accordance with the grievance, appeals, and review procedures detailed in this Handbook. Any conflict between the provisions of the agreement and the provisions of the Handbook, shall be resolved in favor of the terms of the agreement.

4130 SUBSTITUTE TEACHERS #

A person hired as a day-to-day substitute teacher must meet minimum Archdiocesan standards of professional training as well as complete the I-9 and W-4 forms for the issuance of the Archdiocesan Substitute Identification Card for payroll purposes (See 4113.1).

School principals who hire substitute teachers who are not on the Archdiocesan approved list, need to ensure that the substitutes meet Archdiocesan standards of professional training and Live Scan screening as well as complete the I-9 and W-4 forms.

4140 ACTIVITIES #

4141 GENERAL #

All teachers and administrators are expected to honor the terms of their agreement and follow the Code of Ethics for Catholic School Teachers. (See Appendix 11) Specifically, no educator shall use for private gain either professional relationships with students and parents or institutional privileges.

4142 TUTORING #

A teacher shall not tutor for remuneration students assigned to his/her classes. Nor shall a teacher tutor students for remuneration on school property.

4143 POLITICAL ACTIVITIES #

School employees engaging in political activities shall not intentionally capitalize on their professional position or institutional affiliation, but shall make it clear that their activities are performed as individuals. The right to political participation does not extend to partisan campaigning on school property or during school hours or during school related programs and events. Likewise, it does not extend to the use of school lists and directory information concerning students, faculty, parents, and alumni.

4150 EMPLOYEE COMPENSATION #

4151 SALARY SCALE FOR TEACHERS #

Every parish school should publish to all staff the Archdiocesan salary scale which must be applied uniformly to all teachers employed by the school, subject to this Article of the Handbook and implementing directives from the Department of Catholic Schools.

1. Department of Catholic Schools guidelines. The Superintendent will promulgate guidelines approved by the Archbishop for the lay salary schedules. (See ARG, Staff Compensation) These guidelines will specify the following elements:
   1. entry requirements for salary placement;
   2. salary classifications according to degrees and credentials;
   3. salary ranks according to specified periods of satisfactory service;
   4. a starting salary in the lowest rank and classification;
   5. a dollar differential between classifications;
   6. a dollar increment between steps;
   7. requirements for advancement on the schedule.
2. Initial placement on salary schedule. Every teacher new to the school shall be placed on the salary schedule in accordance with Department of Catholic Schools directives.
   1. Class. The teacher should be placed in the Class corresponding to the degrees, credentials, and units specified in the schedule. Degrees or credentials from non-accredited institutions or from outside the United States, are not to be accepted for salary placement without evaluation and approval by the Department of Catholic Schools.
   2. Step placement. Step placement shall be determined according to these guidelines:
      1. Full service credit is to be given to those who have previously taught full-time in Catholic elementary or secondary schools. (one Step for each year of service).
      2. Service credit for full time teaching experience in private or public schools is to be granted at a rate of full credit up to ten years of prior service and half-credit (one Step for each two years of experience) for teaching experience thereafter.
   3. Verification. No credit for initial placement should be given unless all degrees, credentials, and previous professional experience have been verified by requisite documentation in the teacher’s personnel file (See 4111.2).
3. Advancement on salary schedule. The agreement for teachers should normally reflect at each renewal an advancement on the salary schedule according to increased qualifications or experience of the teacher.
   1. Advancement in Class. To advance in Class, a teacher (1) must inform the principal in writing by March 15th that requirements for advancement will be met before the beginning of the next contract year, and (2) must file in the Department of Catholic Schools no later than September 1 requisite documents verifying the award of degree, credential, or units. Salary advancement does not take effect until such verification is on file. Retroactive payments may be made in the case of filing after the beginning of the current school year, but no later than September 15.
   2. Advancement in Step. Continuing teachers should normally advance one Step for each year of satisfactory full-time service in the school. To advance in Step a full-time teacher must serve at least 75% of the days of service specified in the agreement or for part-time teachers 75% of each school day.
   3. Advancement in Class and Step. Teachers may advance in both Class and Step in the same year if they have met all the requirements specified above.
   4. Other Conditions for Advancement. At the time of signing the agreement local authorities or the Superintendent may stipulate as a condition for subsequent agreement renewal or salary advancement certain improvement in performance or completion of specified academic or professional work. Such conditions should be specified in writing (See 4113.1, 6123.1).

4152 TERMS OF PAYMENT: REGULAR INSTRUCTIONAL PERSONNEL #

All teachers will be paid the salary stipulated in the agreement, less the standard deductions required by law, or mutually agreed upon in writing by the parties to the agreement with the approval of the Superintendent.

1. Pay Periods. The annual salary will be paid in twelve (12) or twenty-four (24) equal installments, as specified in the agreement.
2. Salary reduction. The principal may deduct from a teacher’s final pay check a prorated daily amount for the number of service days that (a) the teacher has been paid for sick leave in excess of the number of days actually earned (see 4164), or (b) the teacher has been absent for reasons other than those authorized in the regulation governing leaves (see 4170).

4153 SUBSTITUTES, and other NON-INSTRUCTIONAL PERSONNEL #

Substitutes, and other non-instructional personnel as defined in this Handbook are to be paid at a rate specified in the salary schedule in accordance with the Department of Catholic Schools guidelines (See 4132).

1. Day-to-day substitutes. A daily rate for substitute teachers is published annually by the Department of Catholic Schools.
2. Temporary teachers. Temporary and long-term substitute teachers should be placed on the approved Salary Scale according to their qualifications and paid a pro rata amount according to the number of days served in relation to the total number of days in the teachers’ calendar of the school.
3. Part-time teachers. Regular part-time teachers should be placed on the schedule according to qualifications and paid a pro rata amount of the salary scale, according to the number of days or hours of service. This amount is to be stated in the agreement. For specialized instructors see 6334.

4160 EMPLOYEE BENEFITS #

4161 BENEFITS FOR RELIGIOUS ON THE STIPEND COMPENSATION MODEL #

Benefits as specified in agreements with major superiors or individual religious shall be provided to religious who serve under such agreements.

Health coverages, retirement and residence allowances shall be paid as stated in Archdiocesan policy.

1. Health coverage. Unless provision has been made by the major superior with the Department of Catholic Schools, all eligible religious shall be provided medical-dental coverage and life insurance through the Archdiocesan Health Plan.
2. Retirement plan. In addition to the total stipend paid to each religious employed full-time in a school, a percentage of the gross stipend stipulated by the Archbishop will be forwarded yearly to the Religious Community as Contribution to Retirement of Religious. This amount is to be sent to the Community in one payment each November, or in two equal payments in November and March.

4162 BENEFITS FOR RELIGIOUS ON LAY PARITY MODEL OF COMPENSATION (See 4163-4167) #

4163 HEALTH COVERAGE #

1. Coverage. Coverages, terms and conditions are published in the Archdiocesan Benefit Plan brochure.
2. Enrollment. Each eligible employee is to be enrolled in the Archdiocesan Benefit Plan unless the employee declines in writing.
3. Eligibility. An eligible employee is one who serves a minimum of twenty (20) hours during a regular five-day week in either a teaching or non-teaching staff position. For longterm disability insurance, twenty (20) hours is required.
4. Dependent coverage. Optional medical-dental coverage for dependents of full-time lay employees is available. Required payments will be withheld from the employee’s check and forwarded by the school in accordance with the Archdiocesan Plan.

4164 SICK LEAVE #

Full-time employees employed for the entire school year shall earn sick leave with full pay at the rate of one (1) day per month to a maximum of ten (10) days during a school year. Full-time employees employed for a period less than an entire school year shall earn sick leave with full pay at the rate of one (1) day per month of employment when school is in session.

Part-time employees shall earn sick leave with pay at the same ratio as their part-time assignment bears to a full-time assignment. Employees who work less than twenty (20) hours per week shall not be entitled to sick leave with pay.

Full-time employees may accumulate all unused sick leave days each year up to a maximum of twenty (20) accumulated days. Accumulated unused sick leave shall be in addition to the ten days of earned paid sick leave per year noted above. The maximum combined earned and accumulated sick leave is thirty (30) days (six work weeks).

Paid sick leave days are authorized for employees who are absent because of bona fide illness on days on which they are required to serve during a school year. After five (5) days of absence due to illness, a doctor’s verification should be obtained by the employee and given to the administrator. Employees may use all or a portion of their annual and accumulated sick leave at any time they are absent because of bona fide illness or family illness (see below).

1. By California law employees may use up to one-half of their annual sick leave allotment to attend to ill family members.
2. Employees may use this leave only when their child, parent, or spouse is ill (this includes foster, step, and adopted children and parents).
3. All restrictions placed on employees for the use of sick leave also apply to the use of sick leave for caring for their family member (for example, a requirement that they produce a doctor’s note to qualify for an excused absence).

A deduction of a prorated daily amount shall be made from the pay checks of employees if the number of sick leave days for which they have received pay exceeds the number of such days actually earned/accumulated. The amount of this daily deduction shall be determined by dividing the total annual salary of such employees by the number of service days in their respective calendars during the school year (See 4153.2).

All annual and accumulated sick leave days are canceled upon the separation of an employee from service in the Archdiocese and no compensation may be sought.

Administrators shall maintain a cumulative attendance record for every employee during the entire period of employment. Use of the Employee Attendance Record is mandatory in Parish and Archdiocesan schools (See ARG, Personnel Records and Policies).

4165 WORKERS’ COMPENSATION INSURANCE #

All lay employees are covered for on-the-job injuries and work-related illnesses. Their medical bills are paid in accordance with insurance company schedules. If they are off work more than three (3) days as a result of such an injury or sickness, their salaries are paid in part in accordance with the provision of workers’ compensation insurance. At the employee’s written election, salary continuation benefits paid by workers’ compensation insurance shall be integrated with paid sick leave benefits.

4166 SOCIAL SECURITY #

It is necessary to withhold and to remit to the proper authorities income taxes and Social Security payments for substitute teachers or temporary employees unless their annual income from all sources will not exceed the amount of six hundred dollars ($600.00).

4167 PAROCHIAL PENSION PLAN #

1. Archdiocesan program. All employees regularly working twenty (20) hours or more during a five-day school week participate in the Archdiocese of San Francisco Parochial Pension Plan. Contributions equivalent to a defined percentage of eligible employees’ gross annual earnings are made by the employing parish/school at the direction of the Plan Administrators.
2. Individual retirement plans. Lay employees may invest a portion of their earnings in the Archdiocesan 403b tax deferred retirement savings plan.

4170 ABSENCES AND LEAVES #

In the following Sections 4171 through 4176, “full-time employee” refers to all full-time instructional personnel, administrators and principals, as well as all full-time non-instructional employees. The “appropriate administrator” for purposes of authorization and communication in the case of the principal is the pastor. For all other employees, the “appropriate administrator” is the principal.

4171 ABSENCE FROM SCHOOL #

Full-time employees may not be absent from school premises during any school day during school hours except for emergencies, personal illness or accident, personal days, and attendance at professional in-service meetings approved by the appropriate administrator. The latter may include in-service meetings and workshops sponsored by the Archdiocese, workshops and conventions of professional organizations and visits to other educational facilities.

In the event that an administrator plans to attend an out-of-state meeting or is absent from school for an extended period, the pastor and the Department of Catholic Schools must be notified.

4172 ABSENCE DUE TO ILLNESS #

Sick leave benefits detailed in 4164 apply to full-time employees, and eligible part-time employees who are absent for personal or family illness.

