ucvare.files.wordpress.com€¦ · web viewucv adult religious education manual page 11 of 26....

UCV Adult Religious Education Manual of 27

Unitarian Church of Vancouver

Adult Religious Education / Exploration Manual

ARE Manual

Image source: 199749173balancingbouldershttpwww.flickr.comphotospeternijenhuis.jpg

Contents (Revised 20150408)

1. ARE contact Information - committee members and UCV office staff ...............................................22. ARE Committee Terms of Reference....................................................................................................33. ARE Policy and Procedure....................................................................................................................64. ARE Related Forms

Event Planning & Approval Form....................................................................................................8Page 1 Summary Page 2 UCV Event Service Request

Standard Contract Form...............................................................................................................10Political Activity Authorization Form.............................................................................................11The ARE Host Role........................................................................................................................12Yoga Waiver and Information Form..............................................................................................14

5. Related Policy & ProcedureCharitable Donations Policy and Procedure..................................................................................15Communications Policy and Procedure........................................................................................16Co-Sponsorship of Events and Benefits Policy and Procedure......................................................19Social Media Policy and Procedure...............................................................................................21

End notes...................................................................................................................................................26

Filename: document.docx


UCV Sanctuary InteriorBanners design: Catherine Stewart

Banner mounts: Rob Taylor, Buildings & Grounds CommitteeBanners construction: Big Bold Beautiful Banner Company

Pulpit hanging: Partner Church, Brasov, RomaniaFlowers: UCV Sunday Flower Committee

Photo: Dianne Donaldson ©2014

Contact informationARE Committee members (1 Mar – 30 Sep 2015)

Chair: email Phone / textMary Bennett [email protected] 604-617-0142 MMembers: Cheryl Amundsen [email protected] 604-523-0123 HKeith Wilkinson [email protected] 604-838-5643 M

Rev Steven Epperson On sabbatical until Sep 2015

UCV Office StaffRavina Sangara [email protected] 604-261-7204Tara McNiven [email protected] 60r-261-7204


mailto:[email protected]






ADULT RELIGIOUS EDUCATION/EXPLORATION (ARE) COMMITTEE TERMS OF REFERENCE1. Policy

1.1. The Church sponsors adult education for members, adherents and the public in a manner that is consistent with the official purposes of the Church. [See the church Constitution for a statement of these official purposes.]

1.2. Under the current contract with the Church, the Parish Minister is accountable for directing the child, youth and adult religious education and exploration programs of the church. Accordingly, membership in all religious education/exploration committees of the Church must have the approval of the Parish Minister as well as the Board. These committees provide consultation and assistance to the Parish Minister in planning, implementing and evaluating the relevant religious education/exploration programs.

2. Goals 2.1. Provide advice to the Parish Minister on policy related to the Adult Religious

Education/Exploration (ARE) Program2.2. Provide advice to the Parish Minister on the implementation of the ARE Program.2.3. Provide coordination and support to specific programs.

3. Membership and Structure3.1. Selection and appointment of members - The chair or co-chairs shall be appointed by the

Board. Committee members shall be recruited and recommended to the Board by the Chair and Parish Minister. Committee members shall serve no more than 3 years.

3.2. Committee Roles – Committee roles include the following positions: Chair or Co-Chairs (to be appointed by the Board) Secretary (responsible for taking and distributing minutes of meetings) Members at large (up to 6) Parish Minister and Board President ex officio

3.3. Meetings - The committee shall meet at least 4 times a year. Consensus will be sought on key matters and issues. A majority decision will be used on less critical matters.

3.4. Sub-committees and task forces - From time to time, the Committee may establish sub-committees or project/work groups to plan and develop specific project activities or events.

4. Accountabilities The committee is accountable to the Board of the Unitarian Church of Vancouver for the following:

4.1. To support the Parish Minister in the development and implementation of a high quality adult religious education/exploration (ARE) program for the congregation;

4.2. To work in a collaborative manner with the Parish Minister and other Church groups in the planning and implementation of ARE program activities;

4.3. To provide input into an annual planning and program evaluation process.4.4. To provide input into the annual budget of the Adult Religious Education Program and to

review the expenditures of the program.4.5. To affirm and promote the Principles and Sources of the Canadian Unitarian Council and adhere

to the Covenant of Healthy Relations of the Unitarian Church of Vancouver in the work and process of the committee.

4.6. To review and recommend updating of the Committee’s terms of reference annually.



4.7. To oversee the planning and implementation of the ARE program during any extended absence of the Parish Minister.

4.8. To promote ARE events within and outside the congregation. Communication with the congregation shall take place through one or more of the following UCV Events (or other regular church print publications) Orders of Service UCV website Informational displays Brochures & flyers Official UCV social media accounts (e.g., Facebook, Twitter, chat-groups,)

4.9. To communicate with relevant committees, staff members and groups (e.g., Program Coordinating Council, Worship Services Committee, Congregational Administrator, Office Assistant, Music Assistant, Choir Director) and with the Board and membership about the Committee’s plans and activities. This shall be done through the circulation of Committee minutes and the preparation of an Annual Report of committee activities. Minutes are to be circulated to the Chair of Program Coordinating Council, the Board President, the Parish Minister and the Congregational Administrator. [See also the table of authorities and responsibilities below.]

5. Table of authorities & responsibilitiesFollowing are the authorities and responsibilities of the ARE Committee in key areas.

Area of authority & responsibility Recommends Is consulted regarding

Liaises with

Decides

Implementation of religious education program activities

X

ARE program promotion XARE curriculum XAnnual planning process XProgram evaluation process XAnnual budget and expenditures XARE Committee Terms of reference XUCV Worship Services Committee XUCV Membership Committee events XUCV social & arts planning groups XUCV alternative spiritual practice groups (meditation, circle dance...)

