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Diocese of Houma-Thibodaux

Catholic Charities Houma-Thibodaux

Employee Guidebook

Diocese of Houma-Thibodaux

Office of Human Resources/Employee Benefits

Approved by Bishop Sam G. Jacobs

Effective July 1, 2004

CCHT Edition October 2009

No. Page

Absenteeism 712 25

Affirmative Action Policy 302 10

Alarm System 204 8

Americans with Disabilities Act Policy 304 11

Anti-Harassment Policy 303 10

Benefits – Other 1006 32

Bereavement Leave 715 27

Break Schedule 207 9

Bulletin Boards 1004 32

Check Requisitions 401 15

Child Abuse Policy 319 14

Code of Ethics Receipt 45

Compensating Time Off 603 20

Confidentiality 313 13

Confidentiality Receipt 102 6

Confidential Misconduct Reports 508 17

Conflict of Interest 37

Conflict of Interest Receipt & Checklist 41

Continuation of Health Insurance 807 30

Discipline Procedures 506 17

Disclosure of Information Receipt 102 5

Discrimination Policy Receipt 43

Dismissal 805 29

Drug and Alcohol Abuse 317 14

Educational Leave 717 27

Educational Seminar 719 28

Electronic Mail (e-mail) 314 13

Emergencies 504 16

Employee Assistance Program 318 14

Employee Bulletin Boards 1004 32

Employment Eligibility Verification 306 11

Employment of Relatives 308 11

Employment Status Categories 311 12

Equal Employment Opportunity Policy 301 10

Exit Interview 806 28

Expense Reimbursement 720 28

Family Medical Leave Act 713 26

Fire Prevention and Procedures 511 18

Flexible Benefits Plan 708 22

Flex-Time 502 16

Funeral Leave 716 27

Gifts 513 18

Grievance Procedure 507 17

Health Insurance 704 21

Hiring and Advancement Policy 305 11

Hiring Procedures 1001 30

Holidays 709 23

Injury on the Job 509 17

Internet Policy 314 12

Job Related Expense Reimburse. 720 28

Jury Duty 716 27

Kitchen Duties 205 8

Layoff 804 29

Leave - Other Forms 719 27

Life Insurance 705 22

No. Page

Long-term Disability 706 22

Lunch Schedules 206 9

Mailing Procedures 402 15

Maternity Leave 714 26

Media and Public Relations 315 13

Military Leave 716 27

Minimum Age 307 11

Modification of Work Schedule 503 16

New Employee Orientation 1002 30

Non-discrimination Policy Receipt 44

Office Hours 201 10

Orientation Form for CCHT 46

Overtime 603 20

Parking 721 28

Paternity Leave 714 26

Pay Policy 601 20

Payday, Pay Checks 602 20

Performance Evaluation 505 16

Personal Appearance 208 9

Personal Effects 202 10

Personal Mail 203 10

Personnel Records 312 12

Philosophy 103 7

Physical Examination 309 12

Position Description 501 16

Probationary Period 310 12

Procedures 1001 30

Promotion 801 28

Public Relations 315 13

Receipt of Employee Guidebook 101 4

Resignation 802 29

Retirement 803 29

Safety 510 18

Security 722 28

Severe Weather/Emergencies 504 16

Short-term Disability 706 21

Sick Leave 711 25

Smoking Policy 316 14

Social Security 701 21

Solicitation 512 18

Standards for Excellence 33

Standards for Excellence Receipt 36

Substance Abuse 317 14

Suggestion Program 1003 30

Tardiness 712 25

Tax Deferred Annuity 707 22

Telephone Courtesies 403 15

Transfers 801 28

Unemployment Compensation 703 21

Vacation 710 24

Vacation Planning 1005 32

Visitors 514 19

Volunteers 515 19

Worker's Compensation 702 21

Diocese of Houma-Thibodaux

Catholic Charities Houma-Thibodaux

Employee Guidebook

Diocese of Houma-Thibodaux

Office of Human Resources/Employee Benefits Approved by Bishop Sam G. Jacobs

Effective July 1, 2004 CCHT Edition October 2009

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TO ALL DIOCESAN STAFF – ARCHIVES, CATHOLIC CHARITIES, CEMETERIES, AND PASTORAL CENTER STAFF Dear Friends in Christ After long and conscientious study and preparation, the diocese has prepared, with my approval and encouragement, a Diocesan Employee Guidebook containing policies and procedures to be adhered to by all diocesan personnel. I wish first to express my sincere gratitude for the serious and competent manner in which all those involved in the process of preparing this handbook have accomplished their task. It is a step forward in the growing progress and effectiveness of our diocese in caring for its employees and the people we serve. I hereby officially affirm and promulgate this Diocesan Employee Guidebook as binding upon all our Diocesan employees. The promulgation of this handbook becomes effective immediately upon its reception by all employees. Given at the Pastoral Center on this 22nd day of July 2004. __________________________ ______________________________ Most Reverend Sam G. Jacobs Date Bishop of Houma-Thibodaux

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ACKNOWLEDGEMENTS My special thanks to Kate Theriot, Director of the Office of Human Resources, for the many hours she and her staff spent working on this document. Thanks also to Louis Aguirre, Director of Communication for his input and editorial expertise, and to Janet Marcel for her proofing expertise. May God bless each one of you for all you have done to complete this excellent Employee Guide Book.

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101 RECEIPT OF EMPLOYEE GUIDEBOOK I hereby acknowledge receipt of my employee guidebook on the date indicated below. I also hereby agree to abide and follow the policies of the Diocese as well as the rules and procedures as outlined in the Employee Guidebook. I will check with my immediate supervisor to get clarification if I do not understand any rule or procedure discussed in the Employee Handbook. I understand and agree that when revisions to the handbook are issued it is my responsibility to update my copy and become familiar with the changes made. I understand that if I violate company rules or fail to follow established procedures, disciplinary action, including termination of employment, may be taken against me. Also, this will confirm that employment is for no fixed duration and no one except the Bishop, Department Coordinator or Director may alter or modify that status and then only in writing. _____________________________ Employee Signature _____________________________ Date

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102 DISCLOSURE OF INFORMATION CCHT embraces the first principle of Catholic Social Teaching in proclaiming that human life is sacred and that the dignity of the human person is the foundation of a moral vision for society. We believe that every person is precious, that people are more important than things, and that the measure of every institution (including CCHT) is whether it threatens or enhances the life and dignity of the human person. Respecting program participants’ confidentiality is constitutive to respecting their dignity. Catholic Charities Houma-Thibodaux maintains that confidentiality is, therefore, a moral obligation. All employees are bound to keep confidential all personal information learned on the job about program participants and employees. ORIENTATION AND TRAINING The orientation for all new CCHT employees includes a review of the importance of confidentiality and a signed confidentiality agreement. All signed copies are held by the Executive Director. Certain CCHT programs, such as the Assisi Bridge House and Adoptions, may have additional confidentiality requirements and these requirements are followed by all staff in those programs. Employees working in these programs sign statements documenting that they are familiar with the applicable laws and will abide by them. Confidentiality workshops are offered periodically to program staff. FILE MANAGEMENT All confidential files for program participants must be kept in a locked file. All medical documents for employees, including sick leave requests, are maintained by the Office Manager in a separate file according to HIPAA guidelines. All HIPAA guidelines are followed, including descriptions of employees with access to files. FACSIMILIES and EMAIL The CCHT fax cover sheet includes this confidentiality statement: PLEASE NOTE: The following page(s) is intended solely for the use of the individual or entity to which it is addressed and may contain information that is privileged, confidential, and exempt from disclosure under applicable law. If the reader of this notice is not the intended recipient, you are hereby advised that any dissemination, distribution or copying of this information is strictly prohibited. If you receive this communication in error, please advise us