1. Notification. All school employees are required to notify the appropriate administrator promptly when they must be absent from work due to personal illness or the illness of a family member. If the duration of absence can be anticipated, they must inform the administrator when they expect to return to work.
2. Medical certification of fitness to return. Employees who are absent because of illness for thirty (30) or more consecutive days shall submit to the appropriate administrator a statement from a physician certifying that such employee is incapable of assuming his/her responsibilities and when he/she will be capable of returning to work.
3. Family and Medical Leave. Employees who have completed at least one year of continuous service, and who have worked a minimum of 1,250 hours in the year preceding the need for Family and Medical Leave, are entitled under the Family and Medical Leave Act (FMLA) of 1993 to take up to twelve (12) work weeks in a twelve (12) month calendar year period of unpaid family leave. FMLA leave is permitted: for the birth of a child or the placement with the employee of a child for adoption or foster care; because the employee is needed to care for a family member (child, spouse, or parent) with a serious health condition; or because the employee’s own serious health condition makes the employee unable to do his/her job. During the period of FMLA leave, the employer must retain the employee on the employer’s medical insurance plan and pay the employee’s health care premium. The employer may recoup the health care premium if the employee does not return to work when the FMLA leave expires.
   Requests for Family and Medical Leave must be submitted in writing to the appropriate administrator on the appropriate forms provided by the Department of Catholic Schools to local administrators. The written request must be approved by the administrator and by the Department of Catholic Schools.
   The written request for Family and Medical Leave must be accompanied by a statement from the employee’s health care provider certifying that such employee is unable to perform his/her duties because of said medical condition(s). The health care provider statement shall also indicate the date of anticipated return to work. The employee is to promptly notify the appropriate administrator during the leave of absence if there is any change in the anticipated date of return.
   It is the employer’s responsibility to supply the employee with appropriate forms in a timely manner.
   An employee returning to work from a Family and Medical Leave shall submit a written statement from his/her health care provider specifying any restrictions that should apply to the performance of his/her duties.
   Where the necessity for the FMLA leave is foreseeable, the employee is required to provide the employer with at least thirty (30) days notice. If unforeseeable circumstances require the leave to begin in less than thirty (30) days, then the notice must be provided as soon as it is practicable.
   In cases involving the serious health condition of the employee, or a member of the employee’s family, the employee must make reasonable efforts to avoid disruption of the employer’s operation.
   School teachers are partially exempted because their unpaid leave may be involuntarily extended to the end of a teaching period (e.g., semester) under appropriate circumstances in order to avoid disruption of the continuity in the classroom.
4. Medical disability leave. Full-time employees who are not eligible for Family and Medical Leave may request a medical disability leave of absence when absence due to illness or injury is expected to extend beyond the duration of earned and accumulated sick leave benefits. When paid sick leave is exhausted, the remainder of the leave shall be without pay.
   Paid sick leave benefits will be reduced by the amount of State Disability or Workers’ Compensation salary continuation benefits paid to the employee. This integration of sick leave benefits will be made after the employee receives his/her SDI or Workers’ Compensation benefit. It is the employee’s responsibility to forward to the appropriate administrator a copy of his/her SDI or Workers’ Compensation benefit payment. Sick leave payments will cease once the employee exhausts his/her accrued sick leave benefits.
   In cases of medical disability leave for the employee’s own serious health condition, the provisions of Section 4172.4 concerning written request for leave, health care provider certification, and integration of paid sick leave with State Disability or Workers’ Compensation salary continuation benefits apply.
5. Medical leave for pregnancy and childbirth.
   1. Employees on medical leave for pregnancy, childbirth or related medical conditions will be treated the same as employees on leave for other types of temporary medical disabilities (4172.3 and 4172.4). An employee on medical leave for pregnancy is entitled to any fringe benefits to which others with disabilities are entitled, based upon medical conditions. If an employee on a medical leave for pregnancy requests additional leave and she is no longer disabled (i.e., unable to work), but wishes to remain home with her child, the request will be considered a request for an unpaid personal leave. Personal leave cannot be extended beyond the term of the employment agreement.
   2. Requests for paternity leaves or requests for a leave of absence related to adoption of a child shall be considered as requests for Family and Medical Leave (4172.3).
   3. For all medical leaves for pregnancy, childbirth or related medical condition, accrued sick leave will be paid. When such sick leave is exhausted, the remainder of the leave shall be without pay.
6. Extension of Health Insurance While On Medical Leave. Effective April 1, 1997, all regular employees of the Archdiocese covered under the Archdiocesan health insurance plans (including COBRA) who are on any authorized medical leave of absence shall have their applicable health insurance premium paid for by their employer. Said leave of absence must be authorized in writing as described in 4172.3 and ARG, Section 8, Leaves of Absence.
   Extended medical insurance coverage shall commence at the time of the completion of any Family and Medical Leave taken by the employee for his/her own serious health condition, or, if the employee is not eligible for Family and Medical Leave, at the time that the medical disability leave of absence commences.

4173 LEAVES #

1. Sick leave. The annual and accumulated sick leave periods permitted under the terms of the various agreements are detailed in 4164.
2. Personal days with pay. Full-time employees shall be entitled to three (3) personal days with pay during the school year. These days are to be used for personal or family matters that cannot be dealt with on non-working days and are to be approved by the appropriate administrator. Employees must notify the administrator two (2) school days in advance. Personal days with pay will be deducted from accumulated sick leave days and will be granted only to those who have accumulated sick leave. Ordinarily, personal days will not be approved the day preceding or following a holiday, weekend, or vacation period except for emergencies. Unused personal days may not be accumulated and are non- compensable upon termination.
3. Personal leaves of absence (not family leave). A full-time employee who has been employed by the school for two years may, at the discretion of the administrator, be eligible for a personal leave of absence without pay. Personal leave cannot extend beyond the term of the employment agreement. All leaves must have prior written approval of the appropriate administrator and the Department of Catholic Schools. The period of time that a full-time employee is on an approved leave of absence is not considered time worked with regard to advancement on the salary scale nor with regard to calculation of pension contributions.
4. Bereavement leave. At the administrator’s discretion, a full-time employee will be granted paid leave to attend the funeral of a family member. This leave is not to be charged against the sick leave allowance.
   1. For the death of a spouse, child, parent or legal guardian a maximum of seven (7) consecutive days.
   2. For the death of a sibling, grandchild, daughter-in-law or son-in-law a maximum of five (5) consecutive days.
   3. For the death of grandparents, mother-in-law or father-in-law, sister-in-law or brother-in-law, step-parent, step-sister or step-brother, aunt, uncle, niece or nephew a maximum of two (2) work days.
5. Family and medical leave. Policy for family and medical disability leave is generally governed by the Federal Family and Medical Leave Act fully outlined in 4172.3 and ARG, Personnel Records and Policies – Leaves of Absence.

4174 JURY DUTY #

On receipt of a summons to jury duty, it is the teacher’s responsibility to submit a written request to have the duty postponed to a time when school is not in session so that the educational program of the school will not be materially disrupted. A copy of the written request must be filed with the school principal within three (3) days of the first written notice to the teacher of the call to jury duty. If the postponement request is denied by the court or jury commissioner, the teacher shall receive his/her regular salary less the amount received for jury duty.

This benefit does not apply to those who do not request that jury duty either be waived or postponed as set forth above and are required to report for duty. These teachers shall receive their monthly salary less both the amount received for jury duty and the salary paid the substitute teacher who replaced them.

4175 MILITARY LEAVE #

The California Military and Veterans’ Code requires employers to provide employees with a temporary leave of absence without pay while they are engaged in military duty for a period of up to seventeen (17) calendar days per year. This protection extends to employees who are members of the reserve corps of the U.S. armed forces, the National Guard or Naval Militia. Employees who enlist or are drafted are entitled to reinstatement pursuant to Federal Law.

4176 VACATION, HOLIDAY, PERIODS OF SERVICE #

Holidays and vacation periods for students listed on the school calendar are ordinarily observed by all professional personnel. The designation of the additional required teacher in-service days and days of preparation for the opening and closing of school is left to the discretion of the local administrator and should be specified in the official school calendar.

All teachers are required to observe the school’s annual calendar of teacher service days which shall include additional teacher service days for faculty orientation and in-service or curriculum meetings according to local needs and policies. If these occur prior to August 1 in the first year of service, they shall be considered as part of the agreement period.

4200 NON-INSTRUCTIONAL STAFF #

4210 CLASSIFIED STAFF: CONDITION OF EMPLOYMENT #

4211 RECRUITMENT AND SELECTION #

Each school shall have support personnel adequate to accomplish the non-teaching tasks necessary for its operation. A regular school secretary and custodial staff are essential; other non-instructional personnel may be hired according to local need.

The pastor is responsible for hiring staff to provide adequate maintenance and repair of the school plant. The principal has responsibility for hiring a secretary and other auxiliary personnel, subject to applicable provisions of this Handbook.

4212 QUALIFICATIONS #

Principals may engage the services of non-instructional personnel to support and assist with educational program and the efficient operations of the school. In addition to the training, ability and certificate requisite for non-instructional positions, all candidates must fulfill the following employment requirements.

1. Records. All principals are required to maintain an updated personnel file for all non-instructional personnel. This file shall include all of the following items:

• Archdiocesan employment application
• Résumé
• Letters of Reference (2 profession and 1 personal) for hires after June 2001
• Live Scan clearance date
• W-4 Form (filed in separate folder, alphabetically)
• I – 9 Form (filed in separate folder, alphabetically)
• Signed Archdiocesan Child Abuse and Harassment Policy 2001 and 2003
• Signed Universal Precaution form
• Signed Acceptable Use Policy (technology).

The above items are completed at the time of hire.

The following records are to be kept on file and updated annually.

• Current pension report
• Employee emergency information
• Current Job Description specific to current job responsibilities
• Current evaluation
• Most recent TB clearance
• Disciplinary document – if any.

4213 DUTIES AND RESPONSIBILITIES #

The principal should provide a written job description detailing the major responsibilities of each non-instructional employee. In addition, the principal is responsible for the general orientation, supervision, and evaluation of non-instructional personnel.

1. Bus driver. A school bus driver must hold a valid driver’s license of appropriate class and a valid school bus driver’s certificate of appropriate class issued by the Department of Motor Vehicles. At all times the bus driver shall strictly observe all requirements of the Vehicle Code and other applicable laws and regulations.
2. Custodian. All members of the custodial and maintenance staff are responsible to the principal for the daily operation and maintenance of the building.
   The custodian(s) must maintain the school plant in a safe, clean, and attractive condition. This should be accomplished in compliance with all pertinent regulations of the health and safety code.
3. School secretary. Each school must have a competent school secretary to assist the principal. (See 3211) The school secretary is responsible to the principal for the efficient operation of the main school office and for the performance of all secretarial, clerical, and receptionist duties related to the principal’s office.
4. Teaching assistants. A teaching assistant shall be under the immediate supervision and direction of the principal, assistant principal or the classroom teacher. Under such supervision, the teaching assistant may engage in activities that include tutoring of individuals or very small groups of pupils as directed by the teacher and supervision of students in an emergency and at recess periods. Teaching assistants may not replace teachers in the classroom.
   The principal is responsible for providing the teaching assistant with an orientation program that should include the school’s philosophy and operation, assignment of tasks, range of duties and confidentiality.
5. Food service workers. All employees preparing, serving or handling food must observe the applicable health and safety code regulations regarding personal cleanliness and sanitary operation methods.
   Each food service employee must conform to the requirements for tuberculin examinations stated in 4113 and before initial employment must have a physical examination which gives indication that he/she is not a carrier of or affected with any disease communicable through his/her duties as a food handler.
6. Title I personnel. Title I personnel are employees of the local public school and are not bound by local Catholic school policies or guidelines.
7. Bookkeeper. It is strongly recommended that the school hire a bookkeeper whose responsibility is handling tuition, payroll, and the operating budget in accordance with the directives of the principal and the financial policies of the Archdiocese.

4220 NON-INSTRUCTIONAL PERSONNEL: RENEWAL AND TERMINATION OF EMPLOYMENT #

4221 SUPERVISION – RE-EMPLOYMENT #

The supervision and evaluation of service rendered by non-instructional personnel is the responsibility of the principal. Some of this responsibility may be delegated to other employees, e.g., assistant principal, head custodian, grade or level chairperson assigned to work with teacher aides. However, decisions concerning termination or re-employment are the responsibility of the principal after appropriate consultation with the pastor and the Archdiocesan Human Resources Office, which shall consult with the Archdiocesan Legal Office. The pastor must concur on any decision to terminate.

4230 EMPLOYEE COMPENSATION #

4231 COMPENSATION – LOCAL SCHEDULE #

A local salary schedule should be established for each category of non-instructional personnel hired by the school. It is recommended that periodic cost-of-living adjustments be made. (See Parish Pay Guidelines, Office of Human Resources)

Salary is ordinarily computed by using a current hourly wage and number of service hours per day for the days of the school year plus any additional required service days.

4240 EMPLOYEE BENEFITS #

4241 BENEFITS #

The employment related benefits for religious, principals, and instructional personnel stated in series 4160 apply to all full-time non-instructional personnel hired by the school.

4250 ABSENCE AND LEAVES #

4251 ABSENCE AND LEAVES #

Regulations concerning absence and leaves apply to all full-time non-instructional personnel. To be eligible for the Family and Medical Leave Act (FMLA) the employee must have been employed for at least one year during which he/she worked at least 1,250 hours. (See ARG, Personnel Records and Policies – Leaves of Absence)

4252 VACATIONS, HOLIDAYS, PERIODS OF SERVICE #

The vacation periods and holidays granted to non-instructional personnel shall be determined by the local administration. Observance of major national holidays should be granted to all employees.

4300 VOLUNTEER STAFF #

4310 GENERAL NORMS #

4311 VOLUNTEER PROGRAMS #

Schools are encouraged to establish a school volunteer program. The principal may delegate responsibility for some parts of the program which must include written guidelines, selection and assignment procedures, orientation of aides, supervision, and evaluation.

