Personnel Policies
This file is available in Rich Text Format version for editing
From the Open Files of:
NW Synod of Wisconsin Resource Center (715) 833-1153
Contributed by:
First Lutheran, Eau Claire, WI
Table of Contents
Preface - [ Top ]
Preface 3
1 General1.1 Authority 3
1.2 Scope and Organizational Structure 3
1.3 Amendments 3
1.4 Rights of Employee 3
1.5 Employee Statutes 32.1 At Will Employment 4
2.2 Category 4
2.3 Church 4
2.4 Congregation Council 4
2.5 Employee 4
2.6 Human Resources Committee 4
2.7 Sick Leave 43.1 Full-Time Employees 4
3.2 Part-Time Employees 5
3.3 Volunteers 54.1 Non-discrimination in Employment 5
4.2 Application Form 5
4.3 Personnel Records 5
4.4 Call or Employment Procedure 5
4.5 Confirmation of Employment 65.1 Salary Recommendations 6
5.2 Salary Reviews 6
5.3 Salary Confidentiality 6
5.4 Travel Allowance or Mileage Reimbursement 6
5.5 Fees for Service and Outside Employment 66.1 Authorized Travel 7
7.2 Lunch 7
7.3 Attendance Reports 7
7.4 Holidays 7
8.1 Vacation 8
8.2 Sick Leave 9
8.3 Disability Benefits 9
8.4 Funerals 9
8.5 Maternity/Paternity/Adoptive Leave 9
8.6 Jury Duty 10
8.7 Accounting 10
8.8 Absences 10
8.9 Military Leave 10
8.10 Continuing Education 10
8.11 Sabbatical 109 Evaluation and Performance Review
9.1 Process 1110.1 Resignation 12
10.2 Separation by Mutual Agreement 12
10.3 Involuntary Separation 1211.1 Discrimination in the Work Place
11.2 Sexual Harassment 12
11.3 Discriminatory Behavior 13
11.4 Reporting and Investigation 1312 Grievances
12.1 Grievance Resolution 13
First Lutheran Church is a community of faith reaching out in the name of Jesus Christ.
When persons accept a position at First Lutheran Church, they affiliate with a Church which seeks to reach out in the name of Jesus Christ to the individual, congregation, community, and world. These personnel policies have been prepared in order that every employee may know their employment relationship with the Church. These policies supersede prior statements of policy whether written or oral and are not meant to be an employee contract and should not be construed as such. However, none of the provisions shall expand the duties and/or responsibilities of the church, nor extend any contractual rights to an employee, such that they may be deemed anything but employees at will.
1 General- [ Top ]
1.1 Authority1.1.1 Adoption of these personnel policies by the First Lutheran Congregation Council is under the general authority granted in the Constitution and Bylaws of the Church.1.2 Scope and Organizational Structure
1.2.1 These personnel policies are applicable to all persons who are employed by First Lutheran Church. Exceptions to these policies or unique employment circumstances which are not in conformity with these policies may be considered by the Human Resources Committee for recommendation to the Congregation Council.1.3 Amendments
1.3.1 Amendments to these personnel policies may be made by First Lutheran Congregation Council.1.4 Rights of Employee
1.4.1 No rights or privileges shall accrue to any employee by reason of these personnel policies which in any way limit or restrict the authority of First Lutheran Congregation Council to make amendments, corrections, additions, or deletions to these personnel policies and the effective application thereof to all employees.1.5 Employee Statutes
1.5.1 These policies shall be governed by and construed and interpreted in accordance with the internal law of the State of Wisconsin.2 Definition of Terms- [ Top ]
2.1 At Will Employment2.1.1 As defined by Wisconsin law, an at will employee can be terminated at any time for any reason or no reason at all.2.2 Category
2.2.1 Category is used in connection with the general classifications of employees at First Lutheran Church: Clergy, Program Staff, and Support Staff.a. Clergy: ordained members of the staffb. Program: lay staff who lead ministry areas of the congregation, including but not limited to youth directors, music directors, Sunday School director, etc.
c. Support: lay staff who provide support to clergy and program staff, including but not limited to custodians, music accompanists, secretaries, etc.
