Seminaries and Institutes of Religion Policy Manual

Transcription

1 Seminaries and Institutes of Religion Policy Manual UNITED STATES August 27, 2014 THE CHURCH OF JESUS CHRIST OF LATTER-DAY SAINTS

2 S&I Policy Manual United States Prepared by Seminaries and Institutes of Religion Published by The Church of Jesus Christ of Latter-day Saints Salt Lake City, Utah, USA

3 This policy manual is intended for all S&I employees and missionaries with an S&I assignment who serve as coordinators. The sections of the policy manual that pertain to part-time teachers, stake seminary and institute of religion teachers, stake seminary supervisors, and missionaries not serving as coordinators are available on the S&I website (Teacher Resources page and Stake Teachers tab). Send written suggestions to: S&I Information Services, 50 East North Temple Street, Room 910, Salt Lake City, Utah or by to Unless the context shows otherwise, the terms ward, stake, bishop, and stake president in this manual refer also to branches, districts, branch presidents, and district presidents. iii

4 2001, 2003, 2006, 2007, 2008, 2009, 2010 by Intellectual Reserve, Inc. All rights reserved Printed in the United States of America English approval: 4/98 iv

5 Contents Contents... v Administration Introduction The Objective of Seminaries and Institutes of Religion (October 21, 2009) Program Names (December 4, 2012) Released-time Seminary Program Names (December 4, 2012) Stake Seminary Program Names (December 4, 2012) Campus Institute Program Names (December 4, 2012) Stake Institute Program Names (December 4, 2012) Coordinator Program Names (December 4, 2012) Inactive Programs (February 28, 2011) Designating Which Stakes an S&I Program Serves (March 18, 2010) Seminary (August 12, 2013) Institute (August 12, 2013) Coordinating Stake Programs (January 8, 2013) Determining Schools Aligned with an S&I Program (December 6, 2010) Enrollment and Completion Reports Annual Historical Reports (December 4, 2012) Retention of S&I Reports and Records Seminary Reports and Records (March 18, 2013) Institute of Religion Reports and Records (March 18, 2013) Financial Records (March 18, 2013) Information Management Data Privacy (August 29, 2011) General Privacy Guidelines (August 29, 2011) Potential Student Information Enrollment Information (August 29, 2011) Financial Information Physical Facilities and Real Estate Services Human Resource Information Adapted Programs Information Priesthood Leader and Church Organizational Information (August 29, 2011) Confidentiality and Privacy (August 29, 2011) Copyrighted Materials (July 6, 2007) Use of Copyrighted Materials (June 17, 2013) Distribution of Copyrighted Materials (December 4, 2012) Guidelines for Using an Individual s Name, Likeness, or Image (December 4, 2012) Examples of Non-Written Notices (December 4, 2012) Using Images from a Third Party Source (December 4, 2012) Using Images Already in the Church s Possession (December 4, 2012) Copyrights and Software Licenses (March 30, 2006) Information Security (February 28, 2011) Internet Communications (August 4, 2014) Electronic Communications (August 4, 2014) Social Media (August 4, 2014) Prohibited Practices Required Disclaimer and Comments Updating Information While on Duty Seminary Contents v

6 Introduction (May 27, 2013) Establishing Seminary Programs (May 27, 2013) Agent Seminary Program (February 4, 2013) Local Priesthood Direction (May 27, 2013) Released-time Seminary Released-time Seminary Facilities (November 7, 2006) Released-time Seminary and Public School Relationships (Including Charter Schools) (March 24, 2014) Released-time Seminary Relationships with Private Schools (May 27, 2013) Released-time Seminary Classes (May 26, 2014) Online Seminary in Released-time Areas (February 17, 2014) Released-time Seminary Programs with Declining Enrollments (May 27, 2013) Stake Seminary (May 26, 2014) Facility and Equipment Support for Stake Seminary (May 27, 2013) Daily Seminary Classes (October 22, 2012) Online Seminary Classes (May 27, 2013) Home-Study Seminary Classes (May 27, 2013) Home-School Students (May 27, 2013) Seminary Operations Courses Materials (January 20, 2014) Priesthood Leader Participation (May 27, 2013) Fund-Raising Projects (November 7, 2006) Choirs (May 27, 2013) Transportation (May 27, 2013) Enrollment Seminary Eligibility (February 4, 2013) Released-time Seminary Potential (February 4, 2013) Stake Seminary Potential (February 4, 2013) Encouraging Seminary Enrollment (February 4, 2013) Non-LDS Youth Attending Seminary (February 4, 2013) Registration (February 4, 2013) Enrollment Requirements (February 4, 2013) Attendance Attendance Expectations (March 10, 2010) Student Attendance (February 4, 2013) Attendance Rolls (November 7, 2006) Types of Absences [Released-time Seminary Only] (March 10, 2010) Notification to Parents (May 7, 2012) Makeup Work (November 18, 2013) Tardiness (March 10, 2010) Dropping Students [Released-time Seminary Only] (May 7, 2012) Credit (July 4, 2011) Released-time Classes (May 7, 2012) Daily Classes (July 4, 2011) Online Classes (May 27, 2013) Home-Study Classes (July 4, 2011) Report Cards (May 27, 2013) Grades (October 22, 2012) Conduct (May 27, 2013) Transfer of Credit (May 27, 2013) Student Recognition and Graduation (May 27, 2013) Diplomas and Certificates (January 13, 2014) Worthiness Clearance for Certificates and Diplomas (July 15, 2013) vi Contents

7 Printed Programs (May 27, 2013) Early High School/Secondary Education Completion (November 18, 2013) Accelerated High School/Secondary Education Programs (November 18, 2013) Encouraging the Transition from Seminary to Institute of Religion (November 2, 2007) Enrollment and Completion Reports Released-time Seminary (November 18, 2013) Stake Seminary (May 27, 2013) Leadership and Student Activities Class Officers (November 2, 2007) Released-time Student Council (May 27, 2013) Released-time Student Council Guidelines (May 27, 2013) Student Leadership and Activities (May 27, 2013) Student Activities (June 17, 2013) Special Learning Activities (May 27, 2013) Adapted Classes and Programs for Students with Disabilities Introduction (June 17, 2013) Important Terminology Area Directors (September 3, 2008) Seminary and Institute Program Options (September 3, 2008) Seminary and Institute Class Options Inclusive Classes (Mainstreamed) Blended Classes (Reverse Mainstreamed) Cluster Classes Adapted Classes and Programs (September 3, 2008) Released-time Seminary Settings (December 6, 2010) Stake Seminary Settings (December 6, 2010) Class Seminary Settings Home-Study Settings Types of Adapted Classes and Programs Students Who Are Deaf or Hard of Hearing (DF) (September 3, 2008) Classroom Considerations (June 17, 2013) Students Who Are Homebound (October 22, 2012) Students with Intellectual or Cognitive Disabilities (ICD) Classroom Considerations Students Who Are Visually Impaired (VI) (September 3, 2008) Classroom Considerations Other Disabilities to Consider Students with Expressive / Receptive Disorders Students with Impaired Mobility Students with Multiple Disabilities Students with Mental Disabilities Individuals Who Are Incarcerated Seminary Institute (March 12, 2012) Classroom Considerations Individuals in Alternative High School Programs (ALT) Students in Alternative Programs Classroom Considerations Institute of Religion Introduction (March 18, 2013) Establishing Institute of Religion Programs (March 18, 2013) Agent Institute Program (March 18, 2013) Stake and Campus Institute Programs (August 27, 2012) Contents vii

8 Stake Institute Programs (May 26, 2014) Campus Institute Programs (December 4, 2012) Adapted Institute Programs (March 18, 2013) Institute of Religion Advisory Council (January 22, 2013) Institute of Religion Facilities (March 30, 2006) Campus Facilities (September 12, 2013) Institute Programs with Declining Enrollments (March 18, 2013) Building Space Use (March 30, 2006) Institute of Religion Operations Institute Eligibility (February 17, 2014) Institute Program Potential (March 18, 2013) Individuals Simultaneously Enrolled in Multiple Programs (March 18, 2013) Non-LDS Young Adults Attending Institute (March 18, 2013) Encouraging Institute of Religion Enrollment (March 18, 2013) Enrollment (March 18, 2013) Registration (March 18, 2013) Student Attendance (March 18, 2013) Student Organizations (August 13, 2012) Institute Class Officers (March 18, 2013) Institute of Religion Student Council (November 2, 2007) LDSSA (September 14, 2007) Young Single Adult Program and Institutes (May 21, 2007) Student Activities (August 9, 2010) Leadership Conferences (November 13, 2009) Music at Student Activities (November 13, 2009) Music Provided by Institutes Computers and Devices for Storing and Playing Music (November 18, 2013) Music Provided by Paid Sources Use of Other Copyrighted Materials at Student Activities (March 10, 2010) Institute Libraries (March 12, 2012) FTE Space Collection Management Weeding Strategy Books Donated to an Institute Library Special Collections Parking Lots (June 9, 2009) Approved Courses (March 18, 2013) Lower-Division Courses (Religion 100 through 399) (June 17, 2013) Upper-Division Courses (Religion 400 through 599) (March 18, 2013) Special Studies Courses (March 18, 2013) Course Catalog Semester System (May 26, 2014) Course Catalog Quarter System (May 26, 2014) One-Credit Institute Courses (November 25, 2014) One-Credit General Courses (Religion 010 through 033) (May 26, 2014) Devotional or Lecture Series Classes for Campus-based Programs (Religion 031R) (Dec. 4, 2012) One-Credit Courses from the Standard Works (May 23, 2011) One-Credit Abbreviated Courses from the Standard Works (092R and 093R) (March 18, 2013) One-Credit Scripture Block Courses (November 25, 2013) Independent Study Courses in Institute (March 10, 2010) Adult Religion Classes (June 7, 2010) Ongoing Activity Programs (June 27, 2011) Institute Choir Courses (May 26, 2014) viii Contents