X

Implementation of special events X

6. Procedures 6.1. The Adult Religious Education/Exploration (ARE) Committee in conjunction with the Parish

Minister reviews and approves plans for all ARE classes, courses, programs and events.6.2. All classes, courses, programs and events (hereafter referred to as “programs”) approved,

sponsored or con-sponsored by the ARE committee shall be open to all interested Church members and adherents, subject to availability of seats. Programs may also be open to members of the wider community. [See Policy re Co-sponsorship of Events/Benefit Events.]

6.3. Fees charged for ARE programs will be credited to the Church’s ARE account to support current and future programming.



6.4. Program charges may be applied to cover the cost of materials or books provided by the group leader.

6.5. All persons interested in participating in a program are welcome regardless of their ability to pay fees. Fees will be adjusted or waived to ensure equal opportunity for participation.

6.6. When a program leader requests payment for services, participants must be aware that the fees are being charged to pay the program leader. Program leaders are responsible for declaring this as income and no income tax will be deducted nor will T4 slips be provided by the Church.

6.7. Historically, program leader who charge fees are requested to donate 10-20% of the income generated back to the church.

6.8. Participants must register for ARE programs through either the UCV Office or the program leader.

6.9. A record of fees collected will be maintained by the UCV office.

7. References and additional resources: UCV Constitution UCV Communications Policy & Procedures UCV Co-Sponsorship of Events and Benefit Events Policy & Procedures UCV Social Media Policy & Procedures West Shore Unitarian Church, Rocky River Ohio, Practicing a Unitarian Universalist Religious

Life (PUURL). [An ARE model serving mind, body, heart & spirit.]Available at: http://www.wsuuc.org/religious-education/practicing-uu-life.php


http://www.wsuuc.org/religious-education/practicing-uu-life.php


ADULT RELIGIOUS EDUCATION/EXPLORATION POLICY 1. Policy

1.3. The Church sponsors adult education for members, adherents and the public in a manner that is consistent with the official purposes of the Church. [See the Church Constitution for a statement of these official purposes.]

1.4. Under the current contract with the Church, the Parish Minister is accountable for directing the child, youth and adult religious education and exploration programs of the church. Accordingly, membership in all religious education committees of the Church must have the approval of the Parish Minister as well as the Board. These committees provide consultation and assistance to the Parish Minister, and to education staff and contractors in planning, implementing and evaluating the relevant religious education and religious exploration programs.

1.5. Multi-generational programs are encouraged.

2. Procedures 2.1. The Adult Religious Education/Exploration (ARE) Committee in conjunction with the Parish

Minister reviews and approves plans for all ARE classes, courses, programs and events.2.2. All classes, courses, programs and events (hereafter referred to as “programs”) approved by the

ARE committee shall be open to all interested Church members and adherents, subject to availability of seats. Programs may also be open to members of the wider community. Programs may also be approved for specific populations (e.g., men, women, those who meet specified pre-requisites, etc.) and shall be open to all who meet the specified criteria. [See Policy re Co-sponsorship of Events/Benefit Events.]

2.3. Fees received for ARE programs will be credited to the Church’s ARE account to support current and future programming.

2.4. Fees may be charged to cover the cost of instructor fees and instructional materials. 2.5. All persons interested in participating in a program are welcome regardless of their ability to pay

fees. Fees will be adjusted or waived to ensure equal opportunity for participation.2.6. Program planners complete a UCV Event Planning & Approval Form detailing the title, purpose,

dates, times, locations, leaders, budget (outlining expenses and revenues including fees), and submit the form to the ARE Committee or designated Committee member for approval prior to promoting the event.

2.7. After a program is approved, the ARE Committee ensures that a copy of the Event Planning & Approval Form is provided to the Office Assistant or Congregational Administrator to facilitate registration and payment processing.

2.8. When program leaders are to be paid, a UCV Standard Contract is approved and signed by the contractor and a representative of the ARE Committee and a copy provided to the Congregational Administrator. Contractors are responsible for declaring fee payments as income. No income tax will be deducted from their payment and no T4 slips will be issued by the church.

2.9. Donations made by contractors to the church will be processed like all other charitable donations.

2.10. Participants must register for ARE programs through either the UCV Office or the program leader. When registering through the program leader, receipts are issued by the leader and a copy is provided to the UCV office staff.

2.11. A record of fees collected will be maintained by the UCV office.



3. Internal References UCV Event Planning & Approval Form

[used for approvals and to facilitate effective administrative support] UCV Standard Contract

[used to facilitate effective administrative support] UCV Political Activity Authorization Form

[used to support mandatory CRA reporting and to protect charitable organization status]

UCV Communications Policy & Procedures [includes guidelines for sensitive topics] UCV Co-Sponsorship of Events and Benefit Events Policy & Procedures

[includes provisions regarding allowable political activities] UCV Social Media Policy & Procedures

[includes guidelines for UCV Facebook. Twitter, chat-groups, etc.]

UCV Constitution [includes statement of official church purposes]

4. Additional Resources West Shore Unitarian Church, Rocky River Ohio, Practicing a Unitarian Universalist Religious

Life (PUURL). [An ARE model serving mind, body, heart & spirit.]Available at: http://www.wsuuc.org/religious-education/practicing-uu-life.php


http://www.wsuuc.org/religious-education/practicing-uu-life.php


UCV Event Planning & Approval FormThis form is completed prior to all events, benefit events and ARE programs sponsored or co-sponsored by UCV and approved by an appropriate person. Upon completion, a copy is provided to UCV office staff to help them provide approved support. Please add explanatory material where necessary.

