Robert (Rob) J. Reid, J.D.
Margaret (Meg) Paul, PHR, SPHR
100 East Eighth Street
Cincinnati, Ohio 45202
(513) 421-3131 ext. 2860
Fax: (513) 421-6225
The Department of Human Resources offers the highest quality of service by developing with its partners a work environment that is built on trust and respect for each individual.
The Department of Human Resources provides development, oversight, support and direct services in the area of Human Resources for archdiocesan offices, parishes, schools and other archdiocesan institutions while insuring compliance with its mission, the values of the Catholic Church, and relevant governmental regulations and professional standards.
SPOTLIGHT OF THE MONTH
Conflict of Interest Disclosure Statement
Just a reminder that the Conflict of Interest Disclosure Statements are due by December 1, 2017. Each year responsible individuals who hold decision making or policy setting positions or who purchase equipment, supplies or other goods, must sign the form.
The Conflict of Interest Disclosure Statement can be downloaded at
As in the past, only Disclosure Statements that have potential conflicts of interest listed must be sent to the Director of Human Resources. All other Disclosure Statements must be kept in a confidential file (at your location) under lock and key.
If you have any questions regarding this reminder, please contact Rob Reid at 513/421-3131, Ext. 6611.
Termination of Employment
Pursuant to the Guidelines for Non-Renewal/Reduction in Force and the Serious Conduct Violations Policy, parishes and schools are required to consult with the Department of Human Resources prior to terminating a parish or school employee as a result of a reduction in force, the non-renewal of a contracted employee (i.e., teacher), or for a serious conduct violation. In addition, we strongly encourage all locations to consult with the Department of Human Resources on any other employment termination of a parish or school employee not covered by the preceding sentence.
Additionally, when there is a separation of employment, the principal/pastor must complete the following worksheets Termination/Discharge Worksheet [http://www.catholiccincinnati.org/wp-content/uploads/2013/06/Termination-Discharge-Worksheet.pdf] and Unemployment Information Worksheet and submit them to Rob Reid [firstname.lastname@example.org] and Laurie Bush [email@example.com] from T&W Employer Services [Third Party Administrator for Unemployment Compensation Claims].
Lastly, if a parish or school involuntarily terminates an employee, it is important that the parish/school supply the terminated employee the proper paperwork. When a termination occurs, the Continuation of Coverage Letter and the Continuation of Coverage Rights should be given to the employee. These documents outline the options available regarding continuation of health care coverage for up to 12 months. When terminating an employee, the Department of Human Resources has a Discharge Letter posted on the website that can be used as a template to outline the reason for the termination, the effective date and how the benefits are affected.
Language to be Added to Job Descriptions
In an effort to further clarify our employees’ work relationship with the church, the Archbishop has requested that all at-will (i.e., non-teachers) job descriptions contain the following paragraph in the Working Environment section of job descriptions:
“Employees of ______ Catholic Church will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based agency and adhere to the policies of ______ Catholic Church. Employees will not publicly oppose the teachings of the Catholic faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Cincinnati or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration or writing including the use of social media or other digital technologies.”
The HR Department strongly encourages the creation and maintenance of updated and accurate job descriptions for all positions. Please do not hesitate to contact Rob Reid or Meg Paul if you need assistance in this area. You can contact them at 513-421-3131 [Rob ext. 6611, Meg ext. 2841].
For all non-teaching employees (called “at-will” employees), it is very important to put their employment status and employment specifics in writing (i.e. job title, salary/hourly rate, benefits eligibility, full or part-time, exempt/non-exempt, etc.). For new employees, the offer letter would serve this purpose. For current employees, we recommend a Memo of Understanding that is signed by both you and the employee. For both of these documents, in addition to basic employment information and confirmation of at-will employment status, of particular importance is the necessity to put in writing that both new and continued employment are conditioned upon a clear background check, that the initial VIRTUS/Child Protection Training is successfully completed, and finally, the employee remain current with monthly VIRTUS Bulletins.
There is a sample offer letter on the Human Resources webpage to which you can refer.
NON-EXEMPT EMPLOYEES and OVERNIGHT WORK
With continued attention from the Department of Labor (DOL) on the correct classification of employees as exempt or non-exempt, we want to clarify how wages are paid for a non-exempt, hourly employee when going on an overnight retreat (or reasonable facsimile); for example, a CRE or Youth Minister accompanying a group of high school students on an overnight Kairos retreat.
When a non-exempt employee is required to be “on duty” for 24 hours or more, the employer may exclude a scheduled “sleeping period” of not more than eight hours from hours worked. This means 16 of the 24 hours would be paid.
Additionally, the DOL requires that the employee be provided with a notice prior to the overnight event that outlines how the upcoming hours will be paid. This should be signed by both employer and employee then filed in their personnel folder.
For those times when a non-exempt employee is required to work more than their regular schedule, but less than 24 hours, no sleeping period is allowed; all of these hours must be paid even if the employee is allowed time to sleep. For example, a CRE or Youth Minister arrives at the retreat at dinner time, participates in evening activities, stays overnight, then leaves the next morning.