9 Young Single Adult and Institutes Activities (October 2, 2009) Institute Student Activity Funding (November 13, 2009) Collection of Fees for Dances and Other Activities (June 17, 2013) Food Items for Sale (June 17, 2013) Acceptance of Donations (March 30, 2006) Acceptance of Allocations from a College or University (March 30, 2006) Student Travel Reimbursement (April 8, 2009) Church Publications at the Institute (March 12, 2012) Materials (January 20, 2014) Institute Classes (March 18, 2013) Credit and Grading (March 30, 2006) Institute Credit (October 22, 2012) Auditing Classes (July 6, 2007) Dropping Classes (July 6, 2007) Transferable Credit (November 25, 2013) Grade Reports (March 30, 2006) Transcripts (November 18, 2013) Student Recognition and Graduation (November 25, 2013) Diplomas and Certificates (January 13, 2014) Worthiness Clearance (May 1, 2013) Printed Graduation Programs (November 25, 2013) Enrollment and Completion Reports Closing Terms (May 26, 2014) Curriculum S&I Curriculum Materials Course Materials Students with Disabilities (May 20, 2008) Adapted Seminary Course Curriculum (June 17, 2013) Adapted Institute Course Curriculum (November 2, 2007) Local Curriculum Materials (November 13, 2009) Informal Surveys (December 6, 2010) Teaching Correct Doctrine Curriculum-Related Materials on the Internet Using Wisdom in Lesson Preparation Proper Decorum in Sacred Matters (September 14, 2007) Doctrinal Issues Media (July 7, 2006) S&I Media Other Church Media S&I-Approved Media Other Media (June 17, 2013) Request for Guest Speakers (June 7, 2010) Computers Purpose (February 28, 2011) Placement (March 12, 2012) Student Registration Computers (June 7, 2010) Networking Printers Broadband Internet Connections Technology Resources Use and Internet Communications (March 7, 2011) Technology Resources Definition Use 7-3 Improper Use Obscene, Pornographic, or Sexually Related Material Contents ix

10 Other Prohibited Uses Employer Access to Technology Resources Privacy Information Security and Passwords Deleted Information Filtering Software Licensing Software Provided by the Central Office Locally Purchased Software (July 17, 2008) Personal Software Products Home Use of S&I-Licensed Software Employee-Produced Materials Personal Digital Assistant (PDA) Synchronization Personal Computers in S&I Facilities (December 16, 2009) Help Desk Support Asset Tracking Computer Disposal Computer Supplies (February 28, 2011) S&I Website (September 3, 2008) Technology Training Finance Introduction (January 20, 2014) General Finance Policies (August 27, 2014) Account Reconciliation (January 20, 2014) Assigned Vehicles (January 20, 2014) Personal Use (January 20, 2014) Use of Personal Vehicle (November 13, 2009) Reporting (January 20, 2014) Security and Tax Implications (January 20, 2014) License and Registration Renewal (January 20, 2014) Vehicle Maintenance or Repairs (January 20, 2014) Extended or Out of Policy Warranty (January 20, 2014) Vehicle Replacement (January 20, 2014) When New Car Arrives Selling Old Vehicles (December 4, 2012) Safe Driving Practices (April 8, 2009) What to Do If You Have an Accident (January 20, 2014) If You Have Any Questions Budgeting Budget Preparation (September 3, 2008) Expanded Programs (March 30, 2006) Budget Adjustments (April 23, 2010) BYU Studies Subscriptions (November 13, 2009) Chart of Accounts Checks and Electronic Payments (August 27, 2014) Collecting, Receipting and Depositing Money (November 13, 2009) Individual Receipts (January 20, 2014) Other Authorized Collection Documents (August 29, 2011) Additional Documentation Requirements (January 20, 2014) Voiding Collection Transactions (August 29, 2011) Physical Controls Depositing (January 20, 2014) x Contents

11 Credit Cards (August 27, 2014) Financial Oversight (August 29, 2011) Certification of Financial Oversight Administrative Self Assessment Questionnaire Finance Endorsement (January 20, 2014) Financial Reviews (January 20, 2014) Defalcation Losses Discount Warehouse Memberships (April 23, 2010) Donations (June 9, 2009) Noncash Donations Cash Donations Requests for New Donations with Use Restrictions Administering Donations with Use Restrictions Special Considerations for Administering Scholarships Scholarship Minimum Qualifications Scholarship Selection Committees Scholarship Use Restrictions Scholarship Payment Equipment and Furnishings Equipment and Office Furnishings (January 20, 2014) Equipment and Furnishings Inventory (January 20, 2014) Equipment and Furnishings Disposal (January 20, 2014) Fraudulent Activity Reporting (August 29, 2011) Statement of Operations (January 20, 2014) Gifts (April 23, 2010) Gifts to Employees or Immediate Family Members Gifts to Others Gift Cards (April 23, 2010) Petty Cash Funds and Change Funds (November 13, 2009) Petty Cash Funds Change Funds Religious Educator Subscriptions (November 13, 2009) Tax Information Information (August 29, 2011) Federal Employer Identification Numbers (November 20, 2008) Federal Excise Taxes (August 29, 2011) Federal Income Taxes (August 29, 2011) Sales and Use Taxes (August 29, 2011) Travel (June 23, 2014) Traveling to the Same Event Male and Female Employees (March 12, 2012) Requesting Reimbursement (June 23, 2014) Mileage Reimbursement Rate (December 14, 2007) Transportation Reimbursement Guidelines (June 23, 2014) Airline, Bus, and Train Fare (January 20, 2014) Rented Car or Taxi (January 20, 2014) Meals (May 5, 2014) Twelve-Hour Workday (May 5, 2014) Overnight Travel (May 5, 2014) As an Official S&I Representative (May 5, 2014) Inservice and Training (May 5, 2014) Meetings (May 5, 2014) Student Activities (May 5, 2014) Meal Documentation (May 5, 2014) Contents xi

12 Lodging (April 23, 2010) Voice, Text, and Data (January 20, 2014) Other Allowable Travel Expenses (January 20, 2014) Disallowed Expenses (July 17, 2008) Uncollectible Accounts Year-end Closing and Reporting Physical Facilities and Real Estate Introduction (July 6, 2007) Existing S&I Facilities Replacement Furnishings and Equipment (June 17, 2013) Annual Inspections (July 6, 2007) New Facilities Shared-use of Facilities (November 25, 2013) Housing Campus Institute Programs (November 25, 2013) Priorities for Providing Space Evaluation Questions Requirement for Constructing Released-time Seminary Facilities Leases (November 25, 2013) New S&I Sites, Buildings, Major Additions or Renovations, and Leases Annual Plans (June 9, 2014) Purchase of Sites for S&I Buildings (November 25, 2013) Construction of New S&I Buildings (July 6, 2007) Major Addition or Renovation of S&I Buildings (February 22, 2007) Original Furnishings and Equipment (February 22, 2007) Occupancy of New and Remodeled Buildings (July 6, 2007) Dedication of S&I Buildings (February 22, 2007) Facility and Equipment Use and Security (November 2, 2007) Use of Manlifts (Aerial, Scissor, and Platform Lifts) (September 3, 2008) Building Decorations Inside Decorations (July 6, 2007) Outside Decorations Using S&I Buildings or Facilities for Non-S&I Functions Use of S&I Buildings or Properties by Other Organizations (November 18, 2013) S&I Building or Facility Policies (March 23, 2007) Babysitting and Daycare Monday Evenings (March 30, 2006) Taxes on Real Estate Disposal of Surplus Real Estate Porter Service (January 28, 2005) Advertising (October 2, 2009) Safety, Health, and Environment Introduction Local Planning and Training Emergency Incidents Use of S&I Facilities During Emergencies or Disasters (September 2, 2005) Actions to Be Taken During Emergency Incidents Reporting Emergency Incidents (March 31, 2014) S&I-Rented Vehicles (February 22, 2008) Church-Owned Vehicles (September 14, 2007) Replacing Stolen or Vandalized Equipment (February 22, 2007) Human Resource Introduction (May 27, 2013) Our standards of conduct xii Contents

13 Statement of Purpose (May 27, 2013) Overview (May 27, 2013) Who Must Follow Our Standards of Conduct? (May 27, 2013) What Are the Scope and Purposes of Our Standards? (May 27, 2013) What Happens If I Violate Our Standards or the Law? (May 27, 2013) Asking Questions and Raising Concerns (May 27, 2013) Whom Should I Contact for Help or to Raise a Concern? (May 27, 2013) What Is the Standards Line? (May 27, 2013) No Retaliation (May 27, 2013) Highest Level of Integrity and Conduct (May 27, 2013) After-Hours Conduct Qualified Applicants Considered for Employment (May 27, 2013) Temple Worthiness (May 27, 2013) Conditions of Employment for Religious Educators (July 15, 2013) Annual Worthiness Clearance (July 15, 2013) No Discrimination or Harassment (May 27, 2013) Anti-retaliation Statement Applicants and Employees with Disabilities (May 27, 2013) Workplace Violence (May 27, 2013) Right to Monitor/Inspect (May 27, 2013) Responding to Government Inquiries or Investigations (May 27, 2013) Trade Restrictions and Export Controls (May 27, 2013) U.S. Anti-Boycott Regulations (May 27, 2013) Customs (May 27, 2013) Updating Our Standards (May 27, 2013) Proper Relationships (May 27, 2013) Counseling Students Relationship of S&I to Parents and Church Leaders Relationship of S&I to Bishops (November 13, 2009) Reporting Child Abuse (June 7, 2010) Documentation of Child Abuse (June 7, 2010) Student Medication (October 2, 2009) Establishing the Employment Relationship At-Will Employment (May 27, 2013) Employment Expectations for Full-Time Teachers and Administrators (May 27, 2013) Former Teachers and Administrators Workload for Religious Educators Released-time Seminary Teachers Seminary Principals Institute of Religion Teachers Institute of Religion Directors Coordinators Student Teachers and Part-Time Teachers/Administrators (April 7, 2014) Requirements for Employment Annual Worthiness Clearance (May 27, 2013) Substitute Teachers Stake Teachers (December 6, 2010) For Full- or Part-Time Personnel (April 7, 2014) Substitute Teacher Pay Pay Schedule Advertising for and Recruiting Applicants for Non-teaching Positions (May 27, 2013) Definition of an Applicant Interviews Contents xiii

14 Applicant Reimbursement Worthiness and Employment Verification Extending the Job Offer (December 4, 2012) Requirements for Employment Full-Time Equivalent (FTE) Guidelines FTE Definition FTE Formula (March 12, 2012) Expanded Program FTE Seminary Principal or Coordinator Support Specialist FTE Institute Director or Coordinator-with-Building Support Specialist FTE Area Director Support Specialist FTE Full-Time Definition for Support Specialists Temporary Support Specialists General Conditions of Employment Misrepresentations or Omission of Information Verifying Authorization to Work (May 27, 2013) Hiring Individuals under 16 Years of Age Hiring or Transferring Ecclesiastical Leaders Reemployment after Retirement Exit Interviews Employees in Close or Family Relationships (May 27, 2013) Family Members at the Work Site Maintaining the Employment Relationship Dress and Grooming Standards (February 17, 2014) Men Women Avoiding Conflicts of Interest General Guidance and Disclosure of Potential Conflicts (May 27, 2013) Second Employment (May 19, 2014) Receiving Gifts, Favors, and Entertainment (May 27, 2013) Use of Church Property, Facilities, or Assets (May 27, 2013) Avoid Bribery, Kickback, Fraud, and Other Misconduct (May 27, 2013) Making Accurate Records and Reports (May 27, 2013) Protecting Property and Information Proprietary and Personal Information (May 27, 2013) Use of Proprietary and Confidential Information and Intellectual Property of Others (May 27, 2013) Political Neutrality (May 27, 2013) Keeping Political Activity Personal (May 27, 2013) Coaching and Refereeing CES Continuing Education (May 27, 2013) Annual S&I Approval of Names for Participation in CES Continuing Education Programs (May 27, 2013) Teaching for Continuing Education Adult Religion Classes in Utah Adult Religion Classes Outside of Utah Private Travel Tours (May 27, 2013) Boards, Associations, and Committees Non-Disclosure Agreement Use of Employer-Provided Computer and Network (May 27, 2013) Work Schedules Standard Workweek and Workday Lunch Breaks Work Breaks Van or Car Pools Work-at-Home Travel xiv Contents