Title of Event: Purpose of Event:

*Attach program description and content of promotional material for approval.

Committee Sponsoring the Event:

Name of UCV Committee liaison for this event:

Phone: email:

Co-Sponsors (if any):

Dates, times, locations, & space scheduled for event:

Event instructor/leader name(s):

Credentials:

Event open to: a) UCV members & adherents only b) public c) other (specify):

Special enrollment restrictions or pre-requisites (if any):

Budget:** (Summarize here. Expand this space or attach pages as required.)

UCV Event Service Request (subsequent page) completed? Yes No

Name of person completing this form:

Name of Committee member approving this plan:

Approval Signature: Date

**Include: Expenses (leader fees, room rental fees, materials, promotion, refreshments, caretaking, other); Revenues (tuition/entrance fees, donations at the door, committee funds, special funds, co-sponsor contributions, other). If applicable, specify how revenues/surpluses will be shared amongst co-sponsors.



UCV Event Service RequestOffice Contact: T: 604-261-7204 email [email protected]

Services requested for this event Yes No Notes

Office use:Agreed Y/N

SpaceRoom booking service Specify dates and hours including

set-up & take-down time. Caretaking charges may apply.

Kitchen use required? Charges may apply if event is large; dates may be restricted if there are conflicting events

Audiovisual equipment required (specify)

Charges may apply

AV Technician required Charges will applyChildcare required Charges may applyMusician support required Charges will applyCaretaker (required for larger events) Charges will apply including extra

charge if time is exceeded.Room cleanup by volunteers Chairs and tables must be returned

to “at rest” position. Space must be left clean.

Keys required Deposit required; holder responsible for locking facilities at end of each event

Storage requirements (specify)

RegistrationRegistration of participants by Office Charges may apply PromotionPromotion in UCV Order of Service Dates:

Attach text <=50 wdsPromotion in UCV Events Contact Promotion on UCV Bulletin BoardsPhotocopyingPhotocopying promotional materials Charges will applyPhotocopying handout materials Charges will applyPhotocopying during the event Charges will applyOther Services - specify

See also UCV Communications Policy & Procedures (regarding sensitive topics)UCV Adult Religious Education/Exploration Policy and ProceduresUCV Co-sponsorship of Events & Benefit Events Policy and ProceduresUCV Political Activity Authorization Form

Comments




Contract between the Unitarian Church of Vancouverand (Contractor Name), dated ( )

Correspondence and invoices must show this number Contract no.

Project AuthorityName of Committee Chair/designate

Financial Code

Complete Name and Address of Contractor/Supplier :

Base Contract Amount $/hourOr…

As this is a self-employed contract, no notice is required from any party beyond meeting commitments agreed to. It is the contractor’s responsibility to deal with income tax deductions. No benefits are provided on contracts.The contractor may work using their own equipment and facilities.Pre-approved expenses will be reimbursed upon presentation of receipts.

During the period starting from: dd-mmm-yyyy Ending: dd-mm-yyyy

Contractor HST Registration No.

DESCRIPTION OF WORK OR SERVICE

End results and criteria to be used to determine acceptability:

Assessment of work: Done on an ongoing basis.

Terms and/or frequency of payments: All hours of contract work are pre-approved by the authorized Committee member. Upon completion of assigned work, the Committee member submits a Cheque Requisition Form to UCV office staff.Signed:

For Unitarian Church of Vancouver

Signed:

Contractor

Date : Date :



Political Activity Authorization FormThe Unitarian Church of Vancouver is a Registered Charity. This makes donations to the church tax-deductible, which is important to our financial health. This benefit comes with conditions.To maintain our Registered Charity status, the church is required to report to the CRA on a number of matters, including political activities including advocacy, letter writing, demonstrations, etc.

Name of the activity ___________________________________________________________________

Names of other sponsoring groups ________________________________________________________

Brief summary

Event Date______________________ Time____________________ Location_____________________

Use of Premises (specify room/s) _________________________________________________________

Use of Staff: specify names and estimated hours (include caretakers)

Use of UCV member volunteers # and hrs _________________________________________________

Advertising expense ___________________________________________________________________

Advertising use of UCV materials, equipment _______________________________________________

Advertising on UCV website _____________________________________________________________

Church funding requested ______________________________________________________________

Payee name and charity number _________________________________________________________

Information provided by _____________________________________ Date ______________________

UCV Board approved ☐ rejected ☐

per________________________________________________________ Date______________________



Adult Religious Education / Exploration – The ARE Host RoleThe ARE Host role is new for this season’s adult religious education/exploration season. It is designed to ensure that each session flows smoothly. Sometimes the facilitator or teacher will fill this role but it is almost always best for another member of the attending group to be the host.

The Host’s Responsibilities1. Before the event

a. Be sure you or the facilitator has a key to the building and room you are using. Some cupboards are locked as well. The Chair of ARE has a key that you can borrow if needed.

b. Check with the facilitator as to what room set-up they wantc. Be clear what the process for the event will be, for instance, whether there’ll be a planned break.d. Decide if refreshments will be offered and how that will be organized. There is tea and coffee in

the kitchen but anything else needs to be purchased (including milk for beverages) and paid for from donations or the ARE budget if planned in advance.

e. Check with the UCV office (Tara) about the list of registered participants. If there’s a fee, find out if people have paid. (Note: policy is that no one will be turned away for financial reasons).

f. If there’s a facebook event, check to see who’s listed there. Optional: post information on facebook to remind people, or to advise if there’s still space or if the even is full.

g. Ask the facilitator if they’d like a chalice. If so, get matches and candle ready. Bring a reading or hymnal. You can offer to do this or ask facilitator or another person to do so.

h. Field potential questions for the facilitator People who wish to drop in or attend later events – is it allowed? Other questions/concerns…

2. At the eventa. Arrive at least 15 minutes before the start of the event to set up.b. Make some tea (if the kitchen is not being used exclusively by another group).c. Set-up the room in a suitable configuration – d. Chairs – often in a circle; sometimes with tablese. Audio visual – projector, screen, power cords (*must reserve with Office well in advance)f. Yoga mats and props – check with yoga instructorg. Note that the wifi code for Hewett Centre is ucvucvucvh. Adjust the lighting to something pleasant depending upon your group’s purpose.

