The single most critical factor in an effective parish catechetical program is the leadership of a professionally trained parish catechetical leader who works under the direction of the pastor.Parishes must allocate essential resources to obtain a competent and able parish catechetical leader. (National Directory for Catechesis, 2005, p. 224).
The role of a parish catechetical leader (director of faith formation, religious education, catechesis, etc) is to work in harmony with the parish catechetical plan to implement a comprehensive and systematic program for faith formation. In order to be properly prepared to achieve this objective, all parish catechetical leaders must complete the Diocesan Certification Process which includes leadership development, solid theological preparation, and mentoring.
Administrative Guidelines for Parish Programs
A religious education program for children requires a number of procedures in order to remain in compliance with diocesan standards and mandates. These policies and/or related forms are provided below:
Attendance
- Program Calendar - Exact program dates and times are to be published and made known to students and their families. Special events such as parent meetings, seasonal prayer services, service project, etc., should also be listed.
- Attendance - Clear directives about arrival time, dismissal time, and what to do if a child will be absent, are to be included in a parent handbook. Normally, it is requested that a call be made on/or before the day of absence. It is advisable to state the expectation regarding contacting the catechist to discuss material which was covered on the day of absence.
Attendance Registers - Attendance registers are to be kept on file for a period of seven years. These are important legal documents. It is a good practice to validate changes on attendance records by initialing the change. If attendance records are kept on a computer, be sure to use proper back-up procedures.
Class Hours - There are several different models used by parishes to implement faith formation. It is important to keep in mind that adequate time is needed for quality education and formation. Whether participants meet weekly, monthly, or are part of a summer/vacation program, attention to contact hours is needed. Celebration of the Eucharist, service projects, large group gatherings, etc. are all part of one’s on-going faith formation and should be an integral part of the catechetical process. To this end, it is recommended that parish seek a range of thirty (30) to thirty-four (34) hours of contact as the minimum requirement for each age level in order to achieve consistency and attention to the diocesan religion curriculum and other formation activities.
Copyright Laws - All catechetical leaders must be aware of the copyright laws which deal with "fair use" of copied material, especially with regard to copying pages from textbooks or other resources. Call the Office of Worship (716-847-5545) for copyright information on worship music.
Curricula and Directives – All parish Faith Formation/Religious Education programs and Catholic schools must implement the following diocesan approved curricula and directives. These are essential in formulating a comprehensive Faith Formation/Religious Education program:
Emergency Closings procedures the cancelation of faith formation programs due to weather or other reasons must be articulated to all those participating in Faith Formation/Religious Education programs. Click here for Emergency Closing Procedures.
Evaluations - Each semester, written evaluations are given to parents or guardians of children in the Faith Formation/Religious Education program. These provide a summary of the content covered and the child’s level of involvement in the program. Occasional written and oral tests will determine if basic Catholic teachings are known and understood, yet care must be taken to help students integrate faith and life. Faith formation involves knowledge of the faith, yet should not be the only measurement of one’s progress.
Liturgical and Sacramental Celebrations and Retreats. Worship is a central component of catechesis, therefore, well planned Eucharistic celebrations and prayer experiences are essential throughout the entire program. Preparation for liturgy is a necessary part of catechesis and participants are encouraged to be involved in this planning according to their capabilities. Consult the General Instruction of the Roman Missal and the Directory for Masses with Children issued by the Sacred Congregation of Divine Worship. Ordinarily, the Eucharistic celebration is not a substitute for Faith Formation/Religious Education sessions. Celebrating weekly Eucharist with the parish community is integral to fostering the community of faith of all students and their families.
Ongoing catechesis for and celebration of the Sacrament of Reconciliation is essential for the intermediate, junior high and high school levels.
Retreats are important components of the adolescent catechetical experience. Evenings of reflection as well as day long and overnight retreats offer opportunities to explore Christian values as an integral part of their everyday experience.
Media Release - Parishes must have a signed, media release form on file before using a participant’s picture in the media, including the parish website. Never identify, by name, children in a photograph.
Parish Faith Formation/Religious Education in Private Homes - Homeowners should be aware that their insurance carrier may be the first payer in case of an accident. Homes should be visited by supervisory officials as part of the screening process to make certain they provide a safe environment. These catechists must also be in compliance with the Diocesan Safe Environment Policies.
Permanent Record Cards - A permanent record for each student is kept in the parish Faith Formation/Religious Education office. It is necessary to add updated information including the date and parish of the first reception of the sacraments as well as all attendance records. When a student transfers to another parish, a copy of the record is forwarded to the Faith Formation/Religious Education director of the new parish. The original is placed in an inactive file for a period of seven years.
The student record is kept in an active file for the duration of attendance in the local parish program. It is placed in the inactive file when the student completes the program for a period of seven years. Parish faith formation programs are encouraged to make use of parish technology to assist them with this task if PDS or other data management system is used parish-wide. A permanent record card template is provided for your convenience. It may be edited to personalize it for your parish.