15 Role Descriptions (December 4, 2012) Compensation (December 4, 2012) Grade Level Adjustments (December 4, 2012) Salary Basis Policy Circumstances Where Employer May Make Deductions from Pay (May 27, 2013) S&I Religious Educator Salaries (December 4, 2012) Employee Salaries Overtime and Callback Pay Overtime (May 27, 2013) Callback Pay (May 27, 2013) Employee Benefits Benefits Available to All Employees Benefits Available to Designated Employees (January 8, 2013) Service Recognition Benefits at Termination Reductions in Force (May 27, 2013) Severance Pay Retirement (May 27, 2013) Early Retirement Options (May 27, 2013) Master Retirement Plan Supplement Benefit (May 27, 2013) Early Retirement Transition Benefit (December 4, 2012) Retirement Timing Compliance with the Laws of the Local Jurisdiction (May 27, 2013) Leave Policy and Absentee Policy (May 27, 2013) Leave Accrual Use with Long-Term Disability Use with Workers' Compensation Benefits Use in Calculating Overtime Pay Annual Leave (July 15, 2013) Sick Leave (July 15, 2013) Pregnancy-Related Leave (February 28, 2011) Leave Share Disability Benefits and Leave Family and Medical Leave Basic Leave Entitlement Military Family Leave Entitlements Benefits and Protections Eligibility Requirements Definition of Serious Health Condition Use of FMLA Leave Substitution of Paid Leave for Unpaid Leave Employee Responsibilities Employer Responsibilities Unlawful Acts of Employers Enforcement Leaves of Absence (May 27, 2013) Other Leaves (May 27, 2013) Military Leave Pay During Leave Benefits During Leave Reinstatement Accruals Holidays (May 27, 2013) Contents xv

16 Relocation (May 27, 2013) New Employee Current Employees Responding to a Request to Relocate (May 27, 2013) Home Owner s Relocation Guidelines Renter s Relocation Guidelines Retiring Employees Corrective Action and Termination (May 27, 2013) Probation and Suspension (May 27, 2013) Resignation Termination (May 27, 2013) Records of Corrective Action Behavior Prompting Corrective Action (June 17, 2013) Employee Appeal Process Review of Significant Adverse Employment Actions (May 27, 2013) Other Work-Related Concerns (May 27, 2013) Workers' Compensation (May 27, 2013) Returning to Work (May 27, 2013) Educational Assistance Religious Educators Eligibility (May 27, 2013) General Guidelines (May 27, 2013) Application Process (May 27, 2013) Reimbursement Process Graduate Degrees (May 27, 2013) Educational Assistance Non-Religious Educators (May 27, 2013) Tuition Benefits for Children Protection of Employee Privacy Personnel Files (May 27, 2013) Letters of Recommendation (May 27, 2013) Personnel and Student Information (May 27, 2013) Proctoring Exams for BYU Independent Study Courses (May 27, 2013) Professional Development Opportunities Newly Hired Religious Educators (December 4, 2012) Apprentice Program (May 27, 2013) Coordinator Certification Program (May 27, 2013) Pioneer Trails Workshop (May 27, 2013) Church History Workshop (May 27, 2013) Professional Development Leave (May 27, 2013) Research Projects (May 27, 2013) Inservice Training (May 28, 2014) Location and Travel Expenses (May 28, 2014) Teachers Visiting Other Teachers Preservice Training (May 27, 2013) Missionaries with an S&I Assignment Introduction (September 3, 2008) Making Missionary Needs Known Full-Time Missionaries Part-Time Church-Service Missionaries Application Process Full-Time Missionaries Part-Time Church-Service Missionaries (February 3, 2014) Training Full-Time Missionaries Part-Time Church-Service Missionaries xvi Contents

17 Field Notification Service Guidelines Supervision (February 17, 2014) Conduct Transfers (March 30, 2006) Travel Arrangements Accident Insurance Church Vehicles (August 15, 2011) Housing (June 17, 2013) Other Missionary Expenses (June 17, 2013) Local Church Assignments Extensions Travel following Mission Release Stake Seminary and Institute of Religion Teachers and Stake Seminary Supervisors Appointment and Release (September 3, 2008) Training Stake Seminary and Institute of Religion Teachers (June 17, 2013) Stake Seminary Supervisors (June 17, 2013) Reimbursement (April 8, 2009) Classroom Expenses (September 3, 2008) Travel (September 3, 2008) Contents xvii

18 Administration INTRODUCTION The Objective of Seminaries and Institutes of Religion (October 21, 2009) Our purpose is to help youth and young adults understand and rely on the teachings and Atonement of Jesus Christ, qualify for the blessings of the temple, and prepare themselves, their families, and others for eternal life with their Father in Heaven. To achieve our purpose: We live the gospel of Jesus Christ and strive for the companionship of the Spirit. Our conduct and relationships are exemplary in the home, in the classroom, and in the community. We continually seek to improve our performance, knowledge, attitude, and character. We teach students the doctrines and principles of the gospel as found in the scriptures and the words of the prophets. These doctrines and principles are taught in a way that leads to understanding and edification. We help students fulfill their role in the learning process and prepare them to teach the gospel to others. We administer our programs and resources appropriately. Our efforts assist parents in their responsibility to strengthen their families. We work closely with priesthood leaders as we invite students to participate and as we provide a spiritual environment where students can associate and learn together. PROGRAM NAMES (DECEMBER 4, 2012) The program name of a new seminary, institute of religion, or coordinator assignment should be recommended by the area director to S&I Information Services for approval. Proposals that do not conform to this policy must be approved by the Administrative Council. When the name has been approved, it becomes the official name and should thereafter be used on all official documents, class schedules, reports, directories, telephone listings, physical facility records, envelopes, letterhead stationery, business cards, and so forth. The standard S&I envelopes, letterhead stationery, and business cards with the approved S&I logo should be used by all S&I programs. These may be ordered from S&I Materials and Resource Services using the Stationery Order (00007SI). Note: The term LDS is not to be used as part of any program name nor is it to be listed on official documents, listings, envelopes, letterhead stationery, or business cards. The standard two-letter U.S. Postal Service abbreviations for states (such as AZ and UT) should be used. Released-time Seminary Program Names (December 4, 2012) 1. When there is only one program in a city, the program should be named after the city and state (for example, the Flagstaff AZ Seminary). All junior seminary programs (serving only ninth-grade students) should include the word Junior in the program name. The only time the word Senior should be included is when a junior seminary and a senior seminary are in 1-1 Administration

19 the same city (for example, the Flagstaff AZ Junior Seminary and the Flagstaff AZ Senior Seminary). 2. When more than one seminary program is located in a city, the name of the city and state and a geographical or other identifying feature should be used (for example, the Salt Lake City UT West Seminary or the Mesa AZ Aztec Seminary). 3. A seminary program may be named after a geographical or unique local feature or an individual even if a public school is also named after the same feature or person (for example, the Bountiful Utah Mueller Park Junior Seminary or the Idaho Falls ID Clair E. Gale Junior Seminary). 4. A released-time seminary program name should not include the name of the stake or ward served by the program. 5. Program names should not include typical public school designations, such as High, High School, 9th, or Ninth. Stake Seminary Program Names (December 4, 2012) Stake seminary programs should be named after the stake in which the classes meet (for example, the Memphis TN Seminary or the Memphis TN North Seminary). Campus Institute Program Names (December 4, 2012) Campus institute of religion program names are to be in compliance with the letter and spirit of statutes concerning the legal use of public school names. For example, the name of a public institution may not be used to promote or enhance a nonaffiliated organization (such as S&I), nor can phrases such as serving students at UCLA (or some other public institution) be used. In institute class schedules and catalogs, it is permissible to include a phrase such as located near the UCLA campus or across the street from the University of Idaho or adjacent to USC. When the name or initials of a college or university are used this way in an institute document, however, a disclaimer such as not affiliated with UCLA must also be included. In catalogs describing multiple institute programs, the disclaimer should be located in the introductory portion of the catalog in large or bold type and again in regular type next to the listing of each institute program. The following are additional guidelines for campus-based institute program names: 1. When there is only one institute program in a city and it is adjacent to a college or university, it should be named after the city and state (for example, the program located in Cheney Washington that is in the Spokane Washington West Stake and adjacent to and serving students attending Eastern Washington University is named the Cheney WA Institute of Religion). 2. When more than one of these adjacent programs is located in a city, the name of the city and state and a special geographical or other identifying feature should be used (for example, the Los Angeles CA Westwood Institute of Religion or the Los Angeles CA East Institute of Religion). 3. Program names should not include the official name of a college or university. Administration 1-2

20 Stake Institute Program Names (December 4, 2012) An institute program that serves only one stake should use the name of the stake in the program name (for example, the Memphis TN North Stake Institute of Religion). An institute program that serves more than one stake should use the name of the stake in which the classes meet (for example, the Sandy UT Central Stake Institute of Religion). Coordinator Program Names (December 4, 2012) Program names of coordinator assignments may be based on a stake name or the name of the larger geographical area being served (for example, the Atlanta GA Coordinator, South Carolina Coordinator, or New England Coordinator). Inactive Programs (February 28, 2011) When a seminary or institute program has no students enrolled for 12 consecutive months, and no additional enrollments are anticipated in the immediate future, the area director should notify S&I Information Services so that the program can be inactivated. DESIGNATING WHICH STAKES AN S&I PROGRAM SERVES (MARCH 18, 2010) Seminary and institute programs are created to assist youth and young adults who reside in the units of the Church. The primary purposes of designating which stakes an S&I program serves are 1) to give focus to S&I personnel for recruiting, enrollment, and reporting efforts; and 2) to appropriately grant access to confidential membership information of potential seminary and institute students to use for these purposes. Area offices have the responsibility to designate in ASTER which stakes a program serves. Program administrators (seminary principals, institute directors, coordinators, region directors) may recommend to the area office changes in the stakes assigned to their programs. Area office personnel should review these assignments at least annually to ensure that the guidelines in this policy are followed. Each seminary and institute program should be assigned at least one stake. Each stake can be assigned to multiple S&I programs as circumstances warrant. When a program is created, an agent stake (the stake in which the primary seminary or institute meeting facility or facilities physically resides) is assigned by the central office. Additionally, an S&I program may be assigned to serve other stakes. Designating whether a program serves one or multiple stakes should be done according to the following guidelines: Seminary (August 12, 2013) Released-time Seminary Programs Each stake which is physically located within the geographic boundaries for the adjacent public school should be assigned to the S&I program. Generally this would be the stakes that comprise the local board of education. Stakes that are outside of this definition should not be assigned. Stake Seminary Programs Generally each stake is assigned to the corresponding stake seminary program. Where there is a program that has been established to serve students from more than one stake, multiple stakes may be assigned. Adapted Seminary Programs Agent stake only, no additional stakes should be assigned. 1-3 Administration