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immediately by telephone and destroy these papers. If there are any problems receiving this fax please call CCHT at (985) 876-0490. Thank you. Confidential information should not be sent by email, except in cases where specific steps (e.g. privacy protection programs) have been taken to ensure confidentiality. The general policy of the Diocese of Houma-Thibodaux prohibits disclosure by anyone of any file, record, report, or other data or any information obtained at any time during employment, except as specifically prescribed by it or authorized, to an employee or non-employee, unless authorized by law or regulation. I understand the above policy and realize that violation on my part of these provisions is cause for immediate dismissal. _______________________ ______________________________ Signature Witness _______________________ ______________________________ Date Date

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103 Philosophy Employees of the Diocese embrace the teachings of the Catholic Church in the spirit of Vatican II. The ideal is to incorporate these teachings in all areas of life and ministry, including work. Where it may not be a requirement that an individual be a Catholic for a given position, it is necessary for the individual to espouse the philosophy and expectations for the employees of the Diocese of Houma-Thibodaux.

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201 Office Hours

The Diocese of Houma-Thibodaux Pastoral Center is open to the public from 8:30AM to 4:30PM. However, employee work schedules are established on an individual basis and given to the employee at their hire date. Specific CCHT programs at other locations have different hours of operation. 202 Personal Effects Employees are cautioned not to leave personal effects (purses, keys, jewelry, etc.) on top of desks, office furniture, etc. Such personal belongings should be locked securely when employees are away from their office area. The Diocese cannot be responsible for the loss of or damage to personal property of an employee. Insurance coverage is available for personal items, which are used directly for the benefit of the diocese. 203 Personal Mail Employees should avoid having personal mail and/or packages addressed to their place of work. However, as a courtesy, the Diocese will mail personal mail for the employees if the mail is properly addressed and stamped. 204 Alarm System The Catholic Charities Aycock Street office and some other locations are equipped with a coded alarm system. To arm and/or disarm the system, a designated code of numbers is dialed in utilizing the system’s numbered “touch-pad”. The code is confidential and should not be given to unauthorized persons. New employees are asked to meet with their supervisor for more detailed operating instructions. The last person in the building is responsible for checking the doors, making sure they are locked, and arming the building. 205 Kitchen Duties All persons using a kitchen are expected to clean the items and areas they use. The maintenance personnel are not responsible for washing dishes. Each employee is asked to take turns cleaning the kitchen.

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206 Lunch Schedules All employees are asked to rotate their lunch schedules between the hours of 11AM and 2PM. Each employee is entitled to a one-hour lunch break, beginning at the time they leave their workstation until the time they return. 207 Break Schedule Employees are entitled to one 15-minute break in the afternoon. Smokers should limit their breaks to no longer than 15 minutes/day (in addition to their lunch break). 208 Personal Appearance Professional attire is required at all times. Everyone is encouraged to dress in a neat and orderly manner. Jeans and/or t-shirts, etc. are not considered professional. Professional attire includes dresses/skirts, suits, pants suits, blouse/shirt, blazers, vests, pants in suitable business fabrics, or ties, along with business or professional type shoes.

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301 Equal Employment Opportunity Policy Equal Employment Opportunity (EEO) has been and will continue to be an

objective of the Diocese of Houma-Thibodaux. Employment is based upon capabilities and qualifications without discriminating against anyone because of race, color, sex, national origin, disability, religion, or any other protected group covered by law, except where religious belief or practice is relevant to the promotion of Catholic principles in the regular performance of essential job duties. 302 Affirmative Action Policy Because the defense and promotion of human rights is inseparable from the gospel mandate, the Diocese of Houma-Thibodaux takes affirmative action to afford equal opportunities for all persons. Catholic Charities employees should understand culture and its function in human behavior, recognizing the strengths that exist in all cultures. Employees should have a knowledge base of their clients’ cultures and provide services in a way that is respectful or those cultures. CCHT staff will participate in regular education about, and seek to understand, the nature of social diversity and oppression. CCHT is committed to advocacy for policies that safeguard the rights of, and confirm equity and social justice for, all people. 303 Anti-Harassment Policy Harassment can be defined as a physical or verbal conduct that creates a hostile or offensive working environment. (a). Sexual Harassment is a behavior that may include but is not limited to un-welcomed sexual advances, jokes, verbal abuse, touching, obscene comments or gestures, or any other physical, verbal, or visual conduct. (b). Harassment of any kind (nature) is prohibited. This includes harassment because of race, color, religion, national origin, sex, disability, or any other individual or group protected by law. (c). Retaliation is prohibited. Retaliation is when a supervisor takes punitive actions against individuals because they exercise their legal rights. Employers and/or supervisors are prohibited, by EEO laws, from retaliating against individuals who make discrimination complaints. (d). Incidences of possible harassment should be promptly reported to the Diocesan Director of Personnel. (See grievance procedures.)

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304 Americans with Disabilities Act Policy The Diocese of Houma-Thibodaux is in compliance with the provisions of the Americans with Disabilities Act. It is the policy of the Diocese of Houma-Thibodaux not to discriminate against any qualified employee because of a disability as long as the employee can perform the essential functions of the job. The Diocese will provide reasonable accommodation to any qualified individual with a disability provided such an accommodation does not impose undue hardship on the Diocese of Houma-Thibodaux. 305 Hiring and Advancement Policy The departments of the Diocese endorse the practice of promotion from within. When the Diocese determines an opening is available for internal consideration, before advertising for a position publicly, the Office of Communications will post the position description within the Pastoral Center and other Diocesan locations. An employee considering transferring to another department shall notify his/her supervisor when application is made. Hiring of employee’s is the responsibility of the Coordinator. Personnel records and notification of employment are handled by the Diocesan Director of Personnel. 306 Employment Eligibility Verification Prior to beginning employment, each employee must sign the following forms: (a). Acceptance of the terms of employment (formal letter from Director of Personnel (b). Personal Data Information Sheet (c). W-4 & L-4 Income Tax Withholding Form (d). I-9 form required by Immigration Reform and Control Act (e). New Hire Program State of Louisiana form (f). Insurance and Section 125 Forms (g). Other forms required by law or Diocese. 307 Minimum Age Minimum age of employment is 16. Any persons between the ages of 16 and 18 must obtain a work certificate. Persons under 18 are restricted from operating mechanical equipment, driving, and other hazardous activities. 308 Employment of Relatives A relative may not directly supervise or review an employee’s performance.