2.3 Church
2.3.1 The Church refers to First Lutheran Church, a non-profit corporation, located at 1005 Oxford Avenue in Eau Claire, Wisconsin.2.4 Congregation Council
2.4.1 As provided in the Constitution and Bylaws of the congregation of First Lutheran Church for the election of persons to be the stewards of the congregation's mission and resources, the Congregation Council serves the congregation and its outreach to the world.2.5 Employee
2.5.1 The employee shall apply to any person engaged, elected, or called to perform executive, administrative, advisory, editorial, secretarial, clerical or custodial functions for pay.2.6 Human Resources Committee
2.6.1 The Human Resources Committee oversees personnel matters of the Church on behalf of the Congregation Council as stated in the Constitution and Bylaws of the Church.2.7 Sick Leave
2.7.1 Sick Leave refers to absence from work due to the employee's accident or illness, but shall not be applicable to absence for any other cause, except as allowed under 8.2.1.3 Employee Classifications- [ Top ]
3.1 Full-Time Employees--Clergy, Program and Support Staff3.1.1 All employees who are paid by the Church on a full-time basis through the year and whose work requires an average of no less than 32 paid hours per week. Full-time employees are eligible for benefits.3.2 Part-Time Employees--Clergy, Program, and Support
3.2.1 Part-time employees of the Church are those who work less than 32 hours per week or who are regularly paid by the Church on a temporary, casual, or "on call" basis, including seasonal workers and employees receiving benefits under the Social Security Act.Employees in this category are not eligible for vacation, paid leave, sick leave, paid holidays, participation in the pension plan, or other benefits unless specifically provided for elsewhere in this document.
3.3 Volunteers
3.3.1 Volunteers are not considered employees of the Church, but will receive special consideration for remuneration of expenses for mileage and other "out of pocket" expenditures in the service of the Church if approval has been given before the volunteer is engaged in the service of the Church.4 Recruitment and Employment- [ Top ]
4.1 Non-discrimination in Employment4.1.1 The Church is committed to the standards of Federal code in both the spirit and the legal requirement of all applicable laws, and beyond that is keenly aware of our Christian obligation toward all people. The continuing policy of the Church is to afford equal employment opportunity to qualified persons in all aspects of employment relationship including hiring, compensation, promotion, transfer, selection for training opportunities, layoffs and discharges, and retirement; however, a background in the Church or Lutheran theological training may be desirable for a specific position.4.2 Application Form
4.2.1 A uniform application form, including medical questionnaire, may be used in interviewing applicants for program and support staff positions.4.3 Personnel Records
4.3.1 The Senior Pastor shall keep a personnel file for all employees. These files shall contain the employment application, resume, letter of call, fringe benefit information, staff evaluations, and related items.4.3.2 All personnel files are confidential and accessible only to the Senior Pastor, employee, and the employee's direct supervisor. When employment with the Church ends, all personnel records of the employee are to be retained for three years and then destroyed.
4.4 Call or Employment Procedure
4.4.1 Clergy: The practice of the Church with respect to the clergy employed by letter of call is fixed in the Constitution and Bylaws of the Church.4.4.2 Program and Support Staff: Support staff shall be employed by the Congregation Council subject to the terms and conditions of these personnel policies.
4.5 Confirmation of Employment
4.5.1 When an employee is hired by the Church, the Senior Pastor will write a letter of employment defining the terms and conditions of employment, including a statement that all employees at the Church are at will. The employee and the Senior Pastor shall both sign the letter of agreement. A copy of the agreement will be retained in the employee's personnel file.5 Compensation- [ Top ]
5.1 Salary Recommendations5.1.1 Salary recommendations for all staff of the Church shall be made by the Human Resource Committee for action by the Congregation Council. The Human Resource Committee may consult the Senior Pastor for salary recommendations.5.2 Salary Reviews
5.2.1 Employee salaries shall be reviewed annually unless otherwise determined by the Congregation Council or Human Resource Committee on an individual basis.5.3 Salary Confidentiality
5.3.1 Salaries and related aspects of employment are deemed to be confidential and such information shall be shared only with the Congregation Council, Senior Pastor, employee's direct supervisor, Human Resource Committee, and Bookkeeper as necessary. Each member stated previously is to maintain the confidentiality of the employee.5.4 Travel Allowance or Mileage Reimbursement
5.4.1 For those employees whose major responsibilities involve the use of a car, a car allowance may be paid. All other employees may be reimbursed under current IRS guidelines for mileage for church business as determined by the Human Resources Committee or their designee on an individual basis.5.5 Fees for Service and Outside Employment
5.5.1 Fees for Services and Outside Employment of Full-time Clergy and Program Staff additional income from activities outside the normal responsibilities of a position shall not be accepted without prior approval of the Human Resource Committee. Employees are required to inform the Human Resource Committee of all career- related activities in which they are involved, and seek approval of those activities which are revenue producing.6 Reimbursable Expenses- [ Top ]
6.1 Authorized Travel6.1.1 Employees of the Church who are authorized to travel in connection with the performance of their work will be reimbursed for reasonable expenses incurred for transportation, food and lodging with prior approval of the Business Management Committee.7 Working Hours and Holidays- [ Top ]
7.1 Normal Hours7.1.1 Program staff employees shall have the flexibility to organize their time schedules to maximize effective performance of their duties and responsibilities.7.1.2 Full-time support staff -- Flexible scheduling is acknowledged as being necessary; however, fulfillment of a work week of a minimum of 40 hours is expected.