21 Note: For seminary programs at a charter or private school agent stake only, no additional stakes should be assigned. Institute (August 12, 2013) Campus Institute Programs Each stake that has been established to serve the students attending a particular educational institution should be assigned to the S&I program. Additionally, stakes that are in very close proximity to the institute or those which have at least 10 students who are enrolled during a given term may also be assigned. Stake Institute Programs Generally each stake is assigned to the corresponding stake institute program. Where there is a program that has been established to serve students from more than one stake, multiple stakes may be assigned. Adapted Institute Programs Agent stake only, no additional stakes should be assigned. Coordinating Stake Programs (January 8, 2013) Priesthood leaders in each stake should have access to a full-time S&I employee with whom to coordinate S&I programs. To accomplish this, an S&I agent seminary program and an S&I agent institute program will be assigned to each stake by the area director. If the agent program has more than one faculty member, the agent program administrator can assign himself or another faculty member to be the contact for that stake. DETERMINING SCHOOLS ALIGNED WITH AN S&I PROGRAM (DECEMBER 6, 2010) Area offices should work with program administrators (seminary principals, institute directors, coordinators) annually to make sure that all of the educational institutions where seminary or institute students may enroll are identified and recorded in ASTER. This allows other S&I software products to assist students in identifying which seminary or institute programs correspond with a particular educational institution they may now or in the future choose to attend. For most stake seminary programs this alignment is unnecessary; the determination of the need for this alignment is made locally. Additionally, online schools, colleges or universities should not be aligned to S&I programs as the students enrolled in these programs are invited to attend institute programs that are geographically near where they reside. ENROLLMENT AND COMPLETION REPORTS Accurate and timely enrollment and completion reports are essential to the effective administration of S&I at every level. S&I field administrators are accountable for the completeness and accuracy of all reports submitted. Area directors should maintain an annual list of reports and due dates. These reports should be used at all levels in the planning of: 1. Ways to help more students enroll in, complete, and graduate from S&I programs 2. New program implementation 3. Personnel placement 4. Physical facilities 5. Budgets Administration 1-4

22 ANNUAL HISTORICAL REPORTS (DECEMBER 4, 2012) We keep annual histories according to the Lord s instruction to continue in writing and making a history of all the important things (D&C 69:3). Program administrators (seminary principals, institute directors, coordinators, area directors) should keep an ongoing file of historical materials during each school year. Contents of these files become the primary source of historical information from which each year s annual historical summary is completed. Detailed instructions for preparing and submitting historical records are located on the website under the help topic Area and Program Histories. RETENTION OF S&I REPORTS AND RECORDS Seminary Reports and Records (March 18, 2013) Report or Record Stored By For How Long Correspondence Until obsolete Seminary potential lists Coordinator or seminary principal 1 year Seminary attendance rolls Coordinator or seminary principal 5 years Seminary enrollment records (electronic record or legible hard copy [preferably the white copy] of each student s Seminary Record Card/Seminary Report Card [32268]) Coordinator or seminary principal At least 10 years following completion of the student s secondary education Seminary Preliminary Enrollment Report (R-2) (32264) Coordinator or seminary principal 1 year Teacher Yearly Enrollment and Attendance Report (YS-1 RT) (32276) Seminary principal 1 year Teacher Yearly Seminary Summary (YYS-1 NRT) (32275) Coordinator 1 year Principal s Yearly Enrollment and Attendance Summary (YS-2 RT) (32277) Seminary principal 1 year Yearly Seminary Summary (YS-2 NRT) (32279) Coordinator 1 year Seminary graduation programs Coordinator or seminary principal 10 years following completion of the student s secondary education Institute of Religion Reports and Records (March 18, 2013) Report or Record Stored By For How Long Correspondence Until obsolete Institute potential lists Coordinator or institute director 1 year Institute attendance rolls Coordinator or institute director 1 year after end of school year in which they were created Institute enrollment records (electronic record or legible hard copy [preferably the Coordinator or institute director 17 years, or until the student turns 35 white copy] of each student s Institute of Religion Registration Form, Grade Report, and Cumulative Record [32521]) I-3 Institute Report (32526) Coordinator or institute director 1 year Institute graduation programs Coordinator or institute director 17 years Financial Records (March 18, 2013) Financial records must be kept by year for reference, review, and legal purposes. When local laws require longer periods of retention, those laws supersede the S&I schedule below. All records should be adequately protected from loss and damage. Report or Record Statements of operations Year-end statements of operations (December) Monthly bank statements Keep Most recent electronically Past 2 years electronically Current year s statements and those from past 3 years electronically 1-5 Administration

23 Report or Record REFIS check documentation with paid original invoices and receipts REFIS deposit documentation Credit card statements with corresponding original receipts and invoices Journal vouchers Account reconciliations (if applicable) Correspondence Internal Record of Purchase (IROP) Keep Current year and those from past 7 years Current year and those from past 3 years Current year and those from past 7 years Current year and those from past 3 years Current year and those from past 3 years Until obsolete Current and those from past 3 years electronically Administration 1-6

24 Information Management DATA PRIVACY (AUGUST 29, 2011) The records of the Church and S&I contain confidential information, whether on paper, in computers, or in other electronic media. It is the responsibility of each employee, stake seminary and institute of religion teacher, or S&I missionary to protect that confidential information by handling, storing, and disposing of the information in an appropriate manner. Confidential information may be defined as any information that may jeopardize a person s identity or personal dealings when obtained by unauthorized sources. General Privacy Guidelines (August 29, 2011) Confidential information available through the Church or S&I is to be used for S&I business related purposes only. Such information should never be shared with anyone that has not been authorized beyond the scope listed herein, to have access to it and is not to be used for personal, political, commercial, or advertising purposes. Confidential information may not be given to individuals, agencies, or third parties that may be conducting research or surveys. S&I personnel should not provide priesthood leaders with lists of individuals in wards and stakes outside of the priesthood leader s stewardship. These leaders have processes in place to obtain this information through authorized Church systems. Any request for confidential information must be directed to the assistant administrator responsible for your area. Printed reports that contain confidential information or directories must be shredded before being discarded. Electronic media that contains or has contained confidential information must be deleted, erased, or made unreadable before it is discarded. All requests from the news media for confidential information must be directed to the local Church Public Affairs representative. Usernames and passwords should be kept confidential and should not be shared with anyone. S&I personnel should never allow students access to S&I enrollment data base systems. Disclosing and/or failing to secure confidential information may result in a corrective action, including termination. Potential Student Information The recruitment of potential students is a primary business operation for S&I. Personal information about students must be protected. If an instructor requests that student leaders assist in contacting potential students, a printed list of the names, addresses and/or phone numbers may be shared for this purpose. Any questions or concerns about sharing potential student information should be directed to S&I Information Services in the central office. Printed seminary and institute recruitment lists should only contain the student s name, address, phone number, and address. No other information should be included on these reports. 2-1 Information Management

25 Enrollment Information (August 29, 2011) Information about students must be protected. No information about students should be given to any person other than their parents or legal guardians (if under 18 years old), current priesthood leaders, authorized S&I employees, stake seminary and institute of religion teachers, or S&I missionaries. Limited contact information name, address, phone number, and/or address may be shared when an instructor requests that student leaders assist in contacting other students fellowshipping, assignments, devotionals, activities, and so forth. Any questions or concerns about sharing enrollment information should be directed to S&I Information Services in the central office. Information on students of other faiths should not be shared with anyone beyond the immediate S&I program in which they are enrolled without the individual s permission. Pictures of the students should not be published, shared, or used for any publication other than the teacher s picture class roll or within the classroom unless a Release to Use Image form has been obtained. Personal information, such as social security numbers or other government identification numbers, for students and stake seminary and institute of religion teachers should never be collected outside of S&I applications. Enrollment or performance information of a student in class should never be shared with anyone that has not been authorized to have access to it. Summarized data, such as the total number of students enrolled, should be taken from the annual S&I report. Financial Information The Church and S&I are responsible for safeguarding all financial information. Budget numbers, financial account numbers, and banking institution information should only be shared with those who have a legitimate S&I business need and have been authorized by the Director of Financial Services. Any questions or concerns about sharing financial information should be directed to the Director of Financial Services in the central office. Physical Facilities and Real Estate Services Pending or proposed real estate acquisition information should never be shared. Human Resource Information Information about employees (currently employed or retired), stake seminary and institute of religion teachers, and missionaries must be protected and not shared. Any questions or concerns about sharing human resource information should be directed to your human resource representative in the central office. Requests for personal information about an employee must be limited to work contact information only. Do not share personal information such as birth date, information about family members, or home contact information with any party. Requests for employment verification should be directed to your human resource representative who will forward them to the Shared Services office in the Central Human Resource department. Information Management 2-2