3. When participants arrivea. Help participants register and get comfortable. b. Visitors may need to be informed about washroom locations. c. Prepare a sign-in sheet and direct people to it at a suitable time.d. Arrange name tags or name tents and appropriate pens if facilitator wishes.e. Provide copies of the UCV standard release form if they are required (e.g. for physical activities).f. Ensure participants are aware of the suggested donation.g. Have a basket/envelope, etc., for accepting donations.h. Circulate ARE flyers for other events.

4. Starting the workshopa. Start on time: Briefly introduce the facilitator and turn the program over to that personb. Light the chalice and read the reading if these are part of the event.

5. During the sessiona. Help the facilitator in whatever way requested. If there are refreshments, for instance, you could

serve the facilitator so s/he can have a break or talk to participants.



6. Closing the workshopa. Help the facilitator end on time. E.g, remind people of the time when it’s getting near the end. b. Thank the facilitator.c. If it’s a continuing group, remind people of the next session.d. Group members may have announcements they’d like to share, so you may want to leave time for

that (depending on the group).7. After the event

a. Ensure that chairs, tables and equipment are restored to their original state.b. Wash the dishes, run them through the sterilizer, and put them back in the cupboards.c. Turn all donations in to the office in a suitable envelope indicating what event they are from.

Include any receipts for expenses paid from the proceeds. If a caretaker is on duty, you can ask to be let into the office to leave the envelope in the drop-box in the office. Some UCV members also have keys to the office. If there is no caretaker on duty and no member with a key available, seal the materials in an envelope and, within a week (e.g., the following Sunday), bring them to the office and deposit them in the drop-box or leave them with staff.

d. Turn in a brief report to the ARE Committee. This can be as simple as a short email giving number of participants and any issues or questions that need responses. If the facilitator is doing a program evaluation, distribute those on the last session and turn into the ARE committee. Your own suggestions about how we can support ARE hosts, facilitators and programs are definitely welcome.

e. Ensure doors to ALL rooms in the Hall and ALL outside doors are locked. If you are the only group on site, you’ll want to lock the front door after all participants have arrived. If you expect latecomers, put a note on the door with a phone number or the request to knock loudly and wait.

f. If people have asked to be on our email list, pass along the names and email addresses to [email protected]. They’ll be added within a week.

Thanks for being a great host!

ConnectionsARE (Interim) Committee [email protected] ARE listings are on the web at: http://vancouverunitarians.ca/ucv/education/adult-religious-education/UCV ARE facebook events are listed at: https://www.facebook.com/UCVancouver/eventsReferencesIf you are not familiar with the ARE terms of reference, policy and procedure, or process & forms for applying to do an ARE course, just ask [email protected] or any of the committee membersCommittee MembersMary Bennett, ChairCheryl AmundsenTerri Brownell – promotions including facebook posts and formatting brochures.Nan Gregory – liaison to other Unitarian congregationsKeith Wilkinson (until May 10, 2015)Other related documentsARE Committee Terms of ReferenceARE Policy and ProcedureApplication form for proposing an ARE program

These documents are available electronically from the ARE Committee. A binder with a print copy is normally available in the Office and in the Hewett Hall Alcove. Ask for the UCV ARE Manual.



Yoga Class Waiver and Information FormPart A: Participant WaiverRelease of liability, waiver of claims, assumption of risks and indemnity agreement.Please read carefully.

I hereby waive any and all claims I may have against the Unitarian Church of Vancouver Board, volunteers, staff (hereafter called the Church) and contract yoga teachers, release them from all liability and agree not to sue for any personal injury, death or damage to the person or property or loss sustained as a result of my participation in yoga classes and or arising out of or in connection with the use of any services provided by the Church or contracted yoga teachers.

Participants in yoga classes are encouraged to do the following: If you have any concerns about whether yoga is suitable for you, or if you have an injury or a medical

condition or health concern, please consult your physician before beginning your yoga practice. Always inform your yoga teacher before each class of any injuries or health conditions you may have. Consult with your yoga teacher about exercise adaptations to accommodate your needs. Take care in determining your ability to do the exercises offered in class.

I have read and understood all of the above. I also understand that instruction and advice presented in the Church yoga classes is not meant to be used in place of professional medical advice.

Participant Name (please print) Signature Date

Part B: Participant Information:

Street Address City Postal Code

Telephone email address

F MDate of birth Gender

Other pertinent information:

Confidential information for use of the Church and yoga teacher only.file name: document.docx


CHARITABLE DONATIONS POLICY1. Policy

1.1. The Church issues tax receipts for charitable donations.1.2. The Church ensures that “substantially all” of its resources are committed to supporting its

official purposes. “Substantially all” means not less than 90% of the Church’s resources. 1.3. Article II of the Constitution of the Unitarian Church of Vancouver states:

The Church exists for the following religious, educational, ethical and charitable purposes:

1. To create a caring community of seekers after truth;2. To provide a place for exploration of personal religious beliefs;3. To share the joys and sorrows of life’s passages; to celebrate and grieve together;4. To educate children and adults in the Unitarian heritage and values;5. To challenge, stimulate and encourage each other’s ethical and religious growth;6. To act upon Unitarian values in reaching out to a wider world;7. To support the extension of liberal religion in society.[Note: The Church was founded in 1909. The Church’s current registered charity status was issued 1967-01-01. The Church Constitution and Bylaws were reviewed in November 2006. The Bylaws, but not the Constitution, were revised in 2006 and approved by the Congregation.]