Registration Forms - Registration forms include custody information plus the usual information (name, parents' name, address, phone number/cell number; email, sacramental information, school, parish, etc.). A registration form includes information that asks for a designated person who may be called in the event a child needs to go home and the parent cannot be reached. Room for any pertinent medical conditions (e.g., allergies to food, bee stings, etc.) and/or special educational needs parents wish to reveal, are so noted. These should be kept for a period of seven years.
Religion Assessments – The diocese requires that Catholic schools and Faith Formation/Religious Education programs administer the Diocesan Religion Assessment in Grade 3 and Grade 7. The purpose of the assessment is to monitor the effective implementation of the elementary curriculum and not grading individual students. Participating parishes and schools receive a guide to programming improvements based on the results of the assessment. The assessment should be planned annually in March or April and is distributed by the Department of Lifelong Faith Formation.
Service - In order to convey the message that service to others is essential to the Catholic life, an age-appropriate service project should be planned. Adequate reflection and integration of the project into the curriculum should be planned.
Technology - Adults working with young people must fully understand the limits and possibilities of using technology to communicate via email, websites, and social networking sites. The diocese has compiled simple guidelines as a reference in a document entitled, Digital Discipleship.
Textbooks - Religion textbooks used in religious education programs and Catholic schools must be listed on the current Conformity Listing of the United States Conference of Catholic Bishops. This list is updated quarterly and can be found at www.usccb.org. In addition, all other print and AV resources used to supplement programs must be approved by the Catholic Church or be consistent with Catholic teaching.
Supervision and Safety of Students
Accident/Incident Report - When an accident occurs and an injury results, or when an incident involving discipline or behavior occurs, or when a construed corporal punishment situation occurs, the incident needs to be accurately investigated and documented. If the incident resulted in an injury and the child involved is under eighteen years of age, records of these incidents should be kept for fifteen years. An accident/incident report form can be found here. In the event of an accident/incident, a copy of the report is sent to the Department of Insurance Services (Diocese of Buffalo) and the Department of Lifelong Faith Formation.
City and Town Statutes - A town or city in which the parish is located has regulations governing a variety of situations that affect a parish building or program. The PARISH CATECHETICAL LEADER has the responsibility to research local statutes. Consult the area Police Department, Municipal Department, or City Attorney for information, (e.g., lights on Christmas trees, snow removal responsibilities, use of parks, etc.).
Confidentiality Issues - Volunteers are bound by confidentiality norms. In the course of their ministry, they may learn confidential information about children or others. They are expected to keep this information confidential in any setting inside or outside the program. Information which would save someone from harm must be shared. Student lists are to be treated as confidential.
Custody Situations - In a custody situation, it is the parents' responsibility to inform the PARISH CATECHETICAL LEADER of any court-ordered decision regarding the release of a child to an unauthorized person. Catechists should be apprised of such information on a need-to-know basis. A child may not be dismissed to the custody of anyone other than a custodial parent/guardian unless specifically stated by that person in writing.
Discipline - Discipline is to be considered an aspect of Christian development and not a form of punishment. Catechists are urged to exercise vigilance to create a positive environment in which respect is valued. If disciple a problem occurs, the catechist must refer the situation to the director of the program who is to work with the catechist and the parents/guardian of the children involved.
Evacuation Procedures - Catechists must be thoroughly familiar with evacuation procedures, exit doors from their classrooms, etc. Each room must have on display an evacuation plan showing proper exit rules.
Field Trips - Field trips are privileges afforded to students. Children can be denied participation in field trips if requirements for participation are clearly stated in the parent handbook and these requirements are not met by student/parent/guardian. Parents/guardians also have the right to opt-out of any activity for their children.
Chaperones - The first responsibility is the safety of the children. Other responsibilities must be made clear to the chaperones. All adult volunteers must complete all mandates required by the Safe Environment Office.
Permission Slips - Signed permission slips should be maintained as proof that parents/guardians were aware of and authorized student participation. It must be understood that a permission slip is not absolute protection from a lawsuit. A phone call allowing oral permission is not acceptable. Courts and insurance companies expect that staff will act in a reasonable manner and will protect young persons from harm as much as possible. For longer and/or out-of-town field trips, it is suggested that a medical consent form be included with the permission slip. Sample is here.
Volunteer Automobile Drivers - Drivers must be informed that their automobile insurance is primary. Volunteer drivers should be over 25 years of age and have a valid NY driver’s license. They must complete a driver information sheet which is kept on file. All laws, including seatbelt and maximum occupancy laws, are to be followed. Reasonable precautions are always taken. A driver information sheet is provided here.
All other questions concerning the administration of a religious education program can be directed to surbaniak@buffalodiocese.org.