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309 Physical Examination Once an offer of employment is made, the Diocese reserves the right to require a physical examination by a physician at the employer’s discretion, and employment is conditioned on the results. The examination should occur prior to the employee starting work and shall focus solely on the applicant’s ability to perform the essential job functions as delineated in the job or position description. The Diocese will be responsible for the cost of the physical. Drug testing may be required. CCHT has a drug free workplace policy. 310 Probationary Period The initial 3 months of employment are considered probationary. This allows for an initial evaluation of the employee’s performance and also provides an opportunity for the employee to assess whether the position is appropriate for his/her professional interests and skills. 311 Employment Status Categories Benefit Eligible = Those employees who are regularly scheduled to work at least 30 hours per week and are designated to receive the complete benefit package. Full Time = Those employees designated as such and are regularly scheduled to who work 35-40 hours per week. Part Time = Those employees are designated as such and are normally scheduled to who work less than 35 hours per week. 312 Personnel Records Are Diocesan Property A cumulative personnel record is maintained for each employee with the Director of Personnel in a confidential file. Salary and related information is kept in confidential files in the Office of Finance. Those records are confidential and available only to the employee and the appropriate supervisory personnel. No information is released without authorization from the Director of Personnel. Current employees may request to review their personnel file in the Office of Personnel during regular business hours, the Director of Personnel will consider a reasonable and timely request. If any employee has a change in address, phone number, marital status, number of dependents, etc., they should promptly report these changes to the Director of Personnel, Office of Human Resources, and Finance.

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313 Confidentiality All records and information pertaining to the Diocese of Houma-Thibodaux or its employees are strictly confidential. All employees must be aware of this and act accordingly. All information must remain in confidence and no one should disclose any information to an unauthorized person inside or outside the Diocese of Houma-Thibodaux, except as required by law concerning one’s personal information. 314 Electronic Mail & Internet Policy E-Mail

Employees provided with access to an electronic mail system should limit the use of e-mail to conducting diocesan business. All information received or sent via e-mail becomes diocesan records. All information stored or transmitted through e-mail is covered by the Diocese’s confidentiality policy. No e-mail messages should be sent, created, or forwarded if they contain inappropriate, personal or non-business matters, including hostile, intimidating, or offensive material pertaining to race, color, sex, age, religion, national origin, disability, or any other protected group by law. Internet

The Diocese of Houma-Thibodaux recognizes the information on the Internet may be helpful and useful for business purposes. However, the use of the Internet must be conducted using common sense and good judgment. The prohibited activities include but are not limited to the following: Games and Entertaining software Illegal copying or use of material or software Fraudulent, harassing, sexually explicit, obscene or unlawful material Searching inappropriate materials, including sexual or pornographic materials. If either policy is not abided, disciplinary action will be taken. In such situations, employees may be subject to civil and criminal liability. 315 Media and Public Relations The Director of Communications has the responsibility to be the primary spokesperson on behalf of the Diocese, unless otherwise directed by the Bishop. The Office of Communications is responsible for providing training for employees to effectively respond to the media. The purpose of this policy is to foster good relations with the media by providing them with accurate information.

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316 Smoking Policy The Diocese of Houma-Thibodaux adheres to a smoke-free workplace

policy. Smoking is prohibited in all buildings, offices, and facilities of the Diocese of Houma-Thibodaux. However, there are designated smoking areas which may be used. 317 Drug and Alcohol Abuse (Substance Abuse)

The Diocese recognizes chemical dependencies as treatable health problems and supports efforts of rehabilitation. However, the use of any illegal substance is strictly prohibited. The consumption of alcoholic beverages is forbidden in the workplace, except during designated social functions. It is each individual’s personal responsibility to report to work fit for duty and without the detectable presence of any illegal or prohibited substance. More detailed policies may be found at your individual work facilities. CCHT has a drug free workplace policy. 318 Employee Assistance Program

The Diocese provides counseling services through the health insurance program. Please refer to the benefit booklet for complete details or call the Office of Human Resources for details. 319 Child Abuse Policy For the policy and procedures concerning abuse or neglect of minors, the Diocese of Houma-Thibodaux has adopted an all-inclusive policy on child abuse or neglect of minors. (please refer to the employee benefits binder).

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401 Check Requisitions Check requisitions should be completed by each office when requesting payment for services/goods. Please refer to the procedures as outlined by the Finance Office for further information on the mailing and processing of check requisitions. 402 Mailing Procedures

Mail being sent at the Pastoral Center should be brought to the mailroom before 3:30PM for mailing the same day. The mail slots are located in the mailroom on the first floor of the Pastoral Center. Bulk mailing envelopes are sent through first class mail to all parishes, schools and institutions of the Diocese of Houma-Thibodaux every Friday. Mailings to these entities should be placed in the appropriate mail slot. All CCHT locations are encouraged to use these bulk mailing envelopes for all material going to parishes. 403 Telephone Courtesies

When answering the telephone, courtesy is essential at all times. Employees should answer promptly and identify themselves. Employees are expected to greet callers in a friendly, courteous manner. Calls are to be screened per the preference of the director. Written memos are essential. Voice mail will take messages in the employee’s absence. These calls should be returned promptly. Office phones are not to be used for personal calls. In the event it is necessary, the call should be kept to a minimum and cost reimbursement will be made to the business office as applicable.

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501 Position Description A job description for each position is given to the employee and a copy is filed in the Office of Personnel. It is the responsibility of the employee and the director to keep the description current. Ordinarily the updating takes place on an annual basis. However, employees are expected to do all assigned tasks, even if they do not update the job description. 502 Flex-Time

A flexible hours program acknowledges that employees’ personal needs may require coordination with their work. This allows employees to adjust their working hours to minimize conflicts between work and family related activities. It is at the discretion of the director/supervisor to modify or eliminate a flex-time practice with the approval of the coordinator. 503 Modification of Work Schedule

Employees are expected to work the schedule arranged for them at the beginning of their employment. If an employee desires a change in their schedule, a request must be submitted to the director and coordinator in writing. It may not be possible for all requests to be honored. 504 Severe Weather/Emergencies The Bishop, Vicar General, or Chancellor, will decide when the Diocesan Offices will be closed due to severe weather/emergencies. Announcements will be posted via voice mail. 505 Performance Evaluation The Diocese believes in both the accountability and the affirmation that occurs in the context of performance review. This serves the needs of the Diocese and is an aid in the development of the individual’s contribution and productivity. The Director/Supervisor is responsible for conducting the performance evaluations. The first performance review will be informal and is usually conducted 90 days from date of hire. A second performance review will normally be formal and conducted 6 months from date of hire. Thereafter, a written performance review of each employee will be done. If you have not been reviewed within these guidelines, you should submit a written request for a review.