4312 VOLUNTEERS #

Volunteers are unsalaried auxiliary personnel who donate their time to relieve the teacher of non-teaching tasks, to provide individual attention to children, and to enrich the school program as resource persons.

School volunteers may provide non-instructional support services to teachers and administrators as assigned. These would include (a) clerical and classroom housekeeping tasks, and (b) assistance to professionals in learning centers, in libraries, on yard duty, and during fieldtrips. Under the direct supervision of a teacher, qualified and competent volunteers may assist individual students to master tasks prescribed and previously presented by the teacher.

4320 RECRUITMENT AND SELECTION   #

4321 PROCEDURES #

The principal is to screen and select all volunteers recruited from student and adult populations, and provide general orientation to the school program and policies.

Each volunteer shall be under the direct supervision of a specified staff member who will orient the volunteer to the school facilities, materials, and specific requirements. Volunteers who have regular contact with and/or supervisory responsibility for children must be fingerprinted and cleared by the California Department of Justice before they begin their volunteer activities. Every volunteer shall be required initially to present verification of negative tuberculin test as stated in 4113.1b.

4330 QUALIFICATIONS   #

4331 GENERAL NORMS #

Prospective volunteers should give evidence of the ability as well as the desire to work for and with children. Character references shall be provided by applicants not personally known to the school administrator.

The applicant should be able to communicate in standard English although facility in another language may be an important means of assisting children.

Good health ensuring regular attendance and assistance is a requisite.

4340 INSURANCE #

4341 INSURANCE COVERAGE #

Volunteer staff members are covered under the Archdiocesan Workers’ Compensation Insurance. The same procedures and forms are used for volunteer staff as are used for regular full-time employees.

4400 SPECIAL SERVICE PERSONNEL #

4410 PUBLIC EMPLOYEES #

4411 PUBLIC EMPLOYEES: GENERAL NORMS #

It is the policy of the Department of Catholic Schools that Catholic school administrators cooperate fully with public agencies in making available to Catholic school students publicly funded educational, health, and welfare services to which they are entitled. Under some government programs, such services are provided on or near the premises of the nonpublic school by employees of the public school district, the public health service, or other governmental agencies. In securing and scheduling such services, principals will be guided by the general norms on government programs and services. (See 6335 and ARG, Federal  Programs)

No Catholic school administrator may assume responsibility for the recruitment, hiring, appointment, or contractual conditions of service for any public employee providing service. Such matters are the exclusive responsibility of the employing public agency, which may, as a matter of legal requirement or administrative discretion, consult the nonpublic school administrator concerning needs of students and other circumstances that affect such decisions.

4412 ASSIGNMENT OF DUTIES #

1. Specific duties of a public employee. These duties are determined exclusively by the responsible public agency, which may solicit the advice or recommendation of the nonpublic school principal. As appropriate and agreed upon with the public agency, the principal may include public employees in faculty meetings, in-service days, or other school activities that would enhance the service to the students or rapport with the regular school faculty.
2. Religious activities. No public employee may provide instruction or supervision for any religious activity.

4413 SUPERVISION AND EVALUATION #

Supervision and evaluation of public employees is the exclusive responsibility of the employing public agency. The Catholic school principal may respond to specific questions or other specific observations concerning those aspects of the employee’s performance that are directly observed, are within the principal’s professional competence, and are directly related to the employee’s assigned duties

The Catholic school principal does retain the right to insist that counseling or instruction offered by public employees for Catholic school students not be in conflict with the rights of conscience of the students, parents, and sponsors of the school.

4414 RENEWAL AND TERMINATION OF EMPLOYMENT OR ASSIGNMENTS #

The Catholic school principal must not accept, directly or indirectly, any final responsibility for recommendation or decision to continue, terminate, or change the assignment of a public employee. Through appropriate action under 4412 and 4413 above, the principal can prudently aid the public agency in determining the appropriateness of placement and the quality of performance of the public employee in accordance with the requirements of the law and the needs of the students to be served.

5100 ELEMENTARY AND SECONDARY STUDENTS #

5110 REGISTRATION AND ADMISSION  #

5111 ARCHDIOCESAN POLICIES AND GUIDELINES #

The Department of Catholic Schools and the Superintendent have established general policies and guidelines to be incorporated in local admissions policies.

• Nondiscriminatory policy. The schools of the Archdiocese of San Francisco admit students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the respective schools. These schools do not unlawfully discriminate on the basis of race, color, and national and/or ethnic origin, age, sex or disability in administration of their educational policies, admission policies, scholarship and loan programs, athletic and other school-administered programs.
  The schools shall annually publish their own nondiscriminatory policy.
• Age of admission – Kindergarten. A student entering kindergarten must be at least five years of age by December 1st. Schools are advised to contact their local public school district to inquire about their policy for the current school year. The date of birth should be verified by a birth certificate and/or a baptismal certificate.
• Age of admission – First Grade. The decision to admit any student as an exception to the general age requirement is left to the discretion of the school principal. Acceptance must be based on specific criteria of readiness and performance, and the decision should be made only after consultation with the parents and kindergarten teacher.
• Conditions of admission. A student is admitted to a school with the understanding that he/she will be retained in the school until he/she finishes the course, subject to school policies and procedures, unless the student withdraws voluntarily or gives cause for dismissal.
  Financial conditions for admission must be in accord with the policies on tuition and fees in Series 3000 of this Handbook.
  No student shall be admitted to any Catholic school unless there is a reasonable hope that the student will complete that school’s program. In doubtful cases students may be admitted on a probationary basis with dates and criteria of evaluation clearly established in writing. Care should be taken not to admit students with academic or other needs that cannot be met by the school.
• Policy on class size. Elementary school classes shall be limited to thirty-five (35) students. This limit may be exceeded only with explicit permission of the Superintendent.
• Admission priorities. Since the schools of the Archdiocese are established by the Archdiocesan community as religious schools, preference in admission shall be given to practicing members of the Archdiocesan Catholic community.
  In admitting students, preference may be given to siblings of students already enrolled in the school or to the children of past graduates.
  Admission priorities. Each school should have a written policy in the Parent/Student Handbook regarding application and acceptance procedures of children into the school community that are in accord with Archdiocesan policy. This policy should include screening processes and indicate personnel involved in determining acceptance of the applicant.
  Preference should be given in the following order:
  • Catholics active in the parish;
    • registered in parish
    • regular participation, as defined by the parish, in liturgical worship and in the life of the parish
    • regular contribution to the support of the parish
  • Catholics active in parishes that do not have a Catholic elementary school;
  • Applicants who have siblings already enrolled in the school;
  • Non-Catholic applicants on a space available basis.

112 LOCAL POLICIES AND PROCEDURES #

Each Catholic school retains the right to set local registration procedures and admission policies in addition to those in this series, provided they are in accord with other policies and regulations in this Handbook.

The pastor as head of the parish school has final responsibility to approve the general admission policy that shall be established by the local board in accordance with Archdiocesan policies. Ordinarily, preference is given to Catholic children who are members of the parish.

The principal is responsible for registration and admission in accord with procedures approved by the pastor and local board. Each school shall hold a well-publicized formal registration period for new students.

5113 STUDENT PLACEMENT #

A student transferring from another school or district may be admitted conditionally as the records indicate until placement can be verified. Transferring students and their parents must have reasons for enrolling consistent with the school’s Catholic nature. A deliberate choice for religious instruction and values must be part of that choice.

5114 SPECIAL REQUIREMENTS #

Schools shall comply with special requirements relating to admission in accordance with state and federal law.

1. Immunization for first admission. For unconditional first admission to school in California, each applicant must present documentary evidence that the applicant has been immunized against polio, diphtheria, pertussis, tetanus, rubella, measles, mumps and hepatitis B. All students in the County of San Francisco are required to receive a tuberculin test. It is recommended that students in the Counties of Marin and San Mateo receive a tuberculin test. (See ARG, Health and Health Services).
   Exemptions for personal or medical reasons are permissible, but the claims must be in writing. A written statement of a physician to the effect that the immunizations are not considered safe or beneficial to the child or a letter from the parents stating that compliance would be contrary to their beliefs is necessary. (See 5115.1, 5153.1 and ARG, Health and Health Services) Generally, medical exemptions for polio, DTP, measles, mumps, and rubella immunizations are rarely indicated.
2. (E) Health assessment requirements. The parents of all first grade students are required by law to present to the school within 90 days of entrance a signed certificate/waiver form stating either that the child has received the mandated health assessment within the prior eighteen months or that they claim exemption for religious or personal reasons. (See 5153.1 and ARG, Health and Health Services)
3. Approval for non-immigrant foreign students. Schools may admit non-immigrant foreign students with a qualifying visa if the school has been approved by the United States Department of Immigration and Customs Enforcement (ICE). The schools under the jurisdiction of the Department of Catholic Schools, Archdiocese of San Francisco were approved January 1, 1968 and renewed July 29, 2003. Students must apply for an I-20 in order to obtain a visa through the Student and Exchange Visitor Program (SEVP). SEVP is an online process administered only through the Department of Catholic Schools.

All procedures for compliance for admission of F-1 students are found in ARG, and must be rigorously followed.

5115 RECORDS AND REPORTS

For admission of a kindergarten or first grade child, parents are required to present (a) the child’s birth certificate and/or baptismal certificate (b) evidence of compliance with immunization requirements and (c) the mandated health assessment form.

For admission of older students, parents shall present a baptismal certificate, verification of required immunization, the proper transfer or some appropriate notification from the school previously attended and a copy of the last report card.

1. Permanent student record. A permanent student record is to be maintained by the school for every student who is admitted to and attends the institution. In addition to the data concerning academic progress and attendance, the records shall include the following:
   • legal name of student.
   • place and date of birth.
   • social security number (optional).
   • gender of student.
   • name and address of parent (guardian) of minor student.
   • verification of or exemption from required immunizations.
   • school entrance date.
   • date and place of Baptism, First Eucharist and Confirmation
   • standardized test results
     A standard form devised and approved by the Department of Catholic Schools shall be used for the records of elementary school students.
2. Confidential Student Record Files. Records that schools are required to compile and maintain for stipulated periods of time. These records are to be stored in a separate file from the Cumulative Records. Such records are:
   1. General
   2. Guidance and Counseling
   3. Special Education Student Records
   4. Disciplinary Records
      The Confidential Student Record Files are not transferred with the Cumulative Records unless parent/guardian permission is received (See Appendix 2).
3. Directory information. Complete directory data should be obtained upon initial registration and should be revised for accuracy by school personnel at the beginning of each school year. Directory information may be released in response to legitimate interest requests and for purposes approved by the school administrator provided notice is given to parents of the categories of information that the school plans to release. Parents must be given the opportunity to request that some information shall not be released without their prior consent (See Appendix 2).
4. Right of parental access to records. Parents have a right of access to all student records related to their children that are maintained by the school. Schools will fully inform parents of this right. Ordinarily, this will be done at the time of the student’s initial enrollment. This notice should also notify parents of the location, local procedure and policies concerning access to student records (See Appendix 2).
   In the event the parents are separated or divorced with joint custody of the child, or divorced with the non-custodial parent having visitation rights, both parents are entitled to access of their child’s records and information regarding their child’s education, medical treatment, and general welfare. Parents and guardians have an “absolute right” to examine a child’s records, although only a parent with legal custody can challenge the contents of a record or grant consent to release the documents to a third party. Either parent may grant consent for release of documents if both parents have notified the school that they have agreed to it (See Appendix 2).

5120 ATTENDANCE AND ABSENCE #

5121 ABSENCE FROM SCHOOL #

The State of California provides by law for compulsory school attendance by all children between the ages of six and sixteen unless subject to a stated exemption.

The responsibility for compliance with this law belongs to the parents, but the school is obliged to keep and maintain an accurate record of daily attendance for each student.

A written excuse dated and signed by the parent or guardian is required on the day of the student’s return following an absence (See 5128.2).

Each school shall establish the local procedures and policies necessary to monitor school attendance and to assure the health and safety of the students. A school may require parents of absent students to call the school on the morning of the student’s absence.

1. Medical absence. Students are legally credited for attendance when time is spent in medical and dental appointments. Verification of such appointments is required from the medical or dental office. Appropriate notations must be made in the attendance register.
2. Excused absences. In addition to medical absence, students may be absent due to illness, accident, quarantine, or attendance at the funeral services of a member of the student’s family.
   In such cases of short-term absence, the school staff should assist the student to make up the schoolwork missed. If the illness or accident is such that a long-term absence is indicated, the local public school district should be contacted for home tutoring services after the student’s doctor verifies the necessity of a protracted absence.
3. Absence for other reasons When parents wish to take their child out of school for several days for personal reasons, the principal should discuss the student’s progress with the parents and advise them of the effect such an absence would have on the student’s schoolwork. The principal is advised to keep on file a record of the recommendation made to the parents at the time the request was submitted. The final decision, however, is the responsibility of the parents.
   The school is not under obligation to provide tutoring, make-up work, or special testing schedules for such a period of absence. The principal has final and absolute discretion to determine the conditions and terms governing such absences.