7.1.3 Part-time staff schedules shall be individually established by the Human Resources Committee or Senior Pastor.
7.2 Lunch
7.2.1 Lunch and rest periods for employees should be arranged on schedules which will provide for effective operation of the Church. A one hour lunch period is provided without pay; two 15-minute breaks are provided with pay.7.3 Attendance Reports
7.3.1 The Bookkeeper shall furnish and maintain adequate attendance records suitable for payroll purposes.7.4 Holidays
7.4.1 Offices of the Church will be closed on the following holidays which are to be considered days for which full pay is earned for all employees: New Year's Eve afternoon, New Year's Day, Good Friday afternoon, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve afternoon and Christmas Day.7.4.2 In the event that a holiday occurs on a Saturday, the previous Friday will be considered the holiday period. If the holiday occurs on a Sunday, the following Monday will be considered the holiday period. If the holiday falls on an employee's normal day off, another day may be taken as that "holiday." This day shall be taken in the current or following pay period. Compensation for part-time employees is pro-rated to the average daily hours worked.
8 Time Off From Work- [ Top ]
8.1 Vacation8.1.1 The Church shall seek, whenever possible, to accommodate its full-time employees in granting vacation at the time of their first choice. However, the Senior Pastor shall be obligated to consider the work requirements as well as the scheduling of vacations for other employees before approving the request. In instances where two employees request the same period of vacation time, but the honoring of such requests is not possible for both at the same time, the factor of seniority shall be the governing factor. Requests for specific weeks should be submitted to the Senior Pastor as far in advance as possible. Vacations for pastors shall be scheduled such that designated pastoral care is always available to the Congregation.8.1.2 Clergy Vacation
8.1.2.1 Clergy shall be entitled to four weeks vacation with pay and may be taken after six months of employment at First.8.1.3 Program and Support Staff Vacation
8.1.3.1 Full-time program and support staff shall be entitled to the following periods of vacation with pay after an initial six months of employment:1 - 3 years of employment ............ 2 weeks
4 - 14 years of employment .......... 3 weeks
15 + years of employment ............. 4 weeks
Sundays are to be included in vacation for those who have constant weekend duty.
8.1.4 Vacation Request
8.1.4.1 To initiate vacation requests, full-time employees shall submit the request to the Senior Pastor. The vacation requests will be granted with the needs of the Congregation as a primary criterion for decision. The Senior Pastor shall be responsible for maintaining a vacation log which records vacations for all employees.8.1.5 Standard holidays as specified in 7.4 shall not be counted as vacation days.
8.1.6 Vacation time must be used within the calendar year earned and may not be carried over to succeeding years, except under extenuating circumstances when exception may be made by the Senior Pastor.
8.1.7 The Church will not make payments of additional salary to an employee in lieu of unused vacation except upon termination of employment.