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506 Discipline Procedures It is the responsibility of all employees to observe all personnel policies and regulations of the Diocese. Coordinators and Directors are responsible for enforcing Diocesan policies. Any violation or other unacceptable behavior may lead to disciplinary action, up to and including termination. 507 Grievance Procedure

Should an employee feel unfairly treated, either in assignment of work load, dismissal, or other matters, the individual may request an interview with their Director/Supervisor and/or the Coordinator to express the grievance. A grievance may be put in writing. If the employee is unable to resolve the matter by discussing it with the Director/ Supervisor and/or Coordinator then the employee may request an interview with the moderator of the Curia. He will consult the Bishop with his recommendation and a final decision will be made. The employee is assured that prompt action will be taken and that a response, at each stage of the grievance, will normally be given within ten working days. 508 Confidential misconduct reports If an employee has knowledge of, or suspects, any financial improprieties or any other violations of conditions set by law, regulation, contract, grant, donation, policy or any kind of financial impropriety or misuse of funds then those facts or suspicions should be reported to the Director/ Supervisor and/or Coordinator of the person whose actions are in question. Such reports will be treated confidentially. If the employee is unable to resolve the matter by discussing it with the Director/ Supervisor and/or Coordinator then the employee may request an interview with the moderator of the Curia. He will consult the Bishop with his recommendation and a final decision will be made. The employee is assured that prompt action will be taken and that a response, at each stage of the grievance, will normally be given within ten working days. 509 Injury on the Job

Injuries, accidents, or illnesses, which are work-related, are to be reported immediately to the Office of Property Insurance.

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510 Safety In order to operate Diocesan facilities in a safe, efficient manner, it is

necessary to have general safety rules to guide daily job activities. Employees are expected to be thoroughly familiar with safety rules and incorporate them into their daily activities. Any unsafe acts or conditions should be reported to the Office of Property Insurance. All work practices and procedures are to be followed. Safety meetings are held periodically. All activities are to be performed in accordance with the guidelines in the Safety Manual. Never put yourself or another at risk to serious injury or harm 511 Fire Prevention and Procedures Employees are required to be familiar with the location of fire extinguishers and know how to use them. Escape routes are posted in each room near the doorway. All “no smoking” signs must be obeyed. Open fires are prohibited without prior approval. Hazardous situations are to be reported immediately. Electrical heaters and appliances are to be turned off and unplugged when unattended. 512 Solicitation The Diocese prohibits all solicitations during those times employees are to be working and/or the distribution of materials at anytime in work areas without prior authorization by the Chancellor. 513 Gifts Employees may not offer, exchange, or accept payments of gifts, either directly or indirectly, from any individual, firm, or institution, which conducts business with or has contacts with institutions of the Diocese. “Payments”, “gifts”, etc., include trips, loans*, loan guarantees, money, etc. These rules do not apply to Christmas gifts, thank you gifts, business meals, or occasional gifts of nominal value, none of which may exceed $50. *Obtaining loans, loan guarantees, etc., which are part of the normal course of doing business with vendors such as banks, financial institutes, insurance companies etc., are acceptable.

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514 Visitors Employees are to avoid receiving personal visitors during working hours. Social visits must not take place in the general working area. Employees are not to leave their work-station except during your regularly scheduled breaks. 515 Volunteers Volunteers can be used to assist in office and program duties when necessary. However, they are subject to the same business practices and confidentiality agreements as an employee. While we encourage employees to do volunteer work in the community, any fund-raising for this work must first be approved by the Chancellor before bringing it into the office setting.

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601 Pay Policy Bonuses and merit increases are extraordinary and should not be expected as part of ordinary pay compensation. Merit increases and bonuses are given as determined by the fiscal position of the Diocese, as it considers appropriate. Recommendations for these increases are made by the Diocesan Finance Council Executive Committee and approved by the Bishop. Individual amounts are determined by the Coordinator with input from the Director and approved by the Bishop. They are not to be considered granted until final approval is communicated. Salary and other benefits are discussed only with the Director and the Coordinator. Salary information is regarded as personal and confidential. 602 Payday, paychecks Employees are paid on the fifteenth and the final day of each month by direct deposit. “Weekly Time in/Time out Log” sheets must be submitted according to Diocesan procedures for each payroll period. Failure to report ,or inaccurate reporting, of information will be grounds for disciplinary action up to and including termination. 603 Overtime, Compensating Time Off It is at the discretion of the Director to permit an employee to work overtime and the Director must approve all time taken in advance. Nonexempt employees who work more than the normal workweek may be compensated by time off, within the pay period. An employee who works approved overtime, more than their normal hours during a week, but less than 40 hours in the week will be granted time off during the following work week. Time off must be taken within the pay period. There is no banking of time off from one pay period to another or any other period. 604 Unauthorized Overtime All overtime must be approved in advance by an employee’s supervisor. When overtime is worked without approval, appropriate compensation will be made after the first offense. However, subsequent offenses will not be compensated and can lead to termination. Unapproved overtime is against Diocesan policy.

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701 Social Security Social security is a statutory benefit that is required by Federal law. It is a multi-purpose program that addresses retirement income, survivor benefits, disability, Medicare, hospital insurance, and supplementary medical insurance. Participation in the program is automatic upon employment. 702 Worker’s Compensation

The Worker’s Compensation Program is a statutory requirement for employers with 5 or more employees in Louisiana. It provides basic income and medical costs for job-related illnesses/injuries. Such injuries or illnesses must be reported immediately to the Office of Property Insurance. 703 Unemployment Compensation

The Diocese voluntarily contributes to an Unemployment Fund. The plan is similar to the State of Louisiana’s plan. Eligibility for benefits is determined by the State of Louisiana Office of Employment Security and the plan administrator. 704 Health Insurance

Health insurance eligibility and coverage are controlled by the Plan document, which controls in the event of a conflict between it and the following general summary. Effective date of coverage for all new eligible employees is the first day of employment, provided the application is filed within thirty (30) days of employment.

Every benefit eligible* employee may apply and request family coverage. The Diocese will pay the full amount of the premium for each employee. However, if an employee wishes to receive hospitalization coverage for family coverage, the additional cost of coverage is made through payroll deduction.

The Office of Human Resources/Employee Benefits will explain the costs

for dependents’ coverage. A special booklet outlining the benefits of the program is given to each new employee at the start of employment. If an employee refuses coverage he/she must sign a waiver. The Diocese does not reimburse anyone whenever a waiver of benefits is signed. Under appropriate circumstances, employees who take a leave of absence may be allowed to remain in the program for a maximum of 12 months, provided that the appropriate parish, school, or institution official approves, and the individual pays all costs. Arrangements must be made prior to the last date of employment.