1.4. The Church protects its status as a charitable organization by taking action to ensure that its activities are in support of its purposes, not partisan political in nature, and consistent with the Income Tax Act (ITA) and Canada Revenue Agency (CRA) regulations, especially in regard to limitations on political activity.

2. Procedures2.1. The Church ensures that it files the appropriate tax forms annually in an accurate and timely

manner using CRA Form T3010, Registered Charity Information Return and CRA Form T4033 Completing the Registered Charity Information Return or other forms that may be subsequently approved by CRA;

2.2. The Church monitors its political activities to ensure that those activities are non-partisan, related and subordinate to the Church’s purposes, and consistent with CRA regulations as outlined in CRA Policy Statement CPS-022 or policy statements that may be subsequently approved.

2.3. The Church ensures that any donations it makes to other organizations (for example, through the Outreach Opportunity Fund or similar funds) are to charitable organizations or other qualified donees (such as municipalities) as outlined by CRA policy document CG-010 Qualified Donees, or subsequently approved guidelines.

2.4. The Church ensures that any donations it makes to individuals are for charitable purposes.2.5. The Church issues charitable receipts for the following types of donations:

2.5.1.Financial donations2.5.2.Donations/gifts in kind 2.5.3.Travel expenses paid by a person to attend an event as an official representative of UCV.

2.6. Donors complete a UCV Expense Reimbursement Declaration Form to obtain a charitable tax receipt in lieu of reimbursement for expenses.

2.7. The Church does not issue charitable receipts for the following types of donations:2.7.1.Donations of time or service2.7.2.Payments made to the church for purchase of goods and services auction items2.7.3.The value of goods and services donated to service auctions. (Board approved 20 Feb 2015)


UCV Adult Religious Education Manual

COMMUNICATIONS POLICY1. Definitions

Communication – a written article, graphic, audio or video intended to be published Originator – a person creating or selecting a communication intended to be published Partisan political activity – A partisan political activity is one that involves direct or

indirect support of, or opposition to, any political party or candidate for public officei. Publication – a communication made public Public policy - a set of inter-related decisions, taken by public authorities, concerning

the selection of goals and the means of achieving them.ii

Publish – share a communication through any medium Publisher – the person responsible for a UCV publication

2. Limitations

2.1. None of these policies or procedures supersedes the freedom of the pulpit accorded to the parish minister under agreement with the congregation.

3. Policy

3.1. The UCV affirms and promotes vigorous, open and respectful discussion of social issues and public policies within the committees and groups of the church and amongst church members and adherents.

3.2. The viewpoints expressed in all UCV print and electronic publications and banners, including those of committees and groups operating under the auspices of UCV, shall be presented in a manner that is consistent with the mission and vision of UCV, the UCV policy on healthy relations, and the principles endorsed by the Canadian Unitarian Council.

3.3. In all communications, care shall be taken to establish the accuracy of information presented as fact.

3.4. On controversial subjects, care shall be taken to ensure that alternative viewpoints or positions are fairly and accurately represented in any communication, OR that a particular position is clearly identified as such and its relationship to official church policy is made clear by an appropriate disclaimer.

4. Procedures

4.1. Consistency with UCV mission, vision and CUC values - The originator of a communication intended for publication in an official UCV communications outlet including the UCV web site, Bulletin, Orders of Service, pamphlets, social media and public brochures created by church committees and groups shall be responsible for ensuring that the communication is consistent with the mission and vision of the Church and the principles endorsed by the Canadian Unitarian Council.

4.2. Attribution - All communications on matters of ethics, faith, social justice, environmental protection, health, politics, public policy or other subject for which there is likely to be a significant diversity of opinion in the UCV congregation shall be attributed to an originator who may be an individual person, a duly constituted UCV committee that has formally endorsed a viewpoint, or an external body.

4.3. Publisher’s authority - A publisher may refuse to publish a communication that, in his/her opinion, incorrectly expresses the facts or presents a partisan political viewpoint.



4.4. Fact-checking – Publishers are encouraged to establish processes to help ensure the accuracy of communications published.

4.5. Balance – Publishers are encouraged to establish processes to help ensure appropriate balance of viewpoints expressed in a publication.

4.6. Parish Minister & Executive Viewpoints - When in doubt about the accuracy or balance of a proposed communication, publishers are encouraged to seek the viewpoint of the Parish Minister or a Board Executive member and seek consensus on a course of action, but are entitled to make a decision to publish or not publish independent of those viewpoints.

4.7. Dispute Resolution - Disputes arising under this policy that cannot be resolved directly by disputants are referred to the Board of Trustees for review and decision.

5. Guidelines

(Guidelines are less formal prescriptions than policies or procedures.)

5.1. Affirm policy positions but avoid voicing partisan political views.

Rationale: Political choice is appropriately expressed by individuals through voting, political party support and social action, and not through religious organizations or their committees. In fact, charitable organizations are prohibited under the Income Tax Act from taking part in “partisan political activities” and the Canadian Revenue Agency requires that political activities of charitable organizations comprise no more than 10% of its activities. Violation of this requirement could result in an organization losing its charitable status with significant implications for tax benefits for both the organization and those who donate to support it.iii

5.2. Be respectful when speaking or writing of those with whom you disagree.

Rationale: To speak or write in a pejorative tone about those with whom you disagree is inconsistent with the first Unitarian principle – to affirm and promote the inherent dignity of every person.