5122 TARDINESS #

A student is tardy if he/she arrives after the time scheduled by the school for the beginning of the morning or afternoon session. If he/she arrives after morning recess, he/she is marked absent half a day.

A record of all tardiness shall be maintained. In each case, a written excuse from the parent shall be required at the beginning of the next school day. Local procedures should be developed to monitor and regulate incidents of student tardiness (See 5128.1).

5123 TRUANCY #

If a student is absent without an excuse or if the school has reason to suspect the validity of the

excuse, the principal should investigate the situation and apply appropriate remedies.

Any student who is absent from school without a valid excuse more than three days or who is tardy in excess of 30 minutes on each of four days or more in one school year is a truant and can be reported to the attendance office of the local public school district.

A student who has been reported once as a truant and who is absent again from school without valid excuse one or more days, or tardy on one or more days can be reported again as truant to the attendance officer of the local public school district.

A student is considered a habitual truant who has been reported to the attendance office as truant three or more times. The student is then subject to disciplinary action in accord with applicable provisions of this handbook (See 5177.1, 5177.3).

5124 RELEASE FROM SCHOOL #

A dated written request or an authorization signed by the parent or guardian is required for a student to leave the school before the time of dismissal.

Students may be released to persons other than parents only under conditions specified in this Handbook (See 5124.2, 5161.1).

1. Early dismissal. The principal may grant early dismissal to a student provided a dated request is made in writing by the parents. These requests will usually be made for medical and dental appointments, but petitions for other important and appropriate reasons should also be honored.
2. Emergency dismissal. Emergency dismissals may be made at any time by the principal or designated representative when a serious condition such as sickness, accident, emergency home conditions, etc., warrant it.
   1. If conditions justify early dismissal, the student shall leave the school under conditions requested by the parents or specified on the emergency card. A student dismissed for illness shall be accompanied by a responsible adult (See 5128.3, 5154.3).
   2. No student may be dismissed to return to his/her home during the school day, unless school officials are certain that a parent or other adult will be at home to receive him/her.

5125 EXCLUSION FROM SCHOOL #

Students suffering from communicable diseases are to be excluded from school for at least the minimal period required by health department school exclusion regulations. Any special requirements for re-admission mandated by the health department must be followed (See ARG, Health Services).

5126 TRANSFER OF STUDENTS #

The transfer of a student to another school is advisable only at the end of a semester. Intrasemester transfers, except for reason of change of residence, are discouraged.

When a student transfers from school without a change of address, special attention should be given to the entry on the Permanent Record as to “reason for transfer.”

5127 TERMINATION OF ENROLLMENT #

A student’s enrollment may be terminated for academic or disciplinary reasons according to guidelines and procedures detailed in this Handbook (See 5127.1, 5127.2, 5177.1, 5177.2, 5177.3).

1. Withdrawal for academic reasons. Certain students may be given a recommended transfer for grounds other than discipline. The following procedures apply to students clearly unable to profit from schoolwork at their present school, by reason of ability or emotional instability.
   Written documentation of compliance with the following procedures is to be retained in the confidential file.
   1. There is consultation between teacher(s) and principal as early as possible in the first semester.
   2. Conferences are held with the parents to advise them concerning the possibility of withdrawal for academic reasons and to discuss possible remedial actions and educational alternatives.
   3. Follow-up conferences are held with the parents to evaluate progress of the student.
   4. Every effort is made to assist the parents in finding other schools or agencies with facilities to help the child.
   5. The final decision is made by the principal after consultation with the pastor.
   6. Ordinarily, the transfer shall occur only at the end of a semester.
2. Expulsions for academic reasons. If the parents of a student will not accept a recommended transfer after all the procedures cited in 5127.1 have been completed, the procedures for notification, conferencing, and written documentation shall be followed as in cases for disciplinary expulsion. Procedures for appeal and review cited in 5177.5 apply.
3. Recommended transfer on grounds of parental behavior. Normally a child is not to be deprived of Catholic education or otherwise penalized for actions of parents. However, the principal may recommend transfer of a student when parents have been persistently and overtly uncooperative with school staff, policies, regulations, or programs, or have interfered in matters of school administration or discipline to the detriment of the school’s ability to serve their own or other children. After reasonable effort to elicit the minimum requisite parental cooperation and after appropriate consultation with the pastor, the principal may recommend transfer in accord with the terms and procedures set down in 5127.1 (a-f). Documentation of the basis for this action and of all consultation with the parents on the matter must be retained on file.
   If the parents refuse to accept the recommended transfer, the procedures for notification, conferencing, and written documentation shall be followed as in cases for disciplinary expulsion (See 5177.1). Procedures for appeal and review cited in 5177.2 apply.
   Code of Christian Conduct shall be published in each school’s Parent-Student Handbook.

5128 REPORTS AND RECORDS #

Each school shall keep an accurate record of applicants, admissions, and attendance and comply with all pertinent regulations of the Department of Catholic Schools and of the Attendance Bureau of the local school district.

1. Record of attendance. Principals and teachers shall assume responsibility for checking the regular attendance of all students. Accurate up-to-date records for each elementary grade must be maintained in the Daily Attendance Register that is to be filed with permanent records at the end of the school year (See 5122). Secondary schools shall maintain these records according to standard local procedures.
   All directions printed at the beginning of the elementary school register must be followed exactly. Special emphasis should be given to the regulations concerning the grouping of names and use of symbols. Only legal names are to be recorded. In each register, the directory information printed on the back pages must be completed for each student, or a class roster must be affixed. In addition to the accurate daily record of absences, the annual summary shall be entered on each student’s cumulative record.
2. Verification of absence. Written excuses, dated and signed by a parent or doctor which verify a student’s absence, are to be retained on file until the end of the school year.
3. Emergency information. A complete and current emergency information record for each student must be on file and readily available. School regulations should require parents to keep the requested information current (See 5128.3).

5129 SPECIAL REGULATIONS #

1. Married/pregnant students. While early marriages are to be strongly discouraged, discretionary judgment will remain at the local level concerning whether or not continuing in school is in the best interest of the student(s).
   In the instance of student pregnancy, the best interest of the student, parents and school will be considered at the local level. Procedures will be developed for the individual case. Schools will seek to ensure the further academic progress of the student.
2. Part-time employment. With regard to all minors, permits to work and permits to employ are obtained from the local public school district office or other person/agency designated by the district superintendent. The district may issue special instructions concerning applications for work permits during Christmas vacation. In order to work, qualified students may be granted leave from school one week before Christmas vacation begins.
   Schools employing students must obtain the necessary permits and comply with applicable California Child Labor Laws.

5130 PROGRESS #

5131 EVALUATION AND GRADING #

The school is responsible for evaluation of each student’s progress through the continuum of skills or the sequence adopted by the school for each area of the curriculum. A variety of techniques and means should be utilized for placement and diagnosis as well as for demonstration of mastery or level of achievement.

Teacher evaluation of each student’s progress must be summarized in the standard grading and reporting system developed and approved by the Department of Catholic Schools.

5132 REPORT TO PARENTS #

Schools have the obligation to report student progress to the parents of each child through a regular and established procedure at the end of each academic quarter. More frequent reporting is the option of the individual school or teacher.

1. (E) Report cards. The Archdiocese of San Francisco report card forms are to be used by all schools. Elementary school reporting procedures must be in accordance with guidelines published annually by the Department of Catholic Schools (See ARG, Student Reporting and Accounting).
   A final grade, representing an average of previous report card periods in all required subjects and categories must be recorded annually on the permanent record of all elementary school students according to Department of Catholic Schools directives.
   If a student is absent for fifteen (15) or more days during a quarter, report card grades may be withheld unless the work is made up. This decision is left to the discretion of the local administrator.
   A duplicate copy of each report card shall be retained on file for one school year.
2. (E) Intervention Report for Special Needs. Only identified students with special needs in Grades 1-8 will receive a Supplemental Report for Students with Learning Modifications (See Supplemental Report for Students with Learning Modifications).
3. (E) Parent-teacher conferences. Parent-teacher conferences are ordinarily conducted at the end of the first quarter or first semester (See ARG, Student Reporting and  Accounting).

5133 CUMULATIVE RECORDS #

The principal of the school is responsible for the collection, maintenance and dissemination of student records and for the education of the staff about student record policies. Administrators shall take particular care to preserve both the integrity and privacy of the required school records. Local procedures must adhere to the Archdiocesan Policy on Student Cumulative Records found in Appendix 2. The forms relating to the guidelines should be duplicated for local use.

1. Retention of records. A duplicate copy of each report card and conference form should be retained on file at least until the next school year. For local needs and for the purposes of high school placement, it may be advisable to keep them longer (See Appendix 2).
   The mandatory permanent student record (permanent cumulative record of achievement and attendance data) must be maintained indefinitely for every student who has been enrolled in the school.
2. Storage of records. Records must be stored in a locked room or cabinet. Access to the records must be strictly controlled under the supervision of the principal or designated professional and in accordance with the Archdiocesan regulations.
   If a parish school closes, the records are to be kept in the parish rectory unless alternative provisions are approved in writing by the Superintendent of Schools. If a private school closes, the Superintendent must be notified concerning the disposition of records. In the case of the consolidation of two or more schools, all records will be transferred to the remaining school after consultation with the Department of Catholic Schools.

5134 ADVANCEMENT #

Each school will maintain adequate data and will utilize appropriate evaluation instruments when making decisions regarding the progress of each student. Any decision concerning the placement, acceleration, retention or withdrawal (for academic reasons) of a student must be based on such data together with extensive consultation with appropriate staff and parents. The final responsibility for a student’s promotion or retention rests with the principal.

The dates of advancement and grades or levels indicating the course of student progress must be clearly indicated on each cumulative record. A written statement dated and signed by the teacher, should briefly note or explain any deviation from the regular patterns of advancement.

1. Promotion. Since most schools group children under a grade classification system, advancement of regular progress of students is ordinarily on an annual basis. Annual promotion usually indicates achievement of minimum grade level expectations.
2. Retention. Each child should be considered individually. Any decision concerning promotion vs. non-promotion must be made after considering all facts related to the child’s development (emotional, physical, social as well as intellectual and academic), collected from a wide range of sources throughout the year.
   Written documentation of compliance with the following procedures is to be retained in the confidential file.
3. (E) Parent-teacher conferences. Parent-teacher conferences are ordinarily conducted at the end of the first quarter or first semester (See ARG, Student Reporting and  Accounting).

5133 CUMULATIVE RECORDS #

The principal of the school is responsible for the collection, maintenance and dissemination of student records and for the education of the staff about student record policies. Administrators shall take particular care to preserve both the integrity and privacy of the required school records. Local procedures must adhere to the Archdiocesan Policy on Student Cumulative Records found in Appendix 2. The forms relating to the guidelines should be duplicated for local use.

1. Retention of records. A duplicate copy of each report card and conference form should be retained on file at least until the next school year. For local needs and for the purposes of high school placement, it may be advisable to keep them longer (See Appendix 2).
   The mandatory permanent student record (permanent cumulative record of achievement and attendance data) must be maintained indefinitely for every student who has been enrolled in the school.
2. Storage of records. Records must be stored in a locked room or cabinet. Access to the records must be strictly controlled under the supervision of the principal or designated professional and in accordance with the Archdiocesan regulations.

If a parish school closes, the records are to be kept in the parish rectory unless alternative provisions are approved in writing by the Superintendent of Schools. If a private school

closes, the Superintendent must be notified concerning the disposition of records. In the case of the consolidation of two or more schools, all records will be transferred to the remaining school after consultation with the Department of Catholic Schools.

5134 ADVANCEMENT #

Each school will maintain adequate data and will utilize appropriate evaluation instruments when making decisions regarding the progress of each student. Any decision concerning the placement, acceleration, retention or withdrawal (for academic reasons) of a student must be based on such data together with extensive consultation with appropriate staff and parents. The final responsibility for a student’s promotion or retention rests with the principal.

The dates of advancement and grades or levels indicating the course of student progress must be clearly indicated on each cumulative record. A written statement dated and signed by the teacher, should briefly note or explain any deviation from the regular patterns of advancement.