26 Adapted Programs Information The policies under Confidentiality and Privacy in the Information Management Section of the S&I Policy Manual should be reviewed before requesting information about students in adapted S&I programs. Priesthood Leader and Church Organizational Information (August 29, 2011) Information about priesthood leaders and the organization of the Church is owned by the Church and not S&I. Although S&I employees, stake seminary and institute of religion teachers, and S&I missionaries have been granted permission to use this information for S&I business related purposes, it does not grant permission to share the information with other parties. The website contains the complete data privacy agreement for priesthood leaders and Church organizations. Any questions or concerns about sharing priesthood leader information should be directed to the Church Member and Leader Services office in the Church Office Building. Information obtained from the Church Directory of Organizations and Leaders (CDOL) is to be used for legitimate S&I business purposes only. Note: When it is necessary to contact a priesthood leader, it is recommended that this contact be made at the priesthood leader s home rather than contacting him at work. CONFIDENTIALITY AND PRIVACY (AUGUST 29, 2011) Teachers are encouraged to know each student s needs for success in the classroom. Sensitive student information (disabilities, family circumstances, health concerns, economic status, and so forth) is to be kept confidential and not discussed or shared with others outside of S&I programs without the written consent or approval of the individual or their parent or guardian. Confidential documents and records are to be kept by program administrators (seminary principals, institute directors, coordinators, area directors) and not by individual teachers. Annually, confidential documents should be shredded before being discarded and replaced with more current information. If a student or parent chooses to not provide updated information, existing documentation should be destroyed one year after its initial creation. All confidential documents should be secured, under lock and key, or in a password protected database, by an S&I program administrator. Privacy rights are to be maintained at all times. When S&I personnel desire more specific information about a given student that is not already contained in their student records, they should proceed in the following order: 1. Request the information from the student directly. 2. Request the information from the student s parent or guardian. 3. Request student information from other sources following the procedures listed in the Requesting Student Medical Information (06246) document located on the S&I website. 2-3 Information Management

27 COPYRIGHTED MATERIALS (JULY 6, 2007) There are inherent challenges and potential liabilities when using copyrighted audio, visual, and written materials. Copyrighted materials may be used in the classroom under certain conditions but cannot be distributed in any form to others unless approved through the appropriate process. Distributing copyrighted materials without the permission of the copyright owner is both illegal and dishonest and may open the Church and the individual employee to unnecessary liability. Use of Copyrighted Materials (June 17, 2013) S&I teachers and administrators may use copyrighted material in their individual classrooms as long as the use of the material is in harmony with each of the following principles (for additional information see Guidelines, The Use of Church-Produced Material, and Use of Non-Church-Produced Material in sections , , and of Gospel Teaching and Learning, A Handbook for Teachers and Leaders in Seminaries and Institutes of Religion (72 74): The use of copyrighted material must help the students learn what is important. directly contribute to the purpose of the lesson. be used sparingly. be worth the time it takes to prepare and present. be appropriate and in keeping with Church standards. Copyrighted material, for example, should not be used if it is used as a time filler. is merely used for entertainment purposes. is controversial or sensational in nature. contains undesirable or potentially offensive features. comes from a questionable or inappropriate source. Classroom use of copyrighted materials includes all forms and types of face to face presentations including but not limited to classrooms, assemblies, firesides, and inservice meetings. If a question arises about whether or not the potential use of copyrighted materials is in harmony with the above principles, the teacher should consult with his or her immediate supervisor. If it cannot be resolved, the immediate supervisor may contact the area director for a final decision. Distribution of Copyrighted Materials (December 4, 2012) Distribution of copyrighted materials in any form requires the authorization of the Church Correlation, Intellectual Property Division (IPD). (Distribution is defined as sharing copyrighted material with anyone else, including students and S&I teachers and administrators.) Those who distribute copyrighted materials without IPD authorization will be held personally liable. Unless otherwise noted, authorization has been given for distribution of excerpts from written Church publications. Information Management 2-4

28 The S&I Publishing Product Management Division has been given the responsibility by S&I to work with copyright owners in obtaining the necessary permissions and approvals. S&I teachers and administrators are not to contact or negotiate with individual copyright owners. A Clearance to Distribute Copyrighted Materials form (00289SI) is available on the S&I website for use when requesting authorization prior to distributing copyrighted materials. This form must be submitted through the appropriate S&I channels well in advance so that authorization might be obtained. GUIDELINES FOR USING AN INDIVIDUAL S NAME, LIKENESS, OR IMAGE (DECEMBER 4, 2012) Voluntary Written Consent. Except as otherwise stated below, an individual must give voluntary, written consent before his or her name, likeness, or image is included in any Church Product. The Church s standard Release to Use Image form (PD [or in non-english languages]), or an alternate form approved by the Church Correlation, Intellectual Property Division, should be used to obtain this consent. In addition, if the individual is a minor child, consent must be obtained from the individual s parent or legal guardian. Written Consent Not Required. An individual s name, likeness, or image may be used without written consent in the following limited circumstances: 1. Individual Not Recognizable a. Consent is not needed to use an individual s image or likeness if it is not recognizable to members of the general public who are acquainted with the person. For example, images that have been digitally altered to mask the individual s identity, images of individuals who are part of a wide shot of a street scene, and images of individuals viewed from behind or where only a hairstyle or a hand is visible, will very rarely be recognizable. b. The image or likeness of a famous person should always be treated as recognizable even if only a portion of them is visible. It is generally best to error on the side of obtaining written consent from any famous person who is known to be included in an image. 2. Certain Limited Uses in a Specific Context a. News Reporting: When an image is used solely to report on a newsworthy event, written consent is not required for individuals who are participants or bystanders at the event (including famous persons as defined above). Such events may, for example, include general conferences, temple dedications, or humanitarian projects. In the absence of written consent from the individuals depicted, Church use will be limited to reporting on the specific newsworthy event. b. Documentary Images of a Church Event: Written consent is not required for the following individuals appearing in images that are used to show an actual, real-life (not re-created or re-enacted) Church event: 2-5 Information Management

29 i. Audience members, observers, and bystanders at a public Church event such as a musical or dramatic performance, religious gathering, building dedication, fireside, or press conference. ii. Non-featured, voluntary participants in a Church meeting, namely: 1. Individuals who conducted the meeting, introduced a speaker, offered a prayer, and/or presented an award; and 2. Individuals who participated in, directed, or accompanied a choir organized specifically for that particular meeting. The circumstances must make it clear that these participants understood that the meeting was being broadcast live and/or recorded for possible future use by the Church. (On the other hand, written consent should be obtained from speakers, presenters, soloists, guest artists, established musical groups, and other featured participants in Church meetings.) iii. Some additional notes and cautions regarding documentary images: 1. In the absence of written consent from the individuals depicted, the Church s use of a documentary image will be limited to the context of the specific event (or class of events) depicted in the image. Further, apart from accurately depicting attendance at or participation in a Church meeting or event, such images should not be used in a manner that suggests that an individual endorses or supports the Church or its activities. 2. Images may not be used on the covers of magazines, brochures, pamphlets, or media holders (e.g., DVD cover art) without written consent from the individuals depicted. 3. Images depicting sensitive subjects should not be used without written consent from the individuals. Sensitive subjects may, for example, include unwed parents, addiction, or homosexuality. 4. A reasonable effort should be made to inform participants at Church events that the event is being broadcast live and/or recorded or photographed for possible future Church use. This should be done in a way that does not unduly intrude into the event. For example, a notice may be printed on the back of admission tickets or signs may be placed at the entrances to the venue. Verbal announcements may also be used, when appropriate, but they should not be used for Church meetings or other devotional gatherings. 5. Written consent should be obtained from all individuals appearing in formal photo shoots (photo illustrations). Similarly, written talent agreements should be obtained from all persons who have performance roles or other scripted parts. Examples of Non-Written Notices (December 4, 2012) Written or recorded verification that this action has take place must be dated, signed, and then submitted by the product manager to the (IPD). 1. Ticket Notice: By attending this event, you consent to the use of your photograph, voice, likeness, and/or image in broadcasts of this event and in subsequent publications and productions drawn from photographs or video or audio recordings of this event. Information Management 2-6

30 2. Event Entrance Notice: (The text of the Legal Notice in the shaded box should be printed in at least one-inch type: 3. Verbal Notice: This event is being broadcast on public and cable television stations and is being recorded for use in future print, audio, or video productions and broadcasts. By attending this event, you consent to our use of your image and/or voice in these broadcasts and productions. Legal Notice This event is being recorded for use in possible future print, audio, or video productions, broadcasts, or cable television. The event may also be used in productions affiliated with The Church of Jesus Christ of Latterday Saints. By attending this event, you consent to the use of your photograph, voice, likeness, and/or image in any such broadcasts or productions, in any media, in any location worldwide, without remuneration. If you do not consent to this use, do not attend this event. Using Images from a Third Party Source (December 4, 2012) When images are provided by an independent contractor who is working under an approved contract that requires the contractor to obtain appropriate releases, no further documentation of consent is needed for those images. Using Images Already in the Church s Possession (December 4, 2012) It may be virtually impossible to obtain an individual s consent for an image that is already in the Church s possession. In such cases S&I, through the S&I Publishing Product Management Division, may seek permission to use the image after the IPD has assisted them in quantifying that risk based on factors such as: A search of the IPD s contract files for applicable Release to Use Image forms. A history of use without objection for a given image or individual. (A history of use consists of more than a one-time use.) The level of potential offense that might be taken from the intended use of the image. The remoteness of the person shown from the market in which the image will be used. Statements by Church employees regarding the identity of the person shown in the image. When necessary, the IPD may consult with the Office of General Counsel to assist in quantifying the risk so that the relevant department can make a fully informed decision about the risk of use versus the cost of replacing the image. If there is a question regarding the use of an image or obtaining consent that requires clarification, please contact the S&I Publishing Product Management Division. COPYRIGHTS AND SOFTWARE LICENSES (MARCH 30, 2006) Employees must respect the intellectual property of others. Care should be taken to avoid use of copyrighted material in presentations, productions, computer programs, or other work products generated by employees. Copyrighted materials must not be installed, downloaded, copied from home, reproduced, or distributed on S&I computers in violation of copyright laws. This includes but is not limited to software, music, visual images, and so forth. Even when legally obtained, care should be 2-7 Information Management

31 taken to ensure that use for classroom or training presentations adheres to the fair use guidelines described under Other Media in Curriculum section. Commercial software products require that the license documentation be physically stored at the location where the product is used. By law, software manufacturers have a right to inspect the official license on site. Software license documentation for all locally purchased products must be physically stored on site. INFORMATION SECURITY (FEBRUARY 28, 2011) Much of the information (names, dates, contact information, and so forth) that S&I uses is considered sensitive in nature. Every effort should be made to keep sensitive information secure and confidential. The level of security should be determined by the sensitivity of the information. The information in S&I databases (such as STAR and ISTAR) and Church databases accessed by S&I (such as MIS and CMIS) should not be shared with others or used for political, commercial, or personal purposes. Data files should be backed up regularly to assure business continuity in the event of fire, theft, hardware failure, and so forth. One copy of the backup files should be kept locally and another copy should be kept at a secure off-site location. Outside vendors with remote access to S&I computers (such as HVAC control computers, parking-gate computers, and so forth), should not be permitted to use them unmonitored or with open access to the building network. INTERNET COMMUNICATIONS (AUGUST 4, 2014) Any information published online must be shared with caution because it can become widely available to the public. Users have an obligation to protect confidences, respect others privacy, and otherwise act responsibly as they share information about the work they do and their job. S&I employees should refrain from giving the perception that they speak as an authority of the Church on doctrinal or procedural matters. Additionally, it is expected that employees will maintain standards of conduct and employment both during as well as outside of work. This includes what they choose to share online in their personal accounts, blogs, pages, or sites (see Overview under Our Standards of Conduct in section 11). Electronic Communications (August 4, 2014) This policy provision covers all publicly accessible Internet communications, including blogs, newsgroups, discussion forums, social networks, distribution lists, and other forms of news media, whether these media forms are used for personal or work purposes as that use relates to, affects, or reflects upon Employer. Authorized representatives of Employer may access and monitor Employer-owned systems and, if needed, disclose records relating to their use. Electronic communication may be used but should not replace personal contact with students, parents, and priesthood leaders. Electronic communication should not be used for counseling or discussing personal matters with students. (See Proper Relationships in section 11.) Information Management 2-8