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When applicable a member of a religious community will maintain health insurance coverage with their community. Under these circumstances the Diocese will reimburse the community on an annual basis up to the premium amount but not to exceed the amount under the Diocesan plan. The Hospitalization Plan is periodically reviewed by the Employee Benefits Committee. See plan booklet for the explanation of benefits. * A Benefit Eligible Employee is someone who is designated as such and is normally scheduled to work at least 20hrs/wk or at least one half of a normal work week. 705 Life Insurance All employees covered by the Diocesan medical health plan will receive $20,000 term-life insurance benefit. Additional coverage can be purchased through one of the Diocesan approved supplemental carriers and payment is made through payroll deductions. 706 Long-term & Short-term Disability Long-term Disability insurance is required for all benefit eligible employees through an outside firm. The cost is deducted from each employee’s payroll. Please see disability plan booklet in the benefits binder for more specific information. Short-term disability is provided under the Diocesan sick leave policy. Additional short-term coverage can be purchased through payroll deductions. Contact the Office of Human Resources for complete information. 707 Tax Deferred Annuity A Tax Deferred Annuity is a voluntary plan adopted by the Diocese of Houma-Thibodaux to help employees provide for retirement. Tax Deferred Annuities are authorized under Section 403(b) of the Internal Revenue Code. This section permits tax-favored status of contributions for eligible employees. Please refer to the Employee Benefit Binder for more information. 708 Flexible Benefits Plan The Flexible Benefit Plan enables the employee the opportunity to pay for some normal expenses with pre-tax dollars. This program is authorized under Section 125 (C) of the Internal Revenue Services. All benefit eligible employees are eligible to participate. Refer to Section 3 of the Employee Benefit Binder for more details.

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709 Holidays

OFFICIAL DIOCESAN HOLIDAYS +Effective: January 1, 1989

Revised July 1, 1997 Revised July 1, 2004

1. New Year’s Eve December 31* 2. New Year’s Day January 1* 3. Martin Luther King, Jr. Birthday 3rd Monday in January 4. Mardi Gras Day 5. Ash Wednesday 6. Good Friday 7. Easter Monday 8. Independence Day July 4* 9. Labor Day 1st Monday in September 10. Thanksgiving Day 11. Friday after Thanksgiving 12. Christmas Eve December 24* 13. Christmas Day December 25* 14. Employee’s Birthday** 15. Employee’s Anniversary of Hire Date** * Should any of these dates fall on Sunday, a holiday will be granted the following day. Should any of these dates fall on a Saturday a holiday will be granted on Friday. ** The intent is to take the day on or nearest these dates whenever possible. If however, your birthday or anniversary day falls on a weekend or an inconvenient day for your office then another day may be substituted. An employee is eligible for these holidays after one full year of service. Only those actively employed are eligible for holiday off with pay. Holidays are not accrued or carried forward after the holiday. ***If an employee has a regularly scheduled day off and a Holiday falls on the regularly scheduled day off the employee is not entitled to an extra day off. +These are the official holidays for the administration offices for the Chancery. Particular CCHT programs may observe a different schedule.

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710 Vacation 1. Employees are entitled to five (5) vacation days after having been employed for six months without interruption. Vacation time can only be taken after it has been earned. 2. After one (1) year of full time service and up to five (5) years, employees will receive up to ten (10) vacation days. 3. After five (5) years, employees will earn one (1) extra vacation day for every year thereafter up to 10 years of employment and 15 days of vacation. 4. After twenty (20) years or more of full time service, employees earn up to twenty (20) vacation days. Each year employees will have the opportunity to state preference of vacation period; however, it must be taken when it fits in best with the work requirements of the respective office/location. Vacations are taken annually. There are no carry-over days. Employees are required to take at least one full week of vacation (5 consecutive days) each year. Exceptions to this policy must be approved by the respective Director and Coordinator or Administrator. Vacations may be taken after they are earned. (See Procedure #1005) The vacation benefit is based on a 35-40 hr/week (employee working 5 days per week). Any alteration of this work schedule also alters the vacation benefit. The vacation benefit is prorated according to the number of hours and days of an individual’s work schedule.

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711 Sick Leave Full time employees, after completing six (6) months of employment are allowed one (1) day sick leave per month or up to twelve (12) per year. Sick days are cumulative up to a maximum of 90 days. However, a maximum of 30 days of accumulated sick leave is transferable from one location of the Diocese to another. Sick days cannot be exchanged for vacation days or pay. Sick days may only be taken for absence caused by bona fide illness. Sick leave days may be used when needed for personal illness and members of the immediate family. For this purpose, immediate family includes spouse, dependent children and parents. The sick leave benefit is based on a 35-40 hr/week employee working 5 days per week. Any alteration of this work schedule will also alter the sick leave benefit. The sick leave benefit is prorated according to the number of hours and days of an individual’s work schedule. Sick leave is a benefit for active employees. Once employment is terminated for any reason, sick leave time is voided. Former employees are not compensated, at termination, for unused sick leave. 712 Absenteeism & Tardiness As much advance notice as possible should be given to the Director if an employee knows that he or she will be absent from the office for any reason, or late in arriving. This will enable individual offices to plan the daily workload more effectively during the employee’s absence. When advance notice cannot be given, the employee should telephone the office as soon as possible and speak directly to the Director. In the event the Director is not available, the employee should contact the Coordinator and should leave a voice mail message for the Director and a phone number where the employee can be reached. After leaving this message, the employee should contact the receptionist or other appropriate person(s) requesting them to personally contact the employees’ Director. Chronic and inexcusable tardiness, regardless of the reason, will not be tolerated. Employees are expected to be on time for work, and at their workstations, on a regular basis. Personnel who know they will be out of the office are asked to make arrangements to have their routine duties taken care of by someone else. Also, it is absolutely essential that the receptionist be notified so that messages can be properly handled.

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713 Family and Medical Leave Act Policy (FMLA) FMLA provides eligible employees with up to 12 workweeks of unpaid leave for certain family and medical reasons during a 12-month period. These reasons may include; but are not limited to: the birth of a child to the employee, an adoption of a child by an employee, a child placed with employee for foster care, taking care of a spouse, dependent child, or dependent parent, if the spouse, child, or parent has a serious health condition, or a serious health condition that makes the employee unable to perform his/her job duties. A serious health condition is defined by the Act, but generally is an illness, injury, impairment, or physical or mental condition, that involves inpatient care in a hospital, hospice, or residential medical facility, or continuing treatment by a health care provider. During this leave, an eligible employee is entitled to continue group health- plan coverage and other applicable benefits as if the employee had continued to work. At the conclusion of the leave, subject to a timely return and some other expectations, an employee generally has a right to return to the same or to an equivalent position. FMLA leave runs concurrent with other leave, e.g. worker’s compensation leave. A FMLA poster is posted in each facility and explains the rights and obligations provided by the Act. 714 Maternity/Paternity Leave Maternity/Paternity leave will be granted according to the needs and circumstances. Generally, this would be 8 weeks after the delivery of the child. This leave may include either/or a combination of sick leave time, vacation time, and FMLA time, depending on the individual’s work history and other circumstances.