1. Promotion. Since most schools group children under a grade classification system, advancement of regular progress of students is ordinarily on an annual basis. Annual promotion usually indicates achievement of minimum grade level expectations.
2. Retention. Each child should be considered individually. Any decision concerning promotion vs. non-promotion must be made after considering all facts related to the child’s development (emotional, physical, social as well as intellectual and academic), collected from a wide range of sources throughout the year.
   Written documentation of compliance with the following procedures is to be retained in the confidential file.
   1. There is consultation between teachers and principal as early as possible in the first semester.
   2. A conference is held with the parents no later than the beginning of second semester to advise them of the possibility of retention and to discuss possible remedial actions.
   3. Follow-up conferences with the parents are held to evaluate the academic progress of the child.
   4. Evaluations and reports to parents must indicate failure to achieve minimum objectives in at least two basic subjects.
      A student shall be retained no more than one year at any given grade or level. Ordinarily, a student should not be retained more than once while in the elementary school.
3. Acceleration. Acceleration of the student should be cautiously granted at the discretion of the principal on the recommendation of the teacher and with the approval of the parents. A gifted child may profit more by an enrichment program than by a double promotion. The child’s social and emotional maturity should be seriously evaluated whenever double promotion is considered.
4. Record keeping. The dates of advancement and grades or levels indicating the course of student progress must be clearly indicated on each cumulative record. A written statement, dated and signed by the teacher, should briefly note or explain any deviation from the regular pattern of advancement.
   1. (E) Graduation. Graduation from elementary school is actually a promotion to the next grade. Promotion is governed by the same criteria as established for other grades (See 5134.1).
   2. (E) Graduation ceremonies. Graduation from elementary school may be marked by a simple and dignified exercise which gives recognition to the unique value of the Christian education just completed
      An official Archdiocesan diploma shall be presented to each student at the graduation exercises.
   3. (S) Early graduation. Each school shall determine its own local policy concerning the early graduation of students who have fulfilled the requirements established by the school and mandated by the State of California.

5140 ACTIVITIES AND SPECIAL REGULATIONS #

5141 DRESS #

Each school shall establish standards for student dress that will promote cleanliness, health, safety and the development of Christian values.

Long practice has demonstrated the advisability of uniforms especially for elementary school students. In schools where uniforms are prescribed, every effort should be made for reasonable requirements and costs.

Comparable dress codes must be established for both boys and girls.

5142 ORGANIZATIONS #

The following types of student organizations are recommended: student government organizations (student councils), religious and apostolic organizations, service and scholastic organizations (C.J.S.F., C.S.F., science, dramatics, library, etc. clubs), and other special interest school organizations (athletics, choral, etc.).

Any method of initiation, pastime or amusement with respect to a student organization which causes, or is likely to cause, bodily danger or physical harm, or tends to degrade or disgrace anyone (e.g., hazing), is prohibited (See 5177.3).

5143 FUNDRAISING AND COLLECTIONS #

Whenever a school engages in a fundraising activity, it must be done in such a way that students do not become promoters of commercial enterprises or carriers of commercial advertising, either directly or indirectly. Students should not be involved in public solicitation, house-to-house selling, or other activities that would jeopardize their safety.

The local board, working with pastor and principal, will establish criteria for a minimum of

fundraising activities that will not interfere with the educational program of the student.

All fundraising in a school is subject to the approval of the pastor and principal.

5144 SOCIAL EVENTS #

Social events should be adequately supervised, adjusted to the level of maturity of the students, limited to avoid conflicts with family or religious obligations of students, and maintained at a reasonable expense. A school must consider itself responsible for the behavior of students at any social event sponsored or sanctioned by the school.

The school should consider the wishes of the parents, as well as the students, in planning social events, especially in matters concerning expenses. Parents should also be fully informed as to the time and place of events, the rules governing them, and the limits of the school’s supervision.

At least one member of the faculty must be present during the full time of a school sponsored social event. Additional supervision necessary for the number of student participants must be provided by other staff and adults who are experienced in dealing with students and who will take an active part in supervision. A sufficient number of security officers should be retained if deemed necessary.

1. Outings – service groups. On one school day each year groups of students rendering significant service to the school or parish as members of a service organization may be permitted to have an outing, e.g., acolytes, choirs, traffic patrols.
   Arrangements are subject to the approval of the principal. Regulations pertaining to school field trips apply.
   Care should be taken to minimize the number of interruptions by scheduling the outing at a time so as to cause the least inconvenience to teachers and other students.
2. Graduation events. Graduation expenses and fees should be kept to a reasonable minimum. One day during the year may be allowed for a senior class outing or an eighth grade picnic. Regulations pertaining to school field trips apply.

1. Outings – service groups. On one school day each year groups of students rendering significant service to the school or parish as members of a service organization may be permitted to have an outing, e.g., acolytes, choirs, traffic patrols.
   Arrangements are subject to the approval of the principal. Regulations pertaining to school field trips apply.
   Care should be taken to minimize the number of interruptions by scheduling the outing at a time so as to cause the least inconvenience to teachers and other students.
2. Graduation events. Graduation expenses and fees should be kept to a reasonable minimum. One day during the year may be allowed for a senior class outing or an eighth grade picnic. Regulations pertaining to school field trips apply.

1. Outings – service groups. On one school day each year groups of students rendering significant service to the school or parish as members of a service organization may be permitted to have an outing, e.g., acolytes, choirs, traffic patrols.
   Arrangements are subject to the approval of the principal. Regulations pertaining to school field trips apply.
   Care should be taken to minimize the number of interruptions by scheduling the outing at a time so as to cause the least inconvenience to teachers and other students.
2. Graduation events. Graduation expenses and fees should be kept to a reasonable minimum. One day during the year may be allowed for a senior class outing or an eighth grade picnic. Regulations pertaining to school field trips apply.
3. (E) Mixed parties – dances. A policy concerning parish/school boy-girl parties or dances should be determined by and for each local site. The policy should reflect common agreement reached after consultation and with the collaboration of those responsible for parish ministry to young people: pastor, school administrators, and youth ministry directors.
4. (S) Prom. There is a written belief statement on student behavior for proms that applies to the secondary schools (See ARG, Secondary Edition, Policies Pertaining to Secondary Schools).

5145 RELIGIOUS AND APOSTOLIC ACTIVITIES #

Every Catholic school shall provide students with opportunities for growth in the life of the Church through a variety of liturgical experiences. These opportunities will generally be afforded to the total school community or to class groups. Students may also profit from opportunities for individual service, e.g., tutoring, visiting the sick, etc. However, care must be taken by school and parish administrators to limit service demands made during school hours.

1. Acolytes. Those appointed to serve regularly scheduled Masses, particularly funeral Masses in the parish church, may be excused from that portion of the morning session necessary for this function.
   Parish clergy and principals should take care that absences for this reason should not be so frequent or lengthy as to be detrimental to the good order of the school or the educational needs of individuals.
2. Funerals. Ordinarily, a student body will not be excused from class for funerals except for special circumstances as determined by the principal. The students of a given class may attend the funeral Mass for a parent/guardian, brother or sister of a classmate when it is offered in the same parish where the school is located. When the Mass is to be said elsewhere, a delegation may be sent at the discretion of the principal.
   Individual students may be dismissed to attend the funeral of members of the immediate or extended family according to request.
3. Student Masses. Special student body Masses may be held on appropriate occasions. If students are encouraged to attend daily Mass, this should not interfere with the length of the school day.
   Appropriately planned Masses formally integrated into the total program may be substituted for the period of religious instruction.

5150 HEALTH #

5151 GENERAL #

Principals shall be familiar with the civil laws, Archdiocesan policies and procedures designed to promote the health and well-being of children attending school. It is the responsibility of each principal to develop local procedures in compliance with all laws and directives concerning student health, health services or first aid/emergency care, and to supervise their implementation by school staff.

Administrators should familiarize themselves with the public and private health resources and services of the civic communities in which their schools are located. Whenever possible and advisable these should be utilized to improve school services and referral information (See ARG, Health Services).

Administrators and teachers shall cooperate fully with the county health department in those matters required by state law.

5152 SCHOOL ENVIRONMENT #

School personnel have responsibility for safeguarding the health of students by providing wholesome physical conditions. This requires the attention of administrator and staff to standards for school safety, hygiene, sanitation, lighting, seating, ventilation, heating, and plumbing.

1. General rule on smoking. Pursuant to the California Labor Code, no principal shall knowingly or intentionally permit, and no person shall engage in, the smoking of tobacco products in enclosed space at a place of employment. As such, smoking in all enclosed areas of the school is strictly prohibited. This includes prohibiting employees from smoking in any buildings.
2. Rule on smoking for non-employees. Proactive steps must be taken to prevent smoking by non-employees. This can be done by posting a sign that reads “No Smoking” at each entrance to the building or structure. Where smoking is permitted in certain designated outside areas, the sign should read: “Smoking is prohibited except in designated areas.”
   In the event that a non-employee begins to smoke in an enclosed area in the building, the individual should be approached and asked to refrain from smoking in the building.

5153 SCHOOL HEALTH SERVICES #

School staff members are responsible for supervising the health and well-being of the students and for rendering assistance and first aid in emergencies occurring at school or during school- sponsored activities. Parents must be notified of the condition observed or the aid given to their child.

Health records shall be maintained for each student according to procedures and forms of the Department of Catholic Schools (See 5114.1, 5114.2, 5153.3 and ARG, Health Services).

1. Immunization requirements. Schools shall comply with state laws regarding student immunization.
   Schools are required to assist their county health department to implement the health assessment program in the following ways:
   1. Distributing program information provided by the county health department to parents of kindergarten students and first grade registrants;
   2. Reporting the collection of certificates and waivers to the county health department as directed;
   3. Retaining the certificate/waiver in the student’s records.
2. Health appraisal. Teachers should consult health records at the beginning of the school year; they shall be informed concerning any chronic diseases or special health difficulties among students in their classes.
   Teachers should know the conduct and appearance signs of children that may indicate health problems. They shall be acquainted with procedures for follow-up required by local school policy. Uncommon or severe symptoms of physical or emotional problems shall be reported to the principal or designated official for consultation and referral.
   Teachers should be alert to the early signs of communicable diseases, refer students exhibiting these symptoms to the designated official and relay exposure notices to the parents of other children, as necessary. Teachers or other designated staff members must verify readmission requirements upon a student’s return from an absence due to communicable disease.
   The school staff shall cooperate with the local health office in the prevention and control of communicable diseases.
3. Screening – Vision, Hearing and Scoliosis. It is strongly recommended that each school conduct periodic vision screening. It is advisable to test all children for visual acuity upon entry to school and then every three years until completion of the eighth grade.
   Records of these tests should be maintained in the student’s health file.
   It is recommended, when possible, that every child receive a hearing screening test at regular intervals.
   It is further recommended that every child receive a scoliosis screening between grades five and eight.
4. Physical examinations. In addition to the state-mandated health assessment for first grade students, schools may require new applicants at other grade levels to present a recent health assessment form completed by a physician.
5. Physical education and athletics. Schools shall establish and implement local procedures to ascertain that students enrolled in physical education classes are physically fit to participate in normal activities.
   Annually, before engaging in any athletic activity, each school athlete must present a parental permission slip. This must indicate that the student has clearance to participate in the training and the competitive activities of the specific sport(s) chosen. Coaches and school officials shall strictly enforce this regulation.
6. Non-accidental injuries. Evidence of apparent non-accidental injury, suspected neglect or abuse of a child observed by school staff shall be reported to proper authorities (See 1312.2, 1312.3).

5154 EMERGENCY CARE AND FIRST AID – Model Emergency Plan for Schools #

Every school shall have a written plan for emergencies. Provisions shall be made to implement the procedures, to fully inform parents, and to inform and prepare all staff members.

In cases of accident or sudden sickness, the principal or his/her delegate is responsible for giving appropriate immediate care, notifying parents/guardians, sending students home, and guiding parents to sources of treatment, when necessary or requested.
School staff rendering first aid, with or without parental consent, will be held to that reasonable and ordinary standard of care and diligence which is ordinarily possessed by others in their profession.

1. Personnel. At least one permanent staff member should be qualified to administer first aid.
2. Facilities and supplies. Facilities and supplies required in every school include:
   1. First aid kit for field trips;
   2. A kit for school emergencies;
   3. Rubber gloves for all teachers and supervisors;
   4. Written instruction for emergencies posted in all classrooms;
   5. Natural disaster emergency supplies (see Model Emergency Plan for Schools).
3. Emergency information. The principal shall have a readily accessible file containing emergency care information for each student. Each school must use the Archdiocesan form, developed and approved by the Department of Catholic Schools (See Model Emergency Plan for Schools).