32 Institutes of religion should use the messaging ( , text, and SMS) services provided through student information systems (WISE and PST) to assist them as they invite potential students to enroll in institute classes, remind students to attend class and do homework assignments, and announce activities. Each student must give his or her permission before being added to the message list and the student must be able to easily unsubscribe if he or she no longer desires to receive messages. In areas outside of the United States, if the provided services are not adequate, commercial text messaging services may be used within the same guidelines listed above. The cost of any commercial text message service should be paid from the local student programs and activities (5530) budget. Using the messaging services available in the student messaging systems (available later in 2014 in WISE and PST), released-time seminary programs may broadcast one-way messages to an entire seminary student body or an entire seminary class. Messages to seminary councils may be sent through the same system. No other systems are authorized for these purposes. No other student groupings are authorized for messaging in seminary. Any form of individual electronic communication by employees with seminary students is prohibited (such as phone calls to student s personal cell phones, ing, texting, or instant messaging). When electronic communication is necessary, it must be for professional use only and must be done through the seminary student s parents or legal guardian, or as described above through the student information system (WISE and PST). Any other electronic communication is prohibited. Electronic communication with students enrolled in online seminary must be conducted exclusively through the course management system. Under the direction of priesthood leaders and parents, stake seminary teachers may communicate electronically with seminary students. When using social media to support seminary or institute programs, employees should only publish content as the social media program administrator and not from their own personal social media account (see Social Media policy below). Because communication using the Church s messaging systems is monitored, recorded, and archived these systems should be used when communicating with parents, priesthood leaders, seminary classes, seminary councils, and institute students. Employees should not use personal or messaging systems for work-related purposes. Church-provided Internet access is authorized for seminary and institute students in S&I and other Church facilities. Social Media (August 4, 2014) Use of social media (currently limited to Facebook and Twitter) is an approved option for use by seminary and institute programs. If local programs choose to use social media, the administrator should do the following: Create a social media strategy. The strategy should include audience, purpose, content guide, and reason for using social media in the program (S&I Social Media Strategy, guides, and templates are available on the website). 2-9 Information Management

33 Establish an administrative account. S&I employees who already have a personal Facebook account will need to add their ldschurch.org address to their personal account information. Employees will administer a program page in Facebook (see Electronic Communications policy above). Twitter accounts should be created using the local program address. Create a program social network Facebook page or Twitter account. Create page as a company, organization, or institution. Use the official program name and include LDS (for examble, Gresham Oregon LDS Seminary). Include the following page information: For the terms and conditions of this page, please visit Terms of Use. In relation to the Privacy policy, visit This page is sponsored and maintained by the [Program Name] and is intended to provide helpful information about classes, activities, and programs. This page is not an official page of The Church of Jesus Christ of Latter-day Saints. This page is not intended as an official statement of any views or policies of the Church. For further information about the Church, please visit or Apply all of the following settings to any Facebook Page: Uncheck all boxes under posting ability, uncheck messages, uncheck tagging ability, set profanity filter to strong, and uncheck replies. Assign two of the program s S&I employees to administer social media. Note that no additional FTE is allocated for social media administration and an employee s workload should not be reduced in order to fulfil these responsibilities. Include the employee s ldschurch.org address and [email protected] as administrators and managers on the program s social networks. Additional content creators such as other faculty members, staff, or student council members may be included as needed. Monitor all content posted on the program s social networks and ensure that all content is appropriate and dignified. Not use or imitate the official S&I logo or Church logo. Ensure copyright compliance. Church-owned artwork, music, or other materials should not be uploaded unless such use is clearly authorized by the Rights and Use Information page on the Church website or by the Church s Intellectual Property Office. However, content from other official Church social networks may be shared or retweeted. Content from the Church Media Library may also be used. Not use or display photographs of other individuals or personal information about them without their consent (see Guidelines for Use of Image, in the Information Management section). Join the S&I Social Media Group on Facebook. Review and be familiar with Handbook 2: Administering the Church and other resources provided on (see Internet in section of Handbook 2: Administering the Church [2010]). Information Management 2-10

34 Called teacher s use of social media is under the direction of local priesthood leaders (see Members Use of the Internet in Church Callings in section of Handbook 2: Administering the Church [2010]. Prohibited Practices The following limitations are applicable to all Internet communications regarding Employer: Never disclose confidences. The duty of confidentiality extends to current and past work assignments and all information subject to nondisclosure agreements. Consult your supervisor before publishing information when confidentiality may be an issue. Do not identify or post pictures of vendors, customers, employees, students, other interested parties, office equipment, or surroundings without approval from the responsible data steward or the person to whom the information or image pertains. Never copy or post copyrighted or trademarked materials or images without the owner s permission. This includes intellectual property of vendors, customers, Employer, and The Church of Jesus Christ of Latter-day Saints. Do not use Employer s time or systems for fundraising; for partisan political purposes; to endorse, support, oppose, or otherwise comment on the election or candidacy of any candidate for public office; or to advocate for the enactment or defeat of any legislation, unless it is directly and clearly within the scope of your job duties and assignment. Do not publish material that is obscene, profane, defamatory, libelous, threatening, hateful, harassing, or abusive to another person or entity. Required Disclaimer and Comments You may state that you work for or serve Employer. If you do so, the following disclaimer is required: The views expressed here are the opinions of [employee s name] and do not necessarily reflect the views of [Employer] or The Church of Jesus Christ of Latter-day Saints. Comments made on blogs can be traced back to the Church. Be cautious about commenting anonymously on blogs Updating Information While on Duty A supervisor may permit a user to update his or her blog or other Internet forum while at work if the information is relevant to the user s duties. Personal Internet activity should not interfere with the work duties or responsibilities of the user Information Management

35 Seminary INTRODUCTION (MAY 27, 2013) Seminary programs provide weekday religious instruction for youth who attend public, private, or home schools. Students may enroll in seminary if they are at least in the ninth grade (or equivalent) and will turn fourteen years of age or older during the school year. ESTABLISHING SEMINARY PROGRAMS (MAY 27, 2013) Seminary is intended to be a weekday religious education program. Factors to consider when establishing the appropriate type, or types, of seminary include (1) adherence to Church Board of Education policies; (2) LDS population density; (3) Church financial and physical facility constraints; (4) travel distance, expense, and safety; (5) legal constraints; and (6) local school policy and calendars. With the approval of the area director, adaptations may be made for eligible students with disabilities. There are three types of seminary programs available: 1. Released-time Seminary Programs: Released-time seminary programs are established adjacent to a specific school. They are generally held in Church-owned seminary buildings. With the approval of the Church Board of Education and in cooperation with local Church school boards and adjacent school administrators, released-time seminary may be established in some areas of the United States and Canada. Released-time seminary classes are taught by, or under the direction of, full-time S&I teachers and administrators and are held during school hours according to the class schedule at the adjacent school. 2. Stake Seminary Programs: Stake seminary programs are established in stakes rather than adjacent to a specific school. They are established under the direction of local stake priesthood leaders in counsel with the S&I coordinator. A stake seminary class may be taught in a Church meetinghouse, the home of a stake teacher, or another location convenient to students. Stake seminary programs offer daily, home-study, online, special education, and deaf education classes. They are taught by stake teachers and supervised by full-time S&I administrators. 3. Adapted Seminary Programs: Adapted seminary programs are generally established adjacent to a school designed to accommodate a specific disability s population and are usually held in Church-owned buildings. These programs fill the needs of students with disabilities or other unique circumstances such as alternative education students, special education students, deaf students, and so forth. Adapted programs are established at the request of S&I administrators or stake priesthood leaders. Classes for students with special needs may be Seminary 3-1

36 organized in campus or stake seminary programs. The classes are taught by either full-time or stake teachers and are under the direction of full-time S&I administrators. When an existing seminary program is divided or reassigned, the appropriate records should be transferred to the new administrator. Area offices ensure that each stake within an area is assigned an agent seminary program to assist with seminary operations. Additionally, where necessary, area offices ensure that the schools adjacent to each released-time seminary are assigned to the correct S&I program. Agent Seminary Program (February 4, 2013) Each stake within an area is assigned by the area office to an agent seminary program. This agent program provides a primary contact for stake leaders on matters of seminary operations, including items such as enrollment efforts and graduation. Seminary programs may serve as an agent program to multiple stakes, but each stake is assigned only one agent program. In released-time seminary locations, the agent seminary program should generally work with those stakes that comprise the local seminary board of education. Local Priesthood Direction (May 27, 2013) The stake presidency should encourage and monitor the participation of eligible youth in seminary programs in their stake. They should regularly include Church education matters on their stake leadership meeting agendas. At the invitation of the stake presidency, a local S&I representative may attend the portion of the meetings when these items are discussed. To be most helpful, a local S&I representative should submit agenda items to be considered for each of these meetings. Items that might be considered during these meetings could include: 1. Plans for enrolling youth in seminary 2. Correlating and approving seminary calendar items 3. Reporting on enrollment, attendance, and completion 4. Planning seminary graduation 5. Discussing the challenges facing the seminary program. 6. Calling and supporting stake teachers For more detailed information on seminary matters under the direction of local priesthood leaders, see Responsibilities of Priesthood Leaders in section 11.1 of Handbook 1: Stake Presidents and Bishops [2010]). Released-time Seminary Released-time Seminary Facilities (November 7, 2006) New released-time seminary programs should be anticipated several years in advance so Church Board of Education approval for the program can be obtained, local school board decisions allowing released-time can be in place, and real estate and facility needs can be placed in a timely manner on area physical facilities annual plans. Facility needs should be coordinated with local priesthood leaders, S&I personnel, and the Church Physical Facilities Department to promote shared-use wherever possible. (For additional information, see Shared-use of Facilities in the Physical Facilities and Real Estate section.) 3-2 Seminary