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715 Bereavement/Funeral Leave In the event of a death in the immediate family, a leave of absence will be granted. The number of days will be contingent on the circumstances, and the relationship of the deceased to the employee. These days are to be taken consecutively within a reasonable time of the day of the death or of the funeral. Immediate family in this case includes: spouse, child/step child, parents (in-laws or step), grandparents, and grandchild. Employees should contact their Director to discuss the situation in order to plan the leave. Upon returning to work, the employee must record their absence as a bereavement/funeral leave on their leave record form. Proof of death and relationship to the deceased may be required. Vacation time may be used for funerals of close friends, non-immediate family members, etc., provided work needs are met. 716 Jury Duty Leave/Military Leave A leave of absence for jury duty will be granted to any full time or part time employee who has been notified to serve. Upon receipt of the notice to serve jury duty, the employee should notify their Director. All employees are required to fill out a leave record form and attach a copy of the notice to serve jury duty. The employee will receive full salary while serving the jury, less any amount received for witness or other fee. Any remuneration received by the employee for jury duty should be reimbursed to the Diocese in lieu of deductions. The Diocese complies with USERRA and applicable state laws concerning military service. 717 Educational Leave Extended leave for educational purposes will be considered for a specific length of time without pay. Insurance benefits may continue, provided employee pays the total premiums. Certain other benefits may continue depending on the length of the leave. The Coordinators will make this decision.

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718 Educational Seminar Educational seminars may be offered to the employees as a benefit. These seminars should be on subjects that would enhance the performance of the employees’ duties, career, and personal development. Budget limitations will apply to the number and cost of seminars available for attendance per year. Generally, Directors may attend one major convention each year. Support staff may be offered attendance at one seminar and/or day of reflection each year. 719 Other Forms of Leave Requests for leave for other reasons will be handled on an individual basis. These may be granted if office routines will not be disrupted. Insurance benefits may continue, provided employee pays the total premiums. Certain other benefits may continue depending on the length of the leave. The Coordinators will make this decision. 720 Job Related Expense Reimbursement Reasonable and approved expenses, when incurred while performing work related duties may be reimbursed when documentation is presented and approved by the Coordinator/director/supervisor. 721 Parking All employees park in the designated employee parking area. 722 Security Anyone holding night meetings or working after hours should contact the Director of Building/ Construction for security procedures. 801 Employment/Promotion and Transfers All employees are hired with at least a three-month probationary period. Promotions are based on the needs of the organization, general qualifications and competence for the position under consideration. Promotions will be effective when recommended in writing by the immediate supervisor and approved by the Coordinators. As vacancies or new positions become available in the Diocese, announcements will usually be sent via memo. Current employees, beyond the probationary period, interested in vacant positions are eligible to apply for the position and should notify their current supervisor of their interest.

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802 Resignation All employees are expected to discuss termination plans with the Coordinator, and/or Director/Supervisor. A letter of resignation should be submitted at least two weeks in advance. However, length of notice is contingent on the position and circumstances and must be discussed with the Director and/or Coordinator. Termination without notice will be recorded in the personnel files. Resignation for acceptable reasons by an employee with a good work record should not be detrimental to employees who might seek re-employment. 803 Retirement In situations where employees are qualified for and considering retirement, they should follow the same notification schedule as noted in policy #802, Resignation. Benefits information upon retirement can be obtained from the Benefit Policy Documents. 804 Layoff An employee may be removed from a position due to ministry or business considerations. This may either be a temporary or permanent layoff. The factors considered in determining the layoff include but are not limited to, the need for the position, funding for the position and/ or office, job performance, qualification, and service time with the Diocese. 805 Dismissal Dismissal of employees is the responsibility of the Coordinator in consultation with the Director, normally after a personal interview with the employee concerned, and with the Bishop having knowledge of the circumstances. Dismissal of a director is the responsibility of the Coordinators with the Bishop having knowledge of the circumstances. Dismissal of a Coordinator is the responsibility of the Bishop after consultation with the other coordinators. Generally, a three-week notice will be granted. Comparable financial remuneration may be given in lieu of an actual time notice. 806 Exit Interview An exit interview may be conducted by the coordinator/ Director/ or Supervisor upon termination of employment.

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807 Continuation of Health Insurance after Termination/Retirement Upon termination/retirement, an employee may continue coverage under the guidelines as specified in the employee benefit booklet. If coverage is not continued upon termination, rights of participants to benefits are limited to claims incurred and due up to the date of termination and benefits described in the benefit booklet. The employer may terminate the Plan in whole or part at any time. Any termination of the plan will be communicated to participants prior to the effectiveness of such termination.

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PROCEDURES 1001 Hiring Procedures The normative procedure is as follows: 1. Applications for all positions shall be reviewed and personal interviews shall be conducted. 2. Reference material shall be obtained: a. Educational records b. Employment references from past employers; c. And/or personal references 3. The candidate the Diocese feels is best qualified by experience and training shall be selected, consonant with Diocesan principles, philosophy, and needs. The Coordinator will inform the Director when a decision has been made. Final authority for hiring shall rest with the Coordinator and may be subject to approval by the Bishop. 4. The person selected shall be notified in writing, by the Director of Personnel. Notification, in writing with copies to the coordinator and the Director of the office, and the Diocesan Business Manager, and shall include position, starting date, salary, benefits, and job description. 1002 New Employee Orientation After an individual is hired, it is their responsibility to set an appointment with the Office of Human Resources/ Employee Benefits for an orientation, sometime during the first week of work, preferably on or before the 1st day. During this orientation, the employee is given the benefit binder, forms needed for enrollment in the benefit program and the employee guidebook. The Orientation meeting must take place within 30 days of the date of hire. This allows time for completion and processing of forms. Other CCHT orientation procedures are detailed in the CCHT Orientation check list. 1003 Suggestion Program Suggestions for improvements in diocesan institutional operations are welcomed. Suggestions should be in writing and submitted to your coordinator/director or may be brought to the table with the Director and/or at staff meetings.

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1004 Employee Bulletin Boards The designated bulletin boards may be utilized for advertising upcoming events, positions available, etc. However, the employee is responsible for receiving prior authority for posting through their supervisor. The employee is responsible for discarding the material, as it becomes outdated. Political messages, controversial matters, including disrespectful or other inappropriate materials are not allowed. 1005 Vacation Planning It is the responsibility of each Director to work with their staff in planning annual leave time. It is suggested that this planning be done by December of each year because vacation time runs on a calendar year basis. It is the responsibility of each Director to work with their staff in planning annual leave, which will prevent an employee from trying to use up accumulated vacation in the last months prior to the end of the fiscal year. 1006 Other Employee Benefits The Diocese practice is to provide community- building activities to the employees through a family picnic, staff appreciation, Thanksgiving luncheon and Christmas party. Please contact the Director or the Office of Human Resources for a schedule and/or more information on these activities.