5155 SPECIAL CONCERNS AND REGULATIONS #

1. Drugs. Teachers shall refer all known cases of alcohol/drug distribution, use or abuse to the proper school official(s).
2. Medications. The parent of any student on a continuing regimen for a non-episodic condition shall inform the designated school official and name the supervising physician. If necessary, with parental consent, the official or school nurse may communicate with the physician regarding possible effects on the student’s behavior at school and special emergency procedures.
   School personnel shall not administer any medication to students unless specifically given written permission by the parent and physician (prescription labeled container).
   It is strongly recommended that school personnel not assume responsibilities of administering or acting as custodian of prescription medicine of students. This should remain a parental responsibility especially with elementary school students. However, the principal has discretion in this matter in the case of extreme or unusual conditions or severe hardship. Where the school makes the exception allowed above, caution requires the following procedures.
   1. The school nurse or school official should receive and release the medication. Only a small amount clearly labeled with the student’s name should be retained and that in a locked safe place.
   2. The school must receive a written statement from the physician detailing the method, amount, time by which the medication is to be taken (See ARG, Universal Medical Information/Emergency Contact, Release and Consent Form. Medical Release and Consent to Treatment of Child form).
   3. The school must receive a written request for the assistance from the parent and a statement that the school is not obliged to remind or caution the student.
   4. Injections. School personnel will not administer injections. Should an injection appear to be necessary, the school will contact parents first, then other people listed on the emergency list. Should no one be available, the student will be taken to the nearest emergency hospital at the expense of the parents.

5160 WELFARE AND SAFETY #

5161 SUPERVISION OF STUDENTS #

The principal is responsible for providing adequate supervision of students during the entire time they are on school busses and school premises or engaged in school-sponsored activities. All school staff share this responsibility with the principal. Effective supervision of students during the recess and lunch period is required so that discipline may be maintained and student conduct regulated. Ineffective supervision as well as total lack of supervision, may constitute lack of ordinary care required by those responsible. Students are never to be left unsupervised in a classroom.

Students are never to be sent on errands outside the school campus. They may leave the school grounds or be released from school only at the written request of the parent.

All students transported by the school to school-sponsored events shall have the written permission of the parent.

1. Custody of minors. Organizations, agencies, or persons may assume custody of a student on school premises during school hours or immediately before or after school only on the explicit authorization of the parent. The sole exception to this rule is a peace officer who may remove a student from school premises without prior consent of the parents or school authorities when it is necessary to arrest the juvenile or to require immediate emergency assistance from the student in an investigation. The principal must verify the identity and the official capacity of the peace officer, the authority under which he/she acts and the reason for the arrest or assistance. Notice of the action must be immediately conveyed to the parents.
2. Parent custody. In order to cooperate with child and family needs, the school should be informed of custody arrangements. As a matter of policy, the school should have a certified copy of the decree of dissolution that defines custody rights of the parents, i.e., joint legal custody or sole legal custody; joint physical custody or sole physical custody.
   The non-custodial parent with visitation rights is entitled to access to the records and information of the child including medical, dental, and school records (See 5115.3, ARG, Student Reporting and Accounting).

5162 STUDENT RIGHTS AND RESPONSIBILITIES #

1. Students have the right to be free from harassment.
   Catholic teaching and practice affirm the Christian dignity of every person. Harassment is unacceptable conduct that is severe, pervasive and deliberate. Harassment occurs when an individual is subjected to treatment in a school environment which is hostile, offensive, or intimidating because of the individual’s race, religion, creed, color, age, national origin, ancestry, physical or mental disability, medical condition, or sex. Harassment of a student by any other student is prohibited and will not be tolerated. It is the policy of the Archdiocese to provide an educational environment in which all students are treated with respect and dignity (See Appendix 4, pages 9 – 11).
   Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. Sexual harassment can be directed toward a student under conditions such as the following:
   1. Verbal Harassment: Sexually demeaning comments, sexual statements, questions, slurs, jokes, anecdotes, or epithets.
   2. Written Harassment: Suggestive or obscene letters, notes, or invitations.
   3. Physical Harassment: Unkind, immoral and/or unlawful physical touching, contact, assault, deliberate impeding or blocking movements, or any intimating interference with normal study or movement.
   4. Visual Harassment: Leering, gesture, display of sexually suggestive objects or pictures, cartoons, or posters.
2. Lockers are school property and should be maintained by school authorities to protect the safety of all. A student assigned a locker has exclusive use but not proprietary rights versus the school. Schools should publish a locker policy which states the right of inspection and reserves the right to search any locker on suspicion of a threat to the health, welfare and safety of the school.
   School principals or designated officials have the right and duty to protect the health, welfare and safety of students against alcohol and drugs, weapons, and other contraband materials. It is necessary that a search be reasonable and related to the school official’s duties.

5163 INSURANCE #

1. Student accident insurance. All students must be enrolled in the student accident insurance program with the insurance carrier chosen by the Archdiocese. This program reimburses limited medical costs due to accidental bodily injury to a student while engaging in the activities outlined in the policy. Information concerning claims, premiums and supplementary coverage is published annually by the Department of Catholic Schools (See ARG, Insurance for Employees and Students).
2. Insurance premiums. Parents are expected to pay annually the stipulated student accident insurance fee for each child. These premiums are to be collected from each student by the first week of the fall semester and forwarded directly to the Department of Catholic Schools.
3. Student accident reports. Regardless of any medical claims filed, administrators shall forward Report of Accident forms to the Archdiocesan liability insurance administrator concerning accidents of a serious nature occurring during the school day, on school premises, or under direct school supervision. Injuries involving hospitalization should be reported immediately; other reports should be made within three days of the injury (See ARG, Insurance for Employees and Students).

5164 SCHOOL SAFETY #

Principals shall be familiar with the civil laws, Archdiocesan directives and recommended practices designed to promote the safety and welfare of children attending school. It is the responsibility of each principal to develop local procedures in compliance with all laws and directives insuring the safety of all persons while under school jurisdiction or on school property, and to supervise their implementation by school staff.

An annual inspection of the physical plant should be done at the end of each school year making sure there are no unsafe conditions in or outside of the building.

1. Safety committee. It is recommended that each school establish a safety committee from the teaching staff and parent-teacher association to provide for in-service training of staff personnel regarding safety and related matters.
2. Building supervision. Access to the school building should be arranged so that no stranger may enter the building without passing an office or similar control point. A policy stating that all visitors must report to the school office should be conspicuously posted. Authorized visitors should be required to carry, and show upon request, an identifiable pass issued by the school office. Doors in remote parts of the school should be locked from the outside during school hours, but should be easily opened from the inside in case of an emergency. However, if a school has several entrances which are kept locked, signs indicating the proper entrance should be displayed so that legitimate visitors will have no difficulty entering the building. Key school personnel should carry cell phones to ensure a prompt response to problems.
3. Traffic safety. A plan for protecting students walking to and from school should be developed by each school. Where the city or town provides crossing guards, the school should cooperate with them in planning dismissal schedules and advise them of changes.
   Wherever students come to school by bus, a plan for entering and leaving busses should be established to insure safety and avoid disruption of traffic. Regular drills for evacuating busses in an emergency should be held. Secondary schools that have a number of students driving to school should carefully control traffic in and around school parking areas.
   Playground areas should be properly supervised and sufficiently enclosed to prevent students from straying into streets.
   A plan including provisions and places for dropping off and picking up students should be provided to all families upon registration. The plan shall be monitored regularly.
4. Traffic patrols. The organization of school safety patrols sponsored by the police or sheriff’s department is encouraged as a valuable aid to safety on and around the school premises. A competent staff moderator must supervise the students and determine the rotation of assignments.
   A student must be at least 10 years old or enrolled at the fifth grade to be a member of the patrol. The choice of school safety patrol members is a matter of local discretion. Nevertheless, eligibility requirements must be job-related. Members are expected to conform to regulations established by the sponsoring agency.
5. Fire safety. Each school shall have a dependable and operative fire warning system meeting the California uniform fire code signal specifications. The principal or person in charge shall be responsible for testing the system monthly. All school personnel must be clearly instructed on the alarm system and how to activate it.
   Each school bus must have the required fire extinguishers. Extinguishers placed in kitchens, science labs and other school areas should be checked regularly.
6. Eye protective devices. Industrial quality eye protective devices must be worn in courses when an individual is engaged in or observing an activity or using substances likely to cause injury to the eyes. Hazardous substances would include chemicals which are flammable, toxic, corrosive to living tissue, irritating, or strongly sensitizing.

5165 EMERGENCY DRILLS AND PROCEDURES #

It is the responsibility of the principal of each school to develop written emergency procedure plans which shall be reviewed at least annually and revised as needed. Staff and students must be instructed accordingly at the beginning of every school year.

Fire, earthquake and emergency drills shall be in conformity with Archdiocesan regulations and civil code requirements (See ARG, School Safety Plans for Disaster, Emergency and Violence & Model Emergency Plan for Schools).

1. Fire drills. One or more fire drills shall be conducted during the first week of school until proficiency is attained and at least once a month thereafter. A record shall be kept in the principal’s office of the date and hour of each fire drill. Post evacuation routes in all classrooms.
   Schools shall cooperate with local fire officials who visit the schools to conduct drills.
2. Earthquake drills. One or more earthquake drills shall be conducted within the first two weeks of school. Children shall be taught “Duck and Cover” techniques as well as evacuation of the building and outdoor earthquake safety techniques. Post evacuation routes in all classrooms.
3. Threat of violence. Any and all student threats to inflict serious harm to self or others must be taken seriously (See further details in the Crisis Response Manual).
   When school personnel become aware of a threat, the following procedure is to be implemented:
   1. Whoever hears or becomes aware of any threat made by a student should immediately report it to the principal and then call the Superintendent.
   2. The school will immediately notify the police when the threat is judged potentially valid.
   3. The student who has made the threat should be kept in the school office under supervision until the police arrive.
   4. The parent/guardian of any student who has made the threat should be notified immediately.
   5. Any adult or parent/guardian of any students who have been verbally mentioned as potential victims or listed in writing as potential victims should be notified immediately.
   6. The student who has made the threat should be suspended and not be considered for re-admission to school until a final decision is made regarding his/her continuance in school.
4. Bomb threat. When a bomb threat is received, the primary concern of the principal must be the safety of students and employees in the building.

Immediately upon receiving a bomb threat, the following procedure is to be implemented:

1. The police or sheriff is called. Police officers are instructed to respond to such calls without the use of sirens or red lights.
2. During the bomb threat, the decision to hold a fire drill or to take other action shall be made by the principal in consultation with the fire and police officials.
3. If the building is to be evacuated, fire drill procedures are followed, and the students remain at the designated areas until the building is declared safe.
4. Wait for the police to arrive before a search is conducted. If a suspicious package, box or device is located and suspected of being the bomb, do not touch or more it. It will be the responsibility of the police to remove or deactivate it. After its removal, students and staff may return to class.
5. If, after an extensive search, no suspected bomb is found, the decision of whether or not to permit students and staff to re-enter the building must be made. This is the principal’s decision, tempered by the advice of the police authorities.

5170 DISCIPLINE #

5171 CATHOLIC SCHOOL DISCIPLINE #

Discipline in the Catholic school is an aspect of moral guidance and refers to those reasonable controls which promote the individual student’s development and self discipline, and a Christian environment in which the rights and responsibilities of students and teachers are recognized and upheld (See Appendix 12, Code of Christian Conduct).

Guidelines for discipline policies are as follows:

1. A primary consideration in all disciplinary decisions is the obligation of the school to maintain an acceptable learning environment and a safe place for students.
2. Fostering the moral growth of the student in a constructive manner should be a fundamental consideration in all disciplinary matters.
3. Parents should be involved early in any disciplinary action.
4. Reasonable disciplinary rules and regulations should be discussed openly and in depth with the entire school community.
5. Disciplinary action should be corrective rather than punitive, with emphasis on developing within the student responsibility for his/her own conduct.
6. Consideration should be given to the desirability of guidance and counseling or referral for psychological evaluation of the student with recurring and serious problems.

5172 SCHOOL DISCIPLINE POLICY #

Each school must develop its own policies and procedures concerning disciplinary action consistent with Archdiocesan policies and procedures. Administrators are encouraged to work with parents and teachers in this matter. These policies should be consistent with the overall philosophy and goals of the school serving the Christian community and stem from a loving, accepting attitude toward the child as a person of dignity (See 5171).

5170 DISCIPLINE

5171 CATHOLIC SCHOOL DISCIPLINE

Discipline in the Catholic school is an aspect of moral guidance and refers to those reasonable controls which promote the individual student’s development and self discipline, and a Christian environment in which the rights and responsibilities of students and teachers are recognized and upheld (See Appendix 12, Code of Christian Conduct).

Guidelines for discipline policies are as follows:

1. A primary consideration in all disciplinary decisions is the obligation of the school to maintain an acceptable learning environment and a safe place for students.
2. Fostering the moral growth of the student in a constructive manner should be a fundamental consideration in all disciplinary matters.
3. Parents should be involved early in any disciplinary action.
4. Reasonable disciplinary rules and regulations should be discussed openly and in depth with the entire school community.
5. Disciplinary action should be corrective rather than punitive, with emphasis on developing within the student responsibility for his/her own conduct.
6. Consideration should be given to the desirability of guidance and counseling or referral for psychological evaluation of the student with recurring and serious problems.