8.1.8 At the time of separation, any vacation time accrued and not taken during the year, will be prorated and paid out.
8.2 Sick Leave
8.2.1 Sick leave may be taken for the purpose of personal or family illness.8.2.1.1 Sick leave with full pay shall be allowed full-time clergy, program and support staff employees at the rate of one day for each month worked since the date of employment, subject, however to restrictions of accumulation given in 8.2.1.2.8.2.1.2 Accumulation of Unused Sick Leave
8.2.1.2.1 Unused sick leave shall be cumulative, provided that such accumulation shall not exceed 120 days. An employee shall not have the privilege of using accumulated sick leave for any purpose other than illness. At the time of termination of service, an employee shall have no claim for pay in lieu of unused sick leave.8.2.1.3 Sick leave benefits will begin January 1 of each year.
8.3 Disability Benefits
8.3.1 The Church participates in the Workers Compensation insurance system as required by law.8.3.2 In the event of disability, the Church will cover the first two months, full salary (and housing for clergy) after which benefits of the ELCA take effect. The ELCA benefit provides 2/3 of pre-disability defined compensation. Accumulated sick leave will be applied towards the two month period prior to when ELCA disability benefits take effect.
8.4 Funerals
8.4.1 At the time of death of an employee's immediate family, one week with full pay will be granted. Immediate family includes spouse, father, mother, son, daughter, brother, sister, step-parent, and step- sibling.8.4.2 At the time of death of an employee's relative, a maximum of two (2) days will be granted with pay. Relatives include grandmother, grandfather, grandmother-in-law, grandfather-in-law, mother-in- law, father-in-law, son-in-law, daughter-in-law, sister-in-law, brother-in-law. All other funeral leave requests shall be vacation days or time off without pay.
8.5 Maternity/Paternity/Adoptive Leave
8.5.1 Sick leave and vacation may be used for maternity, paternity or adoptive leave. Any additional leave will fall under the Family Leave Act. The total amount of paid and unpaid leave should not exceed 12 weeks in a 12 month period.8.6 Jury Duty
8.6.1 When Church staff are called for jury duty, the regular salary and allowances will be paid during the period of such duty, minus any jury duty compensation that is received.8.6.2 Church staff called for jury duty shall perform regular duties during any normal working hours when not required to report for jury duty. Certain necessary regular duties shall be performed after jury duty hours if requested and practical.
8.7 Accounting
8.7.1 The Senior Pastor or designated representative shall keep track of the number of unused "Vacation" and "Sick Leave" days for employees.8.8 Absences
8.8.1 Any absence, planned or emergency, shall be coordinated with the Senior Pastor as soon as possible. Any requests for time off for personal reasons shall be coordinated with the same.8.9 Military Leave
8.9.1 Employees required to attend mandatory training in the National Guard or Reserves may take approved leave without pay. Employees may use any accrued vacation time. The employee should inform the Senior Pastor when the orders are received.8.10 Continuing Education
8.10.1 Pastors and program staff will be granted time off and expenses according to letters of call and letters of agreement at the time of hiring.8.10.2 Support staff will be granted time and expenses for conference approved by the Senior Pastor.
8.11 Sabbatical Leave for Full-Time Clergy
8.11.1 Policya. A sabbatical leave is understood to be a time of release from normal duties in order that a pastor may devote time to renewal and study. No pastor is obligated to take a sabbatical leave.b. A sabbatical leave is understood as an integral and important part of an overall strategy for enhancing the mission of the congregation through pastoral renewal, development, and growth.
c. Pastors shall be eligible for a sabbatical leave of up to three months after having continuously served the congregation full-time for six years. Thereafter, a pastor shall be eligible for further sabbaticals every seventh year.
d. Recipients of sabbatical leave opportunities will be expected to serve the congregation for at least one year following return from a sabbatical leave.
e. Sabbatical leaves are not granted automatically, but shall be evaluated, approved, and administered by the Congregation Council.
8.11.2 Procedure
a. Sabbatical leave procedures are to be considered flexible so as to accommodate unusual opportunities that may develop.b. Since the congregation and entire church are ultimately enriched by the pastor's sabbatical leave, it is desirable that there be shared planning with the pastor's co-workers, interested congregational members, and Congregation Council.
c. Pastors seeking sabbatical leave shall submit a written proposal to the Congregation Council providing adequate notice of the requested sabbaticals so as to allow for necessary coordination and budgeting for the proposed leave. Notice of between three and six months is encouraged.