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LOUISIANA STANDARDS FOR EXCELLENCE The Louisiana Standards for Excellence are intended to describe how the most well-managed and responsibly governed organizations should, and do operate. They provide benchmarks to determine how well an organization is fulfilling its obligations to beneficiaries, contributors, and the public. Catholic Charities must comply with applicable local, state, and federal laws. The Louisiana Standards for Excellence build on that foundation, and go a step further. Based on fundamental values – such as honesty, integrity, fairness, respect, trust, responsibility, and accountability – the Louisiana Standards for Excellence describe how CCHT should act to be ethical and accountable in our program operations, governance, human resources, financial management and fundraising. Louisiana Standards for Excellence Guiding Principles Mission and Program Nonprofits are founded for the public good and operate to accomplish a stated purpose through specific program activities. A nonprofit should have a well-defined mission, and its programs should effectively and efficiently work toward achieving that mission. Nonprofits have an obligation to ensure program effectiveness and to devote the resources of the organization to achieving its stated purpose. Governing Body Nonprofits are governed by an elected, volunteer board of directors that should consist of individuals who are committed to the mission of the organization. An effective nonprofit board should determine the mission of the organization, establish management policies and procedures, assure that adequate human resources (volunteer or paid staff) and financial resources (earned income, government contracts and grants, and charitable contributions) are available, and actively monitor the organization’s financial and programmatic performance.

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Conflict of interest Nonprofit board and staff members should act in the best interest of the organization, rather than in furtherance of personal interest or the interest of third parties. A nonprofit should have policies in place, and should routinely and systematically implement those policies, to prevent actual, potential, or perceived conflicts of interest. Human Resources A nonprofit’s relationship to its employees and volunteers is fundamental to its ability to achieve its mission. An organization’s human resource policies should address both paid employees and volunteers, and should be fair, establish clear expectations, and provide for meaningful and effective performance evaluation. Financial and Legal Nonprofits must practice sound financial management and comply with a diverse array of legal and regulatory requirements. A nonprofit’s financial resources should be used in furtherance of the organization’s charitable purposes. Organizations should conduct periodic reviews to address regulatory and liability concerns. Openness Nonprofits are private corporations that operate for public purpose's with public support. As such, they should provide the public with information about their mission, program activities, and finances. A nonprofit should also be accessible and responsive to members of the public who express interest in the affairs of the organization. Fundraising Charitable fundraising provides an important source of financial support for the work of most nonprofit organizations. An organization’s fundraising program should be maintained on a foundation of truthfulness and responsible stewardship. Its fundraising practices should be consistent with its mission, compatible with its organizational capacity, and respectful of the interest of donors and prospective donors.

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Public Affairs and Public Policy Nonprofits provide an important vehicle through which individuals organize and work together to improve their communities. Nonprofits should represent the interests of the people they serve through public education and public policy advocacy, as well as by encouraging board members, staff, volunteers and constituents to participate in the public affairs of the community.

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Receipt of LANO Standards for Excellence

I acknowledge receipt of the LANO Standards for Excellence. I have reviewed the Standards and understand that Catholic Charities is certified under the Standards for Excellence.

Board Member/Volunteer/Employee ______________________ Date

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Catholic Charities Houma-Thibodaux Conflict of Interest Policy Application of Policy This policy applies to board members, staff and certain volunteers of all the various programs of Catholic Charities Houma-Thibodaux (CCHT) who have significant decision-making authority with respect to financial or other resources of the agency. Persons covered under this policy are hereinafter referred to as "interested parties". Conflict of Interest A conflict of interest may exist when the interests or concerns of an interested party may be seen as competing with the interests or concerns of CCHT. Conflict of interest concerns include, but are not limited to, the following. Financial Interests: A conflict may exist where an interested party, or a relative or business associate of an interested party, directly or indirectly benefits or profits as a result of a decision made or transaction entered into by CCHT. Examples include situations where: the organization contracts to purchase or lease goods, services or properties from an interested party, or a relative or business associate of an interested party; the organization purchases an ownership interest in or invests in a business entity owned by an interested party, or a relative or business associate of an interested party; the organization offers employment to an interested party, or a relative or business associate of an interested party, other than a person who is already employed by the organization an interested party, or a relative or business associate of an interested party, is provided with a gift, gratuity or favor, of a substantial nature, from a person or entity which does business, or seeks to do business, with the organization;

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an interested party, or a relative or business associate of an interested party, is gratuitously provided use of the facilities, property, or services of the organization. Other interests: A conflict may also exist where an interested party, or a relative or business associate of an interested party, obtains a non-financial benefit or advantage that would not have been obtained absent his/her relationship with the organization, or where his/her duty or responsibility owed to the organization conflicts with a duty or responsibility owed to some other organization. Examples include where: an interested party seeks to obtain preferential treatment by the organization for him/herself, or relative, or business associate; an interested party seeks to make use of confidential information obtained from the organization for his/her own benefit, or a relative, business associate or other organization; an interested party seeks to take advantage of an opportunity, or enable a relative, business associate or other organization to take advantage of an opportunity, which s/he has reason to believe would be of interest to the organization Disclosure of Actual or Potential Conflicts of Interest An interested party is under a continuing obligation to disclose any actual or potential conflict of interest as soon as it is known, or reasonably should be known. An interested party shall complete a questionnaire (attached) to fully and completely disclose the material facts about any actual or potential conflicts of interest. The disclosure statement shall be completed upon his/her association with the organization, and shall be updated regularly thereafter. An additional disclosure statement shall be filed at such time as an actual or potential conflict arises. For Board members, the disclosure statements shall be provided to the Board Chair, or in the case of the Chair's disclosure, to the Secretary. Copies shall also be provided to the Executive Director.

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In the case of staff or volunteers with significant decision making authority, the disclosure statements shall be provided to the Executive Director, or in the Executive Director's case, to the Chair. The Secretary shall file copies of the disclosure statements with the minutes of the board. Procedures for Review of Actual or Potential Conflicts - Generally Where an actual or potential conflict exists between the interests of CCHT and an interested party with respect to a specific proposed action or transaction, CCHT shall refrain from the proposed action or transaction until such time as the proposed action or transaction has been approved by the disinterested members of the board of directors of this organization. The following procedures apply: An interested party who has an actual or potential conflict of interest with respect to a proposed action or transaction of the corporation shall not participate in anyway in, or be present during, the deliberations and decision making of the organization with respect to such action or transaction. The interested party may, upon request, be available to answer questions or provide material factual information about the proposed action or transaction. The disinterested members of the board of directors may approve the proposed action or transaction upon finding that it is in the best interests of the corporation. The board shall consider whether the terms of the proposed transaction are fair and reasonable to the organization and whether it would be possible, with reasonable effort, to find a more advantageous arrangement with a party or entity that is not an interested party. Approval by the disinterested members of the board of directors shall be by vote of a majority of directors in attendance at a meeting at which a quorum is present and with the approval of the President. An interested party shall not be counted for purposes of determining whether a quorum is present, nor for purposes of determining what constitutes a majority vote of directors in attendance. The minutes of the meeting shall reflect that the conflict disclosure was made, the vote taken and, where applicable, the abstention from voting and participation by the interested party.