5172 SCHOOL DISCIPLINE POLICY #

Each school must develop its own policies and procedures concerning disciplinary action consistent with Archdiocesan policies and procedures. Administrators are encouraged to work with parents and teachers in this matter. These policies should be consistent with the overall philosophy and goals of the school serving the Christian community and stem from a loving, accepting attitude toward the child as a person of dignity (See 5171).

These policies shall be written, published, and promulgated to students, parents, and faculty.

They should be reviewed annually and upon admittance of new students to the school.

1. School and class regulations. Rules and regulations must be reasonable.
2. Responsibilities of students. It is the responsibility of the student:
   • to comply with the rules of the school;
   • to pursue the prescribed course of study;
   • to respect and respond to the authority of the teacher and other school personnel;
   • to arrive at school on time;
   • to be alert and responsive to directions;
   • to be courteous to other students and staff members;
   • to respect the rights and property of others;
   • to respect school property.
3. Responsibilities of the teacher. It is the responsibility of the teacher:
   • to enforce the policies of the school in maintaining control;
   • to practice preventive discipline through well-prepared classes;
   • to set up standards for classroom routine and behavior and to make such standards known to students and parents;
   • to provide and maintain the best possible school environment for learning;
   • to maintain classroom control adequate for the pursuit of the course of study by each child;
   • to deal with all minor disciplinary problems;
   • to work closely with parents and the principal on individual student problems;
   • to instruct students concerning responsibilities and privileges in the classroom, on the school grounds and on the way to and from school;
   • to correct students whose acts or behavior are not suitable.
4. Responsibilities of the administrator. It is the responsibility of the administrator:
   • to provide instruction in the principles of behavior and good citizenship;
   • to lead in developing and establishing school rules within the limits of established policy and to make such rules known to students, parents, and staff members;
   • to support staff members in establishing and maintaining adequate student control;
   • to deal with unusual cases of misconduct;
   • to notify parents promptly when referrals of a serious nature are made;
   • to refer student problems to the proper outside agency as needed;
   • to keep records of all discipline problems referred to the principal by teachers or other staff and keep parents and staff informed of action taken.

5173 DISCIPLINARY PROCEDURES #

When a student is repeatedly disruptive of others, the school staff must consider factors such as the student’s physical and emotional well-being, the student’s learning style and needs, his/her home environment, and the classroom environment including the relationship between the teacher and student, between the student and other class members, and the teacher’s presentation and teaching style.

1. Approved disciplinary measures and sanctions. Following are some approved disciplinary measures:
   • conference with student
   • conference with parents
   • assignment of special tasks
   • denial of privileges
   • detention
   • probation
   • suspension
   • expulsion
     These procedures must be used in accordance with Archdiocesan and school policies.
2. Disapproved disciplinary measures. Disciplinary measures must not inflict bodily harm, subject the student to ridicule, or use punishment for punishment’s sake. The following actions are explicitly forbidden:
   • corporal punishment, including excessive physical activity;
   • personal indignities and/or public humiliation such as pulling hair, pulling ears, sarcasm, ridicule, nagging, etc.;
   • sending a student outside the classroom where student will not be supervised;
   • indiscriminate punishment of all students in a class for the disruptive conduct of one;
   • sending the student home without the knowledge of the parents;
   • suspension or expulsion, unless procedures outlined in this section are followed;
   • fines when there has been no destruction of property;
   • lowering academic grades because of conduct.

5174 DETENTION #

A student may be detained after the daily school session for violation of various class and school regulations according to the school’s detention policy.

The guidelines for detention are as follows:

1. The length of detention should not be excessive and must be properly supervised. Detention should normally not exceed thirty minutes for elementary school students nor the length of a class period for secondary students.
2. Parents shall be informed of the detention and the contributing cause.
3. When detention after school would cause serious transportation difficulties, detention should take place only when parents have been given adequate advance notice.
4. Consideration should be given to the effect that a student’s detention might have on persons outside the school. If a student has a job, business or medical appointment, etc. that will be affected by the detention, he/she should at least be allowed to contact the third party.

5175 PROBATION #

A student may be placed on probation for a relatively serious offense or for continued misconduct after a warning, when the misconduct does not require more serious action.

Procedures and guidelines are as follows:

1. A formal probation must be approved by the principal.
2. A conference with parents, student, and school official shall be held.
3. When a student has been placed on probation, the parents or guardian shall be informed in writing of the reason for the probation, the length of the probationary period, and the conditions under which the probation will be lifted.
4. Written record of student probation shall be kept for reference should more serious action be necessary later.
5. Effort should be made to assist the student through constructive counseling in order to forestall further sanctions.

5176 SUSPENSION #

A student may be placed on suspension for serious misconduct, on campus or off campus during school related activities, or for continued misconduct after having been placed on probation.

Official suspension may assume various forms such as:

1. The student may attend class but lose the right to participate in any school activity on or off campus.
2. The student may be suspended from a particular class and required to report to a specific place on campus during that time.
3. In unusual cases, a student may be sent home for the entire period of suspension provided that student is assigned academic work to make up the loss of class time.

In all cases the principal must prudently decide on the most efficacious and appropriate terms of suspension.

1. Procedures for suspension:
   1. Ordinarily the student shall be given oral or written notice of the charges against him/her, and a fair opportunity to present his/her side of the story. However, in exceptional cases the principal may suspend a student without affording the student an opportunity for a conference if an emergency situation exists. An emergency situation is defined as a situation determined by the principal to constitute a clear and present danger to the lives, safety or health of students or school personnel. In the event of such an emergency suspension, requirements as to notice, hearing, and the necessity of keeping a complete written record must be followed as soon as is practical after the emergency condition dissipates.
   2. The gravity of a suspension requires that notice shall be given to the parents by telephone, or other appropriate method within a reasonable time, followed by a written notice signed by the principal.
   3. A conference with the parents, student and appropriate school staff shall be arranged. In a parish school, the pastor must be notified of the conference and given the opportunity to attend.
   4. A written form of suspension must be signed by the parents and student. On this form the exact length of the suspension period shall be specified and the reason for the suspension clearly noted as well as the behavior modification necessary for reinstatement.
   5. The principal is required to maintain dated documentation of the facts, procedures, and parent conference.
2. Guidelines.
   1. Suspension must be approved by the principal.
   2. Since the grounds for suspension ordinarily differ only in degree from the grounds for expulsion, the possibility of expulsion or a recommended transfer for continued or repeated misconduct must be clearly stated to student and parents (See 5177.3, 5177.4).
   3. The length of any suspension is left to the discretion of the principal in accord with the nature of the conduct and all circumstances. A student must be afforded an opportunity to do make-up work, including tests.

5177 EXPULSION FOR DISCIPLINARY REASONS #

A student may be expelled from school for misconduct of a very serious nature calling for immediate dismissal without suspension, or for a repetition of conduct for which the student has been suspended one or more times. Expulsion, the permanent termination of a student’s enrollment, is a sanction that should be invoked rarely, as a last resort for clear and serious causes.

1. Procedure for disciplinary expulsion.
   • With the exception of the most serious moral situations, the steps listed below must be followed, and the school should take special care that each step is documented by written communication between the school and family. Without written confirmation, many misunderstandings can occur which become extremely troublesome if the school ultimately determines that expulsion is necessary.
     Parents will be informed by letter when the following steps are taken:
     • probation;
     • conference(s) with parents, student, teacher and principal;
     • suspension or suspensions;
     • conference(s) with parents, student, teacher and principal;
     • expulsion.
   • In parish schools, the pastor must be apprised of the circumstances of any impending decision to expel a student.
   • The parents should be given a written notice of the offense and invited to a conference with the student, school personnel and principal. In parish schools, the local pastor should be advised of the scheduled conference and should be invited to attend.
   • The principal shall properly document all expulsion cases including grounds, evidence, record of conferences and final notice.
   • The Superintendent shall be notified concerning any expulsion immediately, and in writing. If requested, all documentation of the case on file in the school must be made available to the Superintendent.
   • Documents regarding disciplinary matters involving serious moral turpitude, the disciplinary files shall be retained for a period of 10 years after graduation from secondary school and 20 years after graduation from elementary school.
2. Guidelines.
   1. The final decision to expel a student rests with the principal and, in parish schools, with the knowledge and consent of the pastor.
   2. Full credit shall be given for all work accomplished by the student prior to the time of expulsion.
   3. A severance of attendance report shall be made as requested to the county school attendance office.
   4. Only in exceptional cases will expulsion be allowed when the student is in the eighth or twelfth grade and has been enrolled in the school for three or more years.
   5. Expulsion or recommended transfers may be made only at the end of a semester except for the most urgent reasons.
   6. Tuition reimbursement guidelines must be clearly outlined.
3. Grounds for expulsion. Grounds for expulsion are not to be applied automatically. There are, nevertheless, acts which constitute good cause for suspension or expulsion from school when the conduct is committed by a student while under the jurisdiction of the school or when the conduct is directly related to school activity or school attendance. Among these offenses are the following:
   1. Actions gravely detrimental to the moral and spiritual welfare of other students;
   2. Incorrigible or disruptive behavior which impedes the progress of the rest of the class;
   3. Assault, battery, or any threat of force or violence directed toward any school personnel, students, or other persons on school property or during school related activities;
   4. Habitual or persistent violation of school regulations;
   5. Use, sale, distribution or possession of narcotics, controlled substances, or alcoholic beverages (See 5177.4);
   6. Use or possession of firearms or other potentially harmful object or weapons;
   7. Gang-related conduct or activity. Gang-related conduct or activity includes, but is not limited to, symbols, graffiti, apparel, colors, hazing/initiations, and hand signals commonly associated with gangs;
   8. Theft, extortion, arson;
   9. Habitual truancy (See 5123);
   10. Malicious damage or destruction of real or personal property at school;
   11. Hazing (See 5142.1);
   12. Violation of Student-to-Student Harassment Policy (See Appendix 4, page 9);
   13. Violation of the Code of Christian Conduct (See Appendix 12).
       In regard to offenses which take place off school premises and which constitute grounds for expulsion, the school must have evidence of the offense and establish its relationship with school discipline and the welfare of students (See ARG, Appendices 4 and 12).
4. Grounds for expulsion – Alcohol and drug abuse. The promotion and the safeguarding of student health (physically, mentally and emotionally) are a concern to our schools. The use, misuse and/or abuse of alcohol, drugs and hazardous substances cause grave problems in the areas of student health of student stability. Many incidents of scholastic failure, school dropout, violence, tension, and suicide can be attributed to alcohol and drug abuse.
   Therefore, the following general school policy is set forth:
   1. Possessing, selling, giving away, using, or being under the influence of alcohol and drugs and/or hazardous substances on the campus, at school functions, or at a time and place that directly involves the school or its welfare, render a student liable to expulsion (See 5177.1, 5177.3).
   2. Students who are known to be alcohol or drug-users (known by their reputation or by their own self-admission) should be counseled individually and every effort should be made to work with them through the school. Whenever possible, the parents should be brought into the matter and, if necessary, referrals should be made to medical doctors, psychiatrists, psychologists, and/or rehabilitation agencies. Assistance should be sought from the Police Juvenile Bureau and the Narcotics Bureau whenever such assistance would prove helpful or useful to the school, students, or parents.
5. Procedure for appeal and review of disciplinary action. If parents appeal to the Superintendent for review of any disciplinary action or expulsion for any reason, the Superintendent normally will solicit from the parents, the principal, and where appropriate, the pastor, a written summary of the issues together with all supporting documentation. After reviewing the documentation and, when necessary, conferring with the parties to the disputed action, the Superintendent will only determine whether the school’s action is in accord with applicable Archdiocesan policies and regulations and within the authority and discretion of the local administration.

Appendices

Appendix 1 Non-Discriminatory Policy Statement

Appendix 2 Student Cumulative Records

Appendix 3

• A. General Contract Signing Checklist
• Archdiocesan Property Used by Outside Organizations
• Supplemental Programs at Schools and Independent Contractors

Appendix 4 Policies and Procedures Regarding Child Abuse and Harassment(2001) and Addendum (2003)

Appendix 5 Archdiocesan Board of Education By-Laws

Appendix 6 Policies: Parish School Consultative Boards Parish Consultative Boards of Education

Appendix 7 Parent Teacher Group Statutes (PTG)

Appendix 8 Parent – Student Handbook

Appendix 9 Faculty Handbook

Appendix 10 Guidance Regarding School-Parent Tuition Agreements

Appendix 11 Code of Ethics For Catholic School Teachers

Appendix 12 Code of Christian Conduct Covering Students and Parents/Guardians

Appendix 13 Non-Field Trip Transportation Policy (S)

Appendix 14 Grievance, Appeals and Review

Appendix 15 Arbitration Procedure

6100 INSTRUCTIONAL PROGRAM #

6110 GOALS AND PROGRAMS #

6111 GOALS – GENERAL #

The philosophy and educational principles that underlie the education offered by the schools of the Archdiocese of San Francisco should reflect a balance and priority among the diverse goals of the Catholic school: religious, moral, intellectual, social, cultural, personal, and physical.