37 Released-time Seminary and Public School Relationships (Including Charter Schools) (March 24, 2014) Seminary administrators and teachers are to ensure the separation of public school and seminary programs and at the same time develop and maintain cordial, cooperative relationships with public school personnel and support of public school programs. The following guidelines provide a framework for resolving most questions and should be followed by all personnel involved in the released-time seminary program. Area directors should contact an assistant administrator if further direction is needed. 1. A parent or legal guardian needs to complete the seminary registration form before a student may participate in the seminary program. The registration form can be completed online or a paper copy may be completed and given to the student s seminary teacher. Acceptance of the parental agreement online will automatically be noted in WISE. If a paper copy is signed, the local support specialist or program administrator should note this in WISE in the individual student s registration information section. Paper copies of the seminary registration form are available for download at seminary.lds.org. Only the approved registration form should be used. 2. Seminary attendance should not be reported to the public school except for repeated unauthorized absences that may lead to the revoking of a student s released-time privilege. 3. Unauthorized absences from seminary may violate the public school s released-time agreement. In cases of excessive unauthorized absences, the school principal and counselor should be alerted as they may be in a position to discourage truancy. The seminary principal should talk to the student and the parents and alert the bishop to help improve the student s attendance. The goal is to keep the student enrolled and attending seminary. If there is no resolution, the seminary principal should send a letter to the parents, with a courtesy copy to the school principal or counselor, informing the parents that the released-time privilege for their son or daughter has been canceled and they will need to petition the school for readmission to school for that class period. 4. Seminary staff may attend but should not participate, as identified seminary staff, in public school activities of any kind for which official sanction might be implied. 5. Seminary grades should not be made part of students public school records. 6. No public funds or resources should be used to aid the seminary. a. Generally public property cannot be used for seminary purposes. In rare cases the use of public property can be considered when certain legal requirements are met refer to Leases in the Physical Facility and Real Estate section. b. Arrangements for interpreters and personal assistants should be made by the parents or guardians of the student requiring services. When approved by the school district, publicly paid interpreters and personal assistants may provide services in S&I classrooms as part of the student s leisure activities or life skills training. Parents should notify the S&I program administrator (seminary principal, coordinator) with a written copy of the arrangements for services provided to their child during a released-time seminary class. Seminary 3-3

38 7. When requested in writing by the public school administrator, limited seminary class time may be used for public school business. 8. Obtaining goods or services through the public schools that are not available to the public, or are available at lower prices than are applicable to the public, is not approved. 9. Seminaries should not use the school public address system for announcements to the public school. The public school may, however, make announcements on the seminary public address system. 10. Seminaries should not solicit coverage, nor purchase advertising space, in school yearbooks. 11. When organizing adapted classes, the public school administrator and the head of special education programs should be consulted to: a. Coordinate scheduling b. Resolve concerns about transportation from the public school to seminary c. Review emergency protocols and coordination d. Discuss parental requests for interpreter or personal assistant services 12. Student records may not be requested from a student s school unless accompanied by a completed and signed Consent to Release Student Medical Information form (this form is included in the Requesting Student Medical Information packet (06246) located on the website. For more information, see Confidentiality and Privacy in the Information Management section. Released-time Seminary Relationships with Private Schools (May 27, 2013) The following guidelines provide a framework for resolving most questions and should be followed by all personnel involved in the released-time seminary program. Area directors should contact an assistant administrator if further direction is needed. 1. Students are invited to participate in regularly established seminary programs in their area. 2. If there is a sufficient number of students at the private school, a request can be made for an authorized S&I teacher through the local area director. 3. If a released-time program is established in conjunction with a private school, the local Church board of education serving the area in which the private school is located will also serve that seminary program. 4. Arrangements for interpreters and personal assistants should be made by the parents or guardians of the student requiring services. A written copy of the agreement should be forwarded to the administrator of the seminary program. Released-time Seminary Classes (May 26, 2014) Released-time classes are held during school hours on each day school is in session. Classes may be held before and/or after the regular school schedule to provide greater flexibility for students to be enrolled in seminary. In some cases, in order to conform to the type of class schedule and/or length of class period of the adjacent school, a different schedule is authorized. The number of classes, and so forth, are to be determined jointly by the area director, seminary principal, and the released-time seminary local Church board of education. Classes are to be taught by, or under the direction of, full-time teachers and administrators. Classes should be held on each day school is in session. 3-4 Seminary

39 Classes should be organized with the same number of terms as the schools the students are attending (between 2 4 terms per year). Where this is not feasible, seminary should be organized with at least 2 terms of comparatively equal length per year. Online Seminary in Released-time Areas (February 17, 2014) Online classes may be organized as a replacement for home-study classes in released-time areas. They are not intended to replace face-to-face classes. Students are considered for online seminary in the same way they are considered for home-study seminary in released-time areas. For example, students who cannot meet each weekday because of limiting factors such as school credit concerns, social needs, learning needs, and so forth could be considered. To participate, students must receive approval from the stake president or his designee, parents, and seminary principal and have access to the required technology. When fewer than ten students from a given program require an online class, they should be combined with a class from another seminary program in the area. Released-time Seminary Programs with Declining Enrollments (May 27, 2013) S&I will continue to provide a full-time teacher for released-time seminary programs with diminishing enrollments as long as there is an enrollment of 80 or more students and where at least three classes can be taught. (A reasonable effort should be made to give such teachers additional assignments as part of their workload). When these thresholds are not met for two consecutive years and the projected seminary potential does not increase, the full-time teacher will be replaced by a part-time teacher(s) or a stake teacher(s) and any support staff FTE will be reallocated. A full-time teacher may continue to teach the released-time classes in programs that have students enrolled if the teacher has other teaching or coordinating assignments that increase their load sufficiently to warrant a full-time employee. If the enrollment drops below 30 students for two consecutive years with no significant increase in projected enrollment, S&I will transition to a daily program with stake teachers and consider divesting itself of the seminary building. Stake Seminary (May 26, 2014) Stake seminary is offered through (1) daily classes that meet outside of school hours when local schools are in session, (2) home-study classes, or (3) online classes. Classes are usually organized within the ward or stake depending on the number of students available and the distance students must travel as well as security, availability of technology, and local economic conditions. Preference is given to classes where students meet face-to-face. The type of class offered and the students who may participate (including from other stakes) is determined locally by the stake president in counsel with the S&I coordinator. Classes are not held on Sunday unless the Church Board of Education has given specific approval. Where possible, seminary classes should be organized with the same number of terms as the schools the students are attending (between 2 4 terms per year). Where this is not feasible, seminary should be organized with at least 2 terms of comparatively equal length per year. Seminary 3-5

40 On occasion, daily, home-study, and online seminary students within a stake may meet together in person for instruction under the direction of the S&I representative. Under the direction of stake Young Men and Young Women leaders, an activity could be held in conjunction with this instruction. Facility and Equipment Support for Stake Seminary (May 27, 2013) Facility support for stake seminary classes is the responsibility of the local stake. Stake presidents can request approved equipment and furnishings through the local facilities management group. The rental of facilities for daily or home-study seminary classes is not authorized. It is the responsibility of each participant (teacher, student/family) to provide their own technological hardware and internet access to participate in online seminary. Additional computer technical support for online teachers and students may be requested from the ward or stake technology specialist. Daily Seminary Classes (October 22, 2012) Daily seminary classes should meet each day school is in session either before or after school. If a school holds classes six days a week, seminary classes should be held on five of those days. The recommended class length is fifty minutes, with a minimum of forty minutes of instruction. Classes are generally taught by stake seminary teachers. Online Seminary Classes (May 27, 2013) Online classes can be organized at a ward, stake, or multi-stake level where students cannot meet each weekday because of distance or other compelling factors. Online classes are not intended to replace established daily or released-time classes. Online seminary is preferred to home-study classes when students and teachers have daily access to a computer with a highspeed internet connection. With stake president(s) approval, and in counsel with S&I coordinator(s), students from multiple stakes may participate in an online seminary class. In order to participate, parents must submit a completed Seminary Registration (PD ) form and have daily access to a computer with a high-speed internet connection. Under the direction of a stake teacher, online students complete online assignments four days each week. Additionally, the teacher and all students meet together in one face-to-face class each week. In locations where this is not possible, the weekly class may be held virtually (using web conferencing tools). Home-Study Seminary Classes (May 27, 2013) Home-study seminary classes can be organized in places where students cannot attend a daily class because of distance or other factors such as a disability. Students are provided with S&Iprepared materials to assist in their daily (weekday) study at home. Students participate in one or more classes each week under the direction of a stake teacher to discuss their studies. Home-School Students (May 27, 2013) Home-school students who desire seminary credit should attend the regular released-time or stake seminary class available in their area. Home-school students and others not attending adjacent schools may enroll in seminary if they will turn fourteen or older during the school year and they are at least in the ninth grade or its equivalent. Seminary credit will be granted for participation in programs that are approved and offered by the stake under the direction of 3-6 Seminary

41 the stake president and an assigned S&I teacher. These teachers are expected to adhere to the criterion specified above under Home-Study Classes. SEMINARY OPERATIONS Courses The following one-year courses are taught in seminary: Old Testament, New Testament, Book of Mormon, and Doctrine and Covenants and Church History. They are taught on a prescribed four-year repeating cycle so students will have the opportunity of completing all four courses during the four years of their secondary education. Teachers should carefully pace their lessons each year so they finish the course by the end of the school year but do not run out of lessons before the school year is over. Materials (January 20, 2014) Selected teacher and student materials are provided by S&I. Many of them are available in multiple formats and are available for order and download at store.lds.org. Students and teachers are encouraged where possible to use digital versions of these materials, which can be found online at lds.org/manual and in the LDS Gospel Library mobile app. Before ordering printed materials, the following questions should be considered: How many students are likely to be enrolled? How many printed copies of each item does the unit already have available? How many teachers and students use digital versions of materials rather than printed copies? Seminary students are responsible for obtaining their own scriptures. Students unable to afford scriptures should turn to their families and priesthood leaders for assistance. In cases where students or parents don t want or don t care to ask, an S&I representative may counsel with priesthood leaders about the need and possible solutions. Personnel may assist in identifying a scriptural format appropriate for a student s needs (large print, electronic, Braille, ASL, audio, and so forth). A limited number of inexpensive scriptures may be purchased for common area or classroom use, but are not to be given to students or considered a substitute for students bringing their own scriptures. Released-time programs may purchase these scriptures with S&I funds. Stake programs may purchase them if priesthood funds are available. Priesthood Leader Participation (May 27, 2013) Priesthood leaders are always welcome in seminary and may participate as speakers at their request. Out of consideration for their busy schedules, however, teachers and administrators should not invite them to speak in seminary other than morning sides or special devotionals approved by the local Church board of education. Fund-Raising Projects (November 7, 2006) Seminary fund-raising projects are not authorized. Also, seminaries should not participate in fund-raising for other entities. Seminary 3-7