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Violations of Conflict of Interest Policy If the board of directors has reason to believe that an interested party has failed to disclose an actual or potential conflict of interest, it shall inform the interested party of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose. If, after hearing the response of the interested party and making such further investigation as may be warranted in the circumstances, the board determines that the interested party has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

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Conflict of Interest Policy Affirmation of Compliance and Disclosure Statement I have received and carefully read the Conflict of Interest Policy for board members, staff and certain volunteers of Catholic Charities Houma-Thibodaux and have considered not only the literal expression of the policy, but also its intent. By signing this affirmation of compliance, I hereby affirm that I understand and agree to comply with the Conflict of Interest Policy. I further understand that CCHT is a charitable organization and that in order to maintain its federal tax exemption it must engage primarily in activities that accomplish one of more of its tax exempt purposes. Except as otherwise noted in the Disclosure Statement and attachments, if any, below, I hereby state that I do not, to the best of my knowledge, have any conflict of interest that may be seen as competing with the interests of CCHT nor does any relative or business associate have such an actual or potential conflict of interest. If any situation should arise in the future which I think may involve me in a conflict of interest, I will promptly and fully disclose the circumstance to the President or Chair of the Board of Directors of CCHT or to the Executive Director, as applicable. I further certify that the information set forth in the Disclosure Statement and attachments, if any, is true and correct to the best of my knowledge, information and belief. Name (please print): ____________________________________________ Signature (Date)

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CCHT Disclosure Statement

Please complete the questionnaire, below, indicating any actual or potential conflicts of interests. If you answer “yes” to any of the questions, please provide a written description of the details of the specific action or transaction in the space allow. Attach additional sheets as needed. Financial Interests – A conflict may exist where an interested party, or a relative or business associate of an interested party, directly or indirectly benefits or profits as a result of a decision made or transaction entered into by the organization. Please indicate, during the past 12 months: Has the organization contracted to purchase or lease goods, services, or property from you, or from any of your relatives or business associates? ______Yes ______No If yes, please describe: Has the organization purchased an ownership interest in or invested in a business entity owned by you, or owned by any of your relatives or business associates? ______Yes ______No If yes, please describe:

Has the organization offered employment to you, or to any of your relatives or business associates, other than a person who was already employed by the organization? ______Yes ______No If yes, please describe: Have you, or have any of your relatives or business associates, been provided with a gift, gratuity or favor, of a substantial nature, from a person or entity which does business, or seeks to do business, with the organization? ______Yes ______No If yes, please describe:

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Have you, or any of your relatives or business associate, been gratuitously provided use of the facilities, property, or services of the organization? ______Yes ______No If yes, please describe:

Other Interest – A conflict may also exists where an interested party, or a relative or business associate of an interested party, obtains a non-financial benefit or advantage that he would not have obtained absent his/her relationship with the organization, or where his/her duty or responsibility owed two the organization conflicts with a duty or responsibility owed to some other organization. Please indicate if at anytime during the past twelve months: Did you obtain preferential treatment by the organization for yourself, or for any of your relatives or business associates? ______Yes ______No If yes, please describe:

Did you make use of confidential information obtained from the organization for your own benefit, or for the benefit of a relative, business associate, or other organization? ______Yes ______No If yes, please describe:

Did you take advantage of an opportunity, or enable a relative, business associate or other organization to take advantage of an opportunity, which you had reason to believe would be of interest to the organization? ______Yes ______No If yes, please describe: {additional examples if any}

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NON-DISCRIMINATION POLICY

Catholic Charities Houma-Thibodaux is an equal opportunity employer and an Equal Delivery of Service facility.

In accordance with Title VI of the Civil Rights Act of 1964 and it’s implementing regulation, Catholic Charities Houma-Thibodaux will, directly or through contractual or other arrangements, provide services and benefits to all persons without regard to race, color or national origin. Staff privileges are granted without regard to race, color or national origin (where appropriate). Catholic Charities Houma-Thibodaux is an equal opportunity employer and does not discriminate on the basis of race, color or national origin. In accordance with Section 504 of the Rehabilitation Act of 1973 and its implementing regulation, Catholic Charities Houma-Thibodaux will not, directly or through contractual or other arrangements, discriminate on the basis of handicap in enrollments, access, and provision of services or employment. In accordance with the Age Discrimination Act of 1975 and its implementing regulation, Catholic Charities Houma-Thibodaux will not, directly or through contractual or other arrangements,

discriminate on the basis of age in the provision of services unless age is a factor necessary to the normal operation or the achievement of any statutory objective. Robert Gorman has been designated at the coordinator for implementation of this policy Any person(s) alleging discrimination has a right to file a complaint within 180 days of the alleged discriminatory action. All civil rights complaints, written or verbal should be forwarded immediately to: USDA

Director; Office of Civil Rights

Room 326-W; Whitten Bldg.

14th and Independence Avenue SW Washington DC 20250-9410

Or call (202) 720-5964 (voice and TDD)

The complaint should contain the name, address, and telephone number of person filing

complaint, the specific location and name of the entity for whom complaint is against, the nature of the incident or action that led the complainant to feel discrimination exists, and the date, names, titles, and business addresses of persons who may have knowledge of the discriminatory action. ________________________ _____________________ Date Employee

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Code of Ethics Receipt – CCUSA

I have read and received a copy of the Catholic Charities USA Code of Ethics. Any questions I have about the Code of Ethics has been answered by my supervisor or a Director.

__________________________ _______________ Employee Date

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Record of Completion of Orientation for New CCHT Employees

This is to certify that __________________________ has completed the orientation process for new CCHT employees. This statement will become part of the employee’s permanent record. Signature of this form, and checks on applicable lines, indicates receipt or completion of each marked item.

________________ _________________ ___________

Supervisor Employee Date ____ Complete application and resume*

____ Submit fingerprint check and/or State Police Criminal Record Check* ____ Complete Safe Environment Training*

____ Sign Confidentiality Pledge*

____ Sign safety statement and policies*

____ Sign non-discrimination policy*

____ Sign job description

____ Sign Code of Professional Conduct*

____ Sign Code of Ethics

____ Sign LANO Standards for Excellence

____ Sign Conflict of Interest Policy

____ Sign Drug Free Workplace Agreement*

____ Sign receipt of Employee Guidebook ____ Provide 3 Letters of Reference

____ Meet with Benefits Office to: complete Personal Data Sheet, W-4, L-4*, I-9*, review benefits

package, receive benefits binder, schedule Colonial Life meeting, complete TDA, sign up for insurance plan within 30 days, etc.

____ Tour the building, review location of fire exits, fire extinguishers, first aid kit

____ Review Goals/Objectives and Performance Evaluation

____ Review CCHT and Diocesan Mission Statements (employee to receive copies), History of CCHT, CCHT programs and the role of the Catholic Parishes

____ Review the Principles of Catholic Social Teaching and the Resource Library

____ Complete additional orientation process for _________ program:

• *Temporary staff will complete these forms