In addition, writing or speaking from a particular political viewpoint may discourage people with different political viewpoints from participating in the life of the church, and this may not be consistent with the church’s mission or vision nor in the best interests of the church.

Advocating a particular political view within a church could be viewed as a form of bullying, inconsistent with church policy on harassment and the “safe congregations” program.

Example: Instead of saying;

Our speaker will describe progressive programs on topic X and Harper’s planned attack on them.

consider saying:

Our speaker will describe progressive programs on topic X and the federal Conservative Party’s critique of them.

5.3. Be accurate with the information you present as facts.



Rationale: The fourth Unitarian principle calls for us to affirm and promote a free and responsible search for truth and meaning. Statement of poorly researched views as facts is irresponsible. Your case will be also stronger if your facts are strong. The most respected information sources rely on thorough research and fact-checking. Emulate these practices.

5.4. On especially sensitive issues, avoid language which may be seen as inflammatory and take a balanced approach when presenting information or viewpoints. “Especially sensitive issues” will vary from time to time but are likely to include the following:

US-Canadian relations Israel-Palestine relations Middle East politics Aboriginal issues in Canada Environmental issues and positions Federal, provincial, regional and civic party positions on environmental, immigration

and social justice issues.

Example: Instead of saying;

The work comments on Israel’s attacks on a virtually unarmed Gaza.

consider saying:

The work comments on Israel’s spring 20xx military offensive against positions in Gaza in response to missile attacks from Gaza launched against Israel in preceding months.

The relative strength of Palestinian and Israeli forces may be described in the work, but the phrase “virtually unarmed” does not provide sufficient context for the description to be seen as balanced or fair.

Rationale: Decisions should be based on accurate information provided with appropriate context.

See also Co-Sponsorship of Events.

Board approved: April 2012



CO-SPONSORSHIP OF EVENTS AND BENEFIT EVENTS POLICY1. Policy

1.1. The board or duly authorized committees or individuals may co-sponsor events with groups outside of the UCV.

1.2. Approval of the Board is required prior to use of the church name or logo in association with an event and prior to scheduling the event if the event may be considered to be an “acceptable political activity” under Canada Revenue Agency (CRA) guidelines.

1.3. Duly authorized committees and individuals include:

Parish Minister Choir Director Director of Religious Education Adult Religious Education Committee Daytimers Environment Committee Refugee Committee Social Justice Committee Worship Services Committee

1.4. Benefit Events - When events (musical, social, educational, etc.) are held on Church premises where an admission fee is charged or donations are solicited to benefit some group:

1.4.1.The benefiting group must be a Church committee, or must be a charity approved by the Board of Trustees and sponsored by a Church committee. The Church committee will be called "the sponsor” in the following guidelines.

1.4.2.The sponsor will be responsible for producing and overseeing the event. Tasks may be delegated to other committees and individuals.

1.4.3.The frequency of church sponsored concerts, benefit and other types, should be limited to one per month.

1.4.4.Booking dates will be approved by the office assistant to prevent scheduling conflicts.

1.4.5.If professional musicians are engaged who are not personally committed to the benefiting cause, then they should be paid a fixed fee, negotiated in advance.

1.4.6.All direct costs (including musicians' fees) should come out of the proceeds of the event. If advances are required to pay deposits or cover expenses, they would be drawn from the budget of the sponsor.

1.4.7.The UCV committee or individual responsible for co-sponsoring an event shall be responsible for adherence to the UCV Communications Policy and Procedures.



2. Procedures

2.1. Committees planning an event that may be considered to be an “acceptable political activity” complete the Political Activity Authorization Form and have it approved by the UCV Board prior to promoting the event.

2.2. The sponsoring committee ensures that a copy of the approved Political Activity Authorization Form is provided to the Office Assistant or Congregational Administrator to facilitate CRA report filing.

2.3. Committees planning an event complete a UCV Event Planning & Approval Form detailing the title, purpose, dates, times, locations, leaders, budget (outlining expenses and revenues including fees), and submit the form to a duly authorized individual for approval prior to promoting the event.

2.4. After an event is approved, the sponsoring committee ensures that a copy of the Event Planning & Approval Form is provided to the Office Assistant or Congregational Administrator to facilitate effective event management.

2.5. When event leaders are to be paid, a UCV Standard Contract is approved and signed by the contractor and a representative of the sponsoring committee and a copy is provided to the Congregational Administrator. Contractors are responsible for declaring fee payments as income. No income tax will be deducted from their payment and no T4 slips will be issued by the church.

2.6. Donations made by contractors to the church will be processed like all other charitable donations.

3. Internal References

UCV Event Planning & Approval Form [used for approvals and to facilitate effective administrative support]

UCV Standard Contract[used to facilitate effective administrative support]

UCV Political Activity Authorization Form [used to support mandatory CRA reporting and to protect charitable organization status]UCV Adult Religious Education/Exploration (ARE) Policies & Procedures

UCV Communications Policy & Procedures [includes guidelines for sensitive topics] UCV Social Media Policy & Procedures

[includes guidelines for UCV Facebook. Twitter, chat-groups, etc.] UCV Constitution [includes statement of official church purposes]

Board approvals: 15 Feb 1985; revised Apr 2012, 20 Jan 2015, 17 Feb 2015.