d. Proposals to the Congregation Council should include the following:
1. Personal objectives and program objectives2. A description of the major elements of the experience
3. Proposed beginning date and end date
4. Suggestions of how current job responsibilities will be handled during the leave
5. A description of any anticipated budgetary implications
e. A sabbatical leave is separate and distinct from continuing education and vacation. Vacation shall be granted during a sabbatical year as in any other year. Continuing education time shall be forfeited during a sabbatical year.
f. A pastor shall continue to receive normal compensation and benefits during the period of the sabbatical leave.
g. The pastor on sabbatical leave shall be responsible for the costs of the sabbatical, unless the congregation chooses to contribute to such costs. The pastor may choose to use accumulated continuing education funds for such purpose.
h. Within a month of return from sabbatical leave, the pastor shall submit a written report and evaluation of the leave to the Congregational Council.
9 Evaluation and Performance Review- [ Top ]
9.1 Each employee will receive an annual performance evaluation. The evaluation will be completed by the supervisor and reviewed with the employee. The employee will receive a copy of the evaluation and a copy will be retained in the employee's personnel file. It is the responsibility of the Human Resource Committee to evaluate the Senior Pastor. All personnel records shall be confidential.10 Resignation and Separation- [ Top ]
10.1 Resignation10.1.1 Resignation on the part of the employee shall require a minimum of 14 days written notice. Resignation shall be given in writing and delivered to the appropriate supervisor. A pastor shall give written notice of intent to resign at least 30 days in advance of final day of employment to the Senior Pastor and Synod Bishop, or, in the case of the Senior Pastor, to the President of the congregation and Synod Bishop in accordance with the Constitution and By-Laws of the congregation.10.2 Separation by Mutual Agreement
10.2.1 Employees and their supervisor(s) may reach a mutual agreement, following discussion of a work-related issue, whereby the interests of both would best be served by separation of the employee from employment. Under such circumstances, the separation would be without prejudice, and no further action would be taken.10.3 Involuntary Separation
10.3.1 Situations will arise where an immediate termination is appropriate.
11 Conduct in the Work Place- [ Top ]
11.1 Discrimination in the Work Place11.1 First Lutheran Church values its staff and the gifts which each brings to the Church. It is the policy of the Church to maintain a work environment free from all forms of discriminatory behavior toward any individual. The use of disparaging terms, derogatory remarks, and displays of insensitive treatment of another in the work place will not be tolerated.11.2 Sexual Harassment
11.2.1 Sexual harassment is a form of employee misconduct which undermines the integrity of the employment relationship. All employees must be allowed to work in an environment free from unsolicited and unwelcome overtures. Sexual harassment does not refer to occasional compliments. It refers to behavior which is not welcome, which is personally offensive, which debilitates morale, and which, therefore, interferes with the work effectiveness of its victims and their coworkers. Sexual harassment is a prohibited personal practice. A violation of this policy would occur if:a. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual'semployment;
b.Submission to or rejection of such conduct by an individual becomes the basis of employment decisions affecting that
individual; or
c. Such conduct has the purpose or effect of substantially interfering with an employee's work performance or creating an intimidating or offensive work environment.
11.3 Discriminatory Behavior
11.3.1 It is the policy of the Church to maintain a work environment free of all forms of discriminatory behavior. Therefore, any form of discriminatory behavior directed toward any individual is not acceptable and is subject to disciplinary action up to and including discharge. The Church is committed to a healthy work environment which fosters mutual respect and dignity of all.11.4 Reporting and Investigation of Inappropriate Work Place Behavior
11.4.1 If employees have witnessed or feel they have been subjected to any harassment of this nature, they should report such an incident to the Senior Pastor and/or the Chairperson of the Human Resource Committee and/or the President of the Congregation.11.4.2 A reported violation will be investigated by the Human Resource Committee promptly, objectively, and with discretion and confidentiality as the situation reasonably permits.
12 Grievances- [ Top ]
12.1 Employee grievances shall be discussed initially with the immediate supervisor. If the grievance remains unresolved, it should be discussed with the Senior Pastor. Every effort should be made to settle the matter through such discussion. If it cannot be resolved in this manner, the employee with the grievance, the immediate supervisor, or the Senior Pastor may refer the grievance in writing to the Human Resource Committee.
[ HANDBOOKS ] • [ HOME ]© Copyright 2001 by the Northwest Synod of Wisconsin Resource Center. Please see our usage policy.
NW Synod of Wisconsin Resource Center