6112 PROGRAMS AND OBJECTIVES – LOCAL #

It is the responsibility of the principal of each school to lead the staff to develop a school philosophy and objectives adapted to the individual school population and in light of the needs of the community served.

To implement the school philosophy and objectives, the principal shall lead the staff in the development and coordination of the local educational program within the guidelines established and published by the Department of Catholic Schools. The program will provide students with the opportunity to develop a global perspective. It will emphasize in an on-going and interdisciplinary manner, those values, concepts and skills that will prepare students to participate as mature Christians in a world of diversity, technology, and interdependency.

Teacher applicants shall be informed concerning the school philosophy as well as the program. Through discussion the principal shall ascertain that an applicant is prepared to serve within this mode of Catholic education.

Parents shall be made cognizant of the philosophy and program of the school as they apply for the admission of a child. They should understand that enrollment constitutes agreement that the child be taught according to the philosophy and program of the school.

6113 ACCREDITATION #

Every six years, all elementary and secondary schools undergo the self-evaluation process for accreditation from the joint efforts of the Western Catholic Educational Association of Schools and Colleges (WCEA) and Western Association of Schools and Colleges (WASC). The elementary school protocol is Process for School Improvement and the secondary protocol is Focus on Learning.

6120 FAITH FORMATION AND RELIGIOUS INSTRUCTION #

6121 GENERAL PROVISIONS #

The educational mission of the Church and the reasonable expectations of our client parents both require that the Catholic school be distinguished by an atmosphere and a formal program which relate religious belief and practice, constructively and integrally, with the normal development and education of children. The religious character and goals of the school should be clearly reflected in the statement of school philosophy (See 6111, 6112), with specific reference to authoritative documents such as the Pastoral Letter “To Teach as Jesus Did,” “The Religious Dimension of Education in a Catholic School,” “The General Directory for Catechesis,” “The National Directory for Catechesis,” and “The Catechism of the Catholic Church.”

1. Catholic Identity. The Catholic identity of a school is characterized by at least four essential and observable elements:
   1. An educational community of students, faculty, staff and parents inspired by the Christian message and life;
   2. A continuing dedication to growth in human knowledge in light of Catholic faith;
   3. Fidelity to the Christian Message, the Tradition and the magisterium of the Church; and
   4. A commitment to the service of the People of God and the human family.
2. Religious Symbols and Daily Prayer. “From the first moment that a student sets foot in a Catholic school, he or she ought to have the impression of entering a new environment, one illuminated by the light of faith…an environment permeated with the Gospel spirit of love and freedom.” (“The Religious Dimension of Education in a Catholic School”)
   The Holy Scripture should be enthroned and open in each classroom. A crucifix or icon of Christ should be displayed. Catholic belief in the communion of saints and of Mary as Mother of God and Mother of the Church should be expressed in pictures or statues. These images should be clean, located where they can be seen and should change according to the liturgical seasons of the year.
   During each school day some time shall be given to prayer. The school day should begin and end with group prayer, and a variety of prayer forms shall be used.
   Pupils shall learn and be able to recite the formula of familiar prayers commonly used by Catholics and at the age level identified in the Archdiocesan Curriculum and found in the religion textbooks.
3. The celebration of the Eucharist and other liturgies. Celebration of holy days, significant feast days or holidays (e.g., parish/school patronal feast, Thanksgiving, Ash Wednesday, Lenten and Advent celebrations) through a variety of liturgical experiences is encouraged (See 5145, 5145.2, 5145.3). These liturgies should be planned according to the vision of the “Directory for Masses with Children.”
   Student attendance at funerals is permitted only according to regulations in this Handbook (See 5145.1, 5145.2).
4. Student Retreats. Schools are encouraged to provide a retreat for students prior to the reception of First Communion, Confirmation, or graduation.
   High schools are encouraged to provide a retreat program according to the needs and capacities of the students at varying grade levels and stages of religious development.
   Planning of, and participation in, overnight or off-campus retreats are subject to the same regulations as field trips (See all of 6226).
5. (E) Parent collaboration. The paramount rights and obligations of the parents should be clearly reflected in the faith formation processes of the school, which should make some formal provision for each of the following elements:

• orientation of the parents to the philosophy, objectives, methods, etc., of the school adopted program;

• educational program for the parents, particularly in such areas as preparation for sacraments and family life education;
• direct involvement of the parents in the instruction of their children, especially in liturgical, sacramental and family life.

6122 INSTRUCTIONAL PROGRAM #

Religion is the most important subject in the Catholic school curriculum. Therefore, the primary professional responsibility of the school staff is to implement the provisions that follows.

1. General policy. Regular religious instruction shall be an integral part of the educational program for all students at all grade levels and given priority in the day.
2. (E) Textbooks. Only the programs approved by the Archbishop and the Department of Catholic Schools may be used as basic in the elementary schools of the Archdiocese. Other materials and textbooks may be used as supplementary resources in accordance with the general curriculum policy of the school and the Archdiocese. Because of variations among series in grade-placement of subject matter, methodology, and other important factors, schools are required to use the same series in Grades K through 6. It is highly recommended that the same series be used in Grades K through 8 if the textbook company has a sequential series.
3. (E) Curriculum development. The textbook series shall be selected in accordance with a school policy developed by the principal in close consultation with the faculty and parish clergy. To assure the achievement of the basic objectives, it is important that there be a unified, articulated program and a consistent methodology clearly agreed upon by all members of the school staff. It is assumed that there will be appropriate and regular consultation with the parish clergy, parents, and Catechetical Ministry staff. The total religion program will be evaluated according to the Department of Catholic Schools accreditation cycle.
4. (E) Time allotment. The total weekly time allotment indicated in the Guidelines for Time Allotments is to be strictly observed, but the time may be blocked in three, four, or five weekly periods, as dictated by the adopted text or the established school curriculum. Appropriately planned liturgical experiences, formally integrated into the total program, may be reckoned as part of the time allotment (See 5145.3, 6234 and ARG, Guidelines for Official School Calendars and Time Allotments).
5. Grading and reporting. Pupil progress in acquiring an intellectual grasp of the religion course material is to be tested, evaluated, graded, and reported according to the same procedures established by the school for other subjects in the curriculum. Reporting procedures in elementary schools must be in accordance with the Archdiocesan guidelines (See Appendix 2).
6. (E) Assessment of Catechesis-Religious Education. Evaluating the status of faith formation and religious instruction requires educators to be attuned to the mission, goals, and strategies inherent in the delivery of sound catechesis. The National Catholic Educational Association developed the Assessment of Catechesis-Religious Education (ACRE) to assist with this evaluation of program effectiveness.
   Schools shall assess their efforts on a systematic basis. Minimally this should take place two years before the WCEA/WASC accrediting visit so that the data can be utilized in the Religion in-depth study.

6123 TEACHERS, TEACHERS OF RELIGION AND CATECHISTS #

The principal shall lead the staff in developing and implementing the Faith Formation opportunities within guidelines published by the Department of Catholic Schools, and shall maintain appropriate liaison and cooperation with other parish religious education programs.

It is the teacher’s responsibility to implement the formal religious instruction program (See 6121.1, 6122.2-6122.5).

In every elementary and Archdiocesan school, one person must be designated as Religion Coordinator responsible for the planning, continuing consultation and evaluation implicit in the foregoing regulations. The principal should designate a qualified member of the staff to be the Religion Coordinator. The religion program will be a regular topic for faculty review, with leadership and assistance from the Religion Coordinator.

1. Teachers. All teachers in the school, even those not responsible for classroom instruction in religion, have a common responsibility:
   1. to be fully informed on the rationale and provisions of the program (through attendance at faculty meetings, orientation sessions, etc.);
   2. to support the program by word and action, especially in interpreting it to parents;
   3. to evidence sensitivity and competence where religious values and issues cross over to other subjects;
   4. to cooperate actively in correlating religion and other subjects in appropriate ways; e) to express awareness of the liturgical seasons of the year;
   5. to participate, as teachers of the parish school, at parish celebrations and functions where the mutual interests of school and parish are affected;
   6. to take advantage of in-service and adult religious education opportunities offered by the parish, the Archdiocese, or other competent agencies.
      In-service in religious education may be required by the school or the Department of Catholic Schools as a condition for hiring or Employment Agreement renewal.
2. Basic Certification. Newly hired teachers will attain Basic Certification during their first two years of teaching. Credit for recertification is not granted until Basic Certification is completed.
3. Recertification. Teachers must have their Religion status “re-certified” every three years (See ARG, Personnel Policies and Records).
4. Parish clergy. The parish clergy should be invited to participate fully in the school religious education program in ways suggested by, but not limited to, the following list:
   1. to work with principal and religion coordinator of the school in establishing procedures and criteria for program and textbook selection (See 6122.2, 6122.3);
   2. to participate in faculty meetings related to the religious program and faith formation;
   3. to consult with classroom teachers or others in planning special liturgies;
   4. o participate in parent orientation and parent education programs;
   5. to undertake classroom instruction on terms and time schedules cooperatively developed by the priest, principal (or religion coordinator) and classroom teacher;
   6. to assist with spiritual counseling and guidance, especially in upper elementary grades (See 6414).

6130 GENERAL EDUCATIONAL CURRICULUM #

6131 ARCHDIOCESAN CURRICULUM GUIDELINES #

It is the responsibility of the principal of each school to see that the goals and objectives of the school are effectively implemented by the staff through the organization of the curriculum, the learning climate, and the learning experiences that provide for the development of each student.

The curriculum shall be in accordance with the  Archdiocesan Curriculum Guidelines and with the specific guidelines for each subject area. Any significant departure from the directives and guides requires explicit permission from the Department of Catholic Schools.

6132 SCOPE OF CURRICULUM CONTENT #

Besides religious instruction, each school shall provide a general education curriculum that satisfies the private school requirements of the California Education Code. The subject requirements for elementary schools are included in this handbook and in the Archdiocesan  Curriculum Guidelines published by the Department of Catholic Schools (See 6112, 6133, 6134, 6135).

6133 REQUIRED SUBJECTS – GENERAL #

The curriculum shall provide instruction at the appropriate elementary and secondary grade levels and subject areas in the following: personal and public safety and accident prevention; fire prevention; the protection and conservation of resources; and health (See 5153.7).

6134(E) REQUIRED SUBJECTS – ELEMENTARY #

Beginning in Kindergarten and continuing through Grade eight, the adopted curriculum in the Archdiocese shall include instruction in the following areas: religion, social science, language arts (inclusive of listening, speaking, reading, writing, and all associated sub-skills), mathematics, science, health, safety, physical education, and fine arts (art, music, dance, drama). Family life education and guidance are to be correlated with the appropriate subject. Computer technology will be integrated into the existing curriculum.

6134(S) REQUIRED SUBJECTS – SECONDARY #

The adopted curriculum for Grades nine through twelve shall include the following areas; religion, English, social sciences, foreign language(s), science, mathematics, fine arts, business, computer technology, and physical education. It may include applied arts, technical education and automobile driver education.

6135(E) GRADUATION #

See 5134.1, 5134.4(a)(E), 5134.4(b)(E)

6135(S) GRADUATION REQUIREMENTS #

In addition to a detailed list of course offerings, a complete list of graduation requirements shall be established and published by each school and made available to all students and their parents. Requirements for graduation shall generally include those listed by the California State Department of Education.

No student shall receive a diploma of graduation from any secondary school unless the required course of study has been completed and the standards of competency prescribed by the school have been met.

Written procedures concerning qualification for graduation shall be established. These shall be distributed to all students and parents. Regulations shall be indicated concerning advance warning and written notice if it becomes certain that, for whatever reason, a student will not qualify to graduate with the class.

6140 EXTRA CLASS ACTIVITIES #

6141 ASSEMBLIES, PUBLIC PROGRAMS, AND PERFORMANCES #

A school should provide opportunities for assemblies, public programs, and public performances by school groups in educationally sound activities that benefit the students, the school and the community (See 1221, 6143, 6231).

6142 PUBLICATIONS #

With the approval of the principal, each secondary school may establish a school newspaper/magazine for the students of the school and their parents. Such publications should conform to the standards of good journalism. It is strongly recommended that the local administration adopt rules and regulations in the form of a written publication’s code which shall include guidelines concerning content, prior review, restrictions on time, place and manner of distribution, and advertisements.

Student participation in production and distribution shall be under the direction of a faculty moderator.

An elementary school may also publish a modified version of a school newspaper according to the standards and guidelines established by the school.

6143 EXTRACURRICULAR ACTIVITIES