SOCIAL MEDIA POLICY1. Policy:

1.1. UCV uses a range of social media to:

1.1.1. advance the purposes, mission and vision of the church,

1.1.2. encourage new membership by communicating with the public,

1.1.3. encourage sharing of UCV news and event information amongst members, adherents and the public.

1.2. The UCV Communications Committee appoints owners, managers, editors and moderators of official UCV social media accounts as necessary for the effective operation of those accounts and reviews these appointments annually.

1.3. The church may also create restricted email groups, websites and file storage sites for the work of specific committees and groups.

2. General Procedures:

2.1. The Communications Committee appoints two or more owners, managers, administrators, editors or moderators for each official UCV social media account.

2.2. Owners, managers, administrators, editors and moderators of official UCV social media accounts work under the general direction of the Communications Committee and in collaboration with UCV staff.

2.3. Owners, managers, administrators, editors and moderators of official UCV social media accounts act with discretion to minimize the risk of harm to the church from inappropriate postings. Inappropriate postings include endorsements of politically partisan views, information that is defamatory, information that is not supported by evidence, and comments supporting or opposing policy at any level of government which may put the church at risk of exceeding the allowable amount of resources (10%) committed to political activity permitted for charitable organizations under the Income Tax Act and Canada Revenue Agency regulations and guidelines. (See CRA Policy Statement CPS-022 and UCV Political Activity Authorization Form.)

2.4. The UCV website serves as the church’s most complete and accurate source of information about UCV and Unitarian Universalism. UCV Facebook is normally used by several approved editors to promote church events. UCV Twitter is normally used by a smaller number of approved editors to monitor other Twitter accounts of interest to UCV and to promote UCV. UCV chat groups are normally used for many members, adherents and others to exchange a range of views about topics relevant to the church.

2.5. Postings on UCV website, UCV Facebook and UCV Twitter are coordinated where desirable and feasible.

2.6. Managers of social media use appropriate password protection strategies for all accounts.



3. UCV website

UCV website home page http://vancouverunitarians.ca/ucv/

UCV website name: Vancouver Unitarians

3.1. Purpose of the UCV website:

To provide a comprehensive, official and widely accessible public face for UCV.

3.2. UCV website Procedures

3.2.1.The Communications Committee appoints two or more UCV website Editors.

3.2.2.Editors work collaboratively to:

ensure that content on the website is consistent with the purposes and policies of the church;

ensure that content is accurate and timely;

optimize the technical and design features of the site within the constraints of approved budgets and available volunteer contributions; and

communicate submission guidelines and deadlines to contributors.

4. UCV Facebook Account

UCV Facebook Page: https://m.facebook.com/UCVancouver

UCV Facebook Persona: Vancouver Unitarians

4.1. Purposes of the UCV Facebook account:

To share information and viewpoints regarding UCV events and related activities with Facebook members worldwide. To provide a space where UCV members and adherents responsible for events and initiatives can invite their friends and networks to connect with UCV.

4.2. UCV Facebook Procedures

4.2.1.The Communications Committee appoints two or more Facebook Administrators.

4.2.2.Facebook Administrators may appoint UCV Committee Chairs or delegated members of UCV committees or special projects (e.g. persons responsible for promotion of an event) to be Facebook Editors. All UCV staff, board members and committee chairs are preapproved to serve as Facebook Editors.

4.3. UCV Facebook Guidelines

4.3.1.Liking and befriending

All UCV members and adherents are encouraged to “like” the UCV Facebook Page and befriend the UCV Facebook Persona.

4.3.2.Posting Events on the UCV Facebook Page:

Posting priority is given to major UCV events (e.g., choir concerts, visiting presenters).


https://m.facebook.com/UCVancouver

http://vancouverunitarians.ca/ucv/


Identify the sponsoring body, (e.g., UCV Environment Committee, UCV Social Justice Committee, Chalice Choir, ARE Committee, CYRE Committee, UCV Book Club…).

If there is a fee for an event, state whether it is fixed or by donation and where revenues will be allocated. This is especially important if the event is a non-church benefit.

If the event is sponsored by a coalition of which UCV is a member, it is best to have the event posted independently of UCV, or note that UCV members may be attending but UCV is not the only sponsor. This is important to ensure that UCV does not take credit for an event for which it is only a co-sponsor, and to help ensure that UCV does not engage in political activity exceeding what is allowable.

Give appropriate credit for events. (E.g., if a visiting choir is performing, acknowledge the choir and link its Facebook page.)

Use disclaimers when appropriate, and especially if speakers may be seen as controversial. See: UCV Communications Policies, Procedures and Guidelines.

The UCV board may create additional guidelines to monitor and appropriately restrict the promotion of political events through the UCV Facebook account. See UCV Political Activity Authorization Form.

Individuals may post viewpoints on the UCV Facebook Page under Comments, but comments will be monitored and deleted if considered by the Editors to be inappropriate.

The UCV Facebook Persona may be used to like, comment upon, and share events and information sponsored by other Unitarian Universalist congregations.

Events involving people who are not UCV members and who have their own networks are particularly suitable for posting on UCV Facebook. In these cases, try to ensure there are links to the UCV website to encourage communication about other UCV matters.

4.3.3.UCV Facebook Persona

Managed by 1-2 Administrators appointed by the UCV Communications Committee.

Administrators can befriend other Facebook users who may then be invited to attend UCV events.

Administrators can like or positively comment on members’ Facebook postings so long as the comments are consistent with UCV purposes, policies and Unitarian principles.

5. UCV Twitter Account

UCV Twitter ID: @UnitarianUCV

UCV Twitter name: Vancouver Unitarians

5.1. Purposes of the UCV Twitter account



5.1.1.To follow the opinions and activities of organizations whose interests are related to the purposes of UCV, especially when timeliness is important;

5.1.2.To post tweets intended to advance Unitarian principles and help attract new members;

5.1.3.To retweet others posts that are consistent with UCV purposes and principles.

5.2. UCV Twitter Procedures

5.2.1.The Communications Committee appoints two or more UCV Twitter Editors.

5.2.2.UCV Twitter Editors collaborate in managing the account.

5.3. UCV Twitter Guidelines

5.3.1.Following:

Follow Unitarian and Universalist organizations (usually not individuals) worldwide;

Follow organizations expressing values compatible with Unitarian principles.

5.3.2.Tweeting and Retweeting:

Tweet about ideas more than about events

Tweet ideas that have possible applications by other communities or individuals

Tweet about UCV sponsored or co-sponsored events when they are relevant to the public at large (e.g., to help promote a public event at UCV)

Tweet several times a week

Review others’ tweets and retweet some of quality and relevance several times a week

Try to compose tweets that are thoughtful, interesting, and consistent with UCV communications guidelines, remembering that tweets are likely to exist for a long time

Undo tweets and retweets when considered appropriate to do so.

6. UCV Chat Group(s)

Current UCV Chat Group: https://groups.yahoo.com/neo/groups/ucv-chat/info (This URL lists relevant posting, subscribing and unsubscribing email addresses.)

Yahoo Chat Group Name: Unitarian Church of Vancouver Chat Group

6.1. Purposes of the UCV Chat Group:

For members and friends of the Unitarian Church of Vancouver to discuss issues related to the church’s mission, to share opinions on controversial issues and to share information regarding church events and related activities.

6.2. UCV Chat Group Procedures

6.2.1.The Communications Committee appoints two or more UCV Chat Group Owners and Moderators.

6.2.2.UCV Chat Group Owners and Moderators collaborate in managing the account.


https://groups.yahoo.com/neo/groups/ucv-chat/info


6.3. UCV Chat Group Guidelines

6.3.1.Posting Standards for UCV Chat Group Members: (These standards are based on those developed by the First Unitarian Church of Toronto.)

All persons posting messages to the UCV chat group are expected to adhere to the

following standards. Members who do not adhere to the standards may be denied

posting privileges or have their postings removed at the discretion of a chat group

moderator.

Be respectful of other members’ beliefs. Put thought and care into the messages you send. If you disagree with another participant’s views, you may engage in

respectful discussion/debate on issues, but it is not appropriate to use profanity or make personal attacks on individuals or groups.

Use humour carefully because it can easily be misunderstood. Make messages of a personal, rather than commercial, nature. Be cautious

when promoting events and items that have monetary costs. Posting notices of events and items that are clearly of general interest is encouraged, even if monetary costs are associated, but general advertising for commercial purposes is not allowed.

Be respectful of other members’ time. Messages posted to the chat group should be for the benefit of the entire

group, rather than one specific participant. Personal, or “me too”, messages should be sent to individual participants, not posted to the chat group.

When sharing material written by someone else (e.g. a news article, especially if it is long) simply post the URL where the original material can be found on the Internet, instead of copying the whole text in your message.

Help to create clear communication. Use a subject line that clearly describes the content of the message you are

posting. When replying to another participant’s message, quote as little of the

previous message as possible, and delete all the extra text so readers do not have to wade through previous replies. Remember, all other participants on the chat group have already seen the message to which you are replying.

Identify yourself. Anonymous messages are not in keeping with the spirit of community and

responsible dialogue that we want to encourage. Please sign all of your messages.



6.4. Guidelines for UCV Chat Group Moderators

Standards for approving postings:

A person appointed by the UCV Board as a moderator or owner of the chat group has the authority to refuse any posting, which, in the judgment of the moderator or owner, is not in the interests of the Unitarian Church of Vancouver, or does not support the stated purpose of the chat group.

Postings shall be refused by a moderator or owner if, in that person’s judgment, the posting appears to be: defamatory of any person or organization. inconsistent with the principles of Unitarian Universalism.

Postings may be refused by a moderator or owner if, in the judgment of that person, the posting is considered to be: too long; insufficiently related to the mission or activities of the church; excessively commercial in nature.

Postings will be accepted only if the member’s real name is made known to a chat group moderator or owner.

Related UCV Forms, Policies, Procedures and Guidelines

UCV Event Planning & Approval Form [used for approvals and to facilitate effective administrative support]

UCV Political Activity Authorization Form [used to support mandatory CRA reporting and to protect charitable organization status]

UCV Adult Religious Education/Exploration (ARE) Policies & Procedures UCV Communications Policy & Procedures [includes guidelines for sensitive topics] UCV Constitution [includes statement of official church purposes]

The UCV Chat group protocol was approved by the Board, 23 Aug 2005. Policies, procedures and guidelines were revised and expanded to include other social media in Jan and Feb 2015.

Social Media Policy approved by the Board 17 March 2015.

End notes regarding Communications Policy


i Source: Canada Revenue Agency (CRA) Policy Statement, Political Activities, Reference CPS 022, 2 Sep 2003, section 6.2. http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cps/cps-022-eng.html ii Source: Voluntary Sector Initiative, 2002. http://www.vsi-isbc.org/eng/policy/policy_code.cfm iii Canada Revenue Agency (CRA) Policy Statement, Political Activities, Reference CPS 022, 2 Sep 2003, section 9. http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cps/cps-022-eng.html

http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cps/cps-022-eng.html

http://www.vsi-isbc.org/eng/policy/policy_code.cfm

http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cps/cps-022-eng.html

ucvare.files.wordpress.com€¦ · web viewucv adult religious education manual page 11 of 26....

Documents