42 Choirs (May 27, 2013) Seminary choirs are not authorized. Small one-time musical groups may provide musical numbers for seminary devotionals, seminary graduations, and so forth. Music selections must be appropriate for the occasion. Transportation (May 27, 2013) Parents have the first responsibility for student safety and transportation to and from seminary. When parents are unable to provide transportation, priesthood leaders may assist. Generally, employees and stake seminary teachers should not provide transportation or ask students to provide transportation. Those who assist students who use wheelchairs or other assistive devices should receive appropriate training to encourage student safety. Students should not ride in Church-owned vehicles. To minimize safety risks and travel difficulties in stake seminary areas, bishops may arrange for a seminary class to be held in a home or other safe and convenient location. Enrollment Seminary Eligibility (February 4, 2013) LDS youth are eligible for seminary if they are at least in the ninth grade (or equivalent) and will turn fourteen years of age or older during the school year. Students are typically eligible to participate in seminary through twelfth grade (or equivalent). Students with disabilities who are eligible to attend school beyond the traditional age, however, may continue to participate in seminary programs as long as they continue to attend school (usually not past age 22). Individuals who have been deemed not accountable by their priesthood leaders, or are otherwise disabled, are eligible to participate in seminary programs. Released-time Seminary Potential (February 4, 2013) All LDS youth who are eligible to participate in seminary and who are attending an educational institution that is assigned to an S&I program are potential students in that program and should be invited to enroll by registering for and attending a class. Agent seminary programs should work with all eligible seminary students within their assigned stakes to help identify for which seminary program the students are considered as potential, and to ensure that each student record is assigned to the correct seminary program. Stake Seminary Potential (February 4, 2013) All LDS youth in a stake or district who are eligible to participate in seminary are potential students in a stake seminary program and should be invited to enroll by registering for and attending a class. Encouraging Seminary Enrollment (February 4, 2013) All eligible youth should be invited to enroll in seminary. S&I personnel from the agent seminary program should contact the priesthood leaders of the stakes they are assigned to work with and make themselves available to assist with enrollment. Enrollment should be a continual process throughout the year, with special emphasis being given at critical times such as the beginning of a new term. All eligible students, including investigators and new converts, should be invited to enroll regardless of the time of year. 3-8 Seminary

43 Non-LDS Youth Attending Seminary (February 4, 2013) Youth not of our faith but of similar ages to those attending seminary are welcome to participate, register, and enroll but are not counted as potential seminary students. Registration (February 4, 2013) Registration is the process of (1) gathering enough information about a student to be able to locate their student record in WISE (or create a temporary one), (2) obtaining the appropriate parental permissions, and (3) entering the student into a class. In released-time seminaries the student will also have to register for released-time at the corresponding school. Entering information in the individual s official record allows for automated reporting of registration to local, area, and general priesthood leaders. The parental portion of the process of registration can be completed by a student s parent or legal guardian online at seminary.lds.org or by using the approved registration form. If a student cannot be properly registered for class due to missing information critical for the registration process, a temporary registration will be created for that student. Since a temporary registration is not counted in the enrollment numbers, it is important that teachers and support staff gather the necessary information to change temporary registrations to regular enrollments. Enrollment Requirements (February 4, 2013) When an individual has been properly registered for a class and attends at least one class session, the individual is classified as officially enrolled and counted on all reports. An individual cannot be counted as enrolled in statistical or historical reports without the completion of both requirements. Attendance Attendance Expectations (March 10, 2010) It is expected that students will attend seminary each day it is held. Teachers and leaders should teach principles and blessings associated with attendance in seminary. Student Attendance (February 4, 2013) Student class attendance must be recorded in WISE before an individual is officially enrolled. Teachers are to ensure that a student s attendance is properly recorded by taking roll each day. After two weeks of class, students who have registered but never attended can be removed from class rolls by program administrators after every attempt has been made to contact the student and encourage them to attend seminary. Parents, priesthood leaders, and school officials (where applicable) should be consulted prior to removing a student from seminary. Attendance Rolls (November 7, 2006) Seminary teachers are required to keep an accurate attendance roll for each class. The attendance, academic performance, and conduct of each student should be tracked on the roll. These rolls are official student records and should be given to the coordinator or seminary principal at the end of the term or year for storage. Types of Absences [Released-time Seminary Only] (March 10, 2010) When a student is absent from seminary, it should be recorded as one of the following: Seminary 3-9

44 School excused: Absence for school activities that are verified by school administration. Parent excused: Absence for illness, doctor s appointments, and family needs, etc. that are communicated by the student s parent or guardian. Unexcused: Absence that is not excused by the school or the student s parent or guardian. Notification to Parents (May 7, 2012) The parents or guardian should be notified when a student is absent from seminary unless it is a school excused absence. The parents or guardian may request a parent excused absence for any reason they deem appropriate. If every effort has been made to contact the parents or guardian of a student with an unexcused absence, and in the event of the seminary not receiving a response, seminary principals are allowed to excuse such absences as they deem appropriate. Makeup Work (November 18, 2013) When makeup assignments are required, they should be given to bless and not punish the student. Specific assignments are determined by the teacher and should generally be related to the work missed. The assignments should be meaningful, reasonable, and individually suited to the needs and abilities of the student. Please be aware of the following: Attendance above the minimum requirement in one term may not be used as makeup work in another term. Students not meeting the attendance requirement and not completing the makeup work should not be given credit for the course. Teachers should take the initiative to work with students who have not yet received credit to assist them in completing the course. Although institute classes can be taken for seminary credit for those who complete high school/secondary education early (see Early High School/Secondary Education Completion ), institute classes are not to be used for seminary makeup work. Students should be encouraged to complete all four courses of study and receive a graduation diploma. Students are permitted to do makeup work during the years they are enrolled in high school/secondary education and up to one year after completing their high school/secondary education. Students who begin their mission service during this one year extension period are allowed one year following their mission to complete the makeup work. Tardiness (March 10, 2010) Tardiness is not to be equated with absences. Seminary credit may be withheld, however, for flagrant tardiness. Parents should be made aware of tardiness problems and must be given ample opportunity to help correct the problem before credit is withheld. In some cases, the parents or teacher may wish to ask for the bishop s involvement. In each case, sensitivity to the student s continued enrollment and success in seminary should be the foremost concern. Dropping Students [Released-time Seminary Only] (May 7, 2012) The status of students who do not regularly attend seminary after they are enrolled should be reviewed to determine if they have moved, changed their school schedule, and so forth. A 3-10 Seminary

45 student who is enrolled and is still living in the area should not be dropped from seminary unless either of the following occurs: 1. Ongoing unauthorized absences may make it necessary to suspend the student s releasedtime privilege (unauthorized absences violate the released-time agreement). For additional information, see Released-time Seminary and Public School Relationships (Including Charter Schools) policy. 2. A request from the parents has been made to do so. In either case parents, priesthood leaders, and the school, should be consulted before a student is dropped from the roll, and discontinued in enrollment software. Note: See the Makeup Work, Credit, and Grades sections for specific requirements. Credit (July 4, 2011) The requirements to earn credit for seminary graduation are as follows: Released-time Classes (May 7, 2012) Students must attend 80 percent of classes held (or complete the assigned make-up work) in order to receive credit in seminary for that term. Absences which lower a student s attendance for a term below 80 percent for whatever reason (school excused, parent excused, or unexcused) must be made up in order to receive credit. Unexcused absences should be treated differently than school or parent excused absences. Unexcused absences will result in credit being withheld until the absences are made-up. Daily Classes (July 4, 2011) The minimum requirement for credit is 80 percent attendance for each term. Online Classes (May 27, 2013) The minimum requirements for credit for each term are both of the following: Attendance at 80 percent of the weekly classes. Daily completion of 80 percent of the online assignments. A student completes a day s assignment by completing all of the assigned activities for the day. Online assignments should be done each weekday. Teachers may consider individual needs and abilities when determining completion. Home-Study Classes (July 4, 2011) The minimum requirements for credit are both of the following: Attendance at 80 percent of the combined total of weekly and stake classes for each term. Daily completion of 80 percent of the student study guide assignments. Daily assignments should be done at home each weekday. Report Cards (May 27, 2013) Report cards should be issued periodically during the year so parents are aware of the student s attendance, conduct, and academic performance in seminary. Report cards can be generated by WISE (or transcripts by CSTAR) or the Seminary Record Card/Seminary Report Card (32268) can be used. Report cards should be handed to students to take home. Personal contact by the Seminary 3-11

46 teacher with the parents may also be appropriate. Only in rare circumstances would a report card need to be mailed directly to parents. Grades (October 22, 2012) Every student who meets the attendance requirement is to be given credit and either a grade based on academic performance or a pass grade (P). A failing grade is not authorized. An incomplete (I) grade is to be given if a student has not met the attendance requirements to receive credit. Criteria for evaluating academic performance could include scripture reading outside of class, class participation on assignments, discussions, reviews, tests, scripture mastery, and an understanding of the Basic Doctrines. Area directors should ensure that individual seminary programs implement relatively uniform grading standards consistent with policy. Conduct (May 27, 2013) One of the following evaluations of a student s conduct in seminary should be included on each student s report card each term: honorable (H), satisfactory (S), needs improvement (N), or unsatisfactory (U). Transfer of Credit (May 27, 2013) A seminary student may transfer credit from one seminary program to another. The program the student transfers to should request credit information from the student s former program. A transcript can be generated by WISE or CSTAR, or a section of the Seminary Record Card/Seminary Report Card (32268) can be used. Student Recognition and Graduation (May 27, 2013) Stake presidents are responsible for seminary graduation exercises. S&I stake representatives should contact their stake presidents and make themselves available to help with planning. For recommended procedures, see A Guide to Seminary Graduation and Institute Recognition Exercises located on the website. Diplomas and Certificates (January 13, 2014) Seminary diplomas and certificates are official documents and should be produced using WISE. This will ensure that the awards students receive are recorded on their transcripts. For programs needing diplomas and certificates in languages not yet available in WISE, please contact S&I Information Services. The following diplomas and certificates are available to honor students who complete seminary classes with credit: 1. An optional seminary Certificate of Course Completion (32375) may be awarded to students annually for each seminary course completed. Depending on local circumstances, these certificates may or may not be presented at seminary graduation. In cases where a student (particularly with disabilities) attends seminary for more than four years (see Seminary Potential in this section), a Certificate of Course Completion (32375) may be awarded at graduation ceremonies each year after the Graduation Diploma (34509) has been awarded. 2. A seminary Certificate of Achievement (32263) is awarded to students who have completed at least one full year of seminary but have less than four years of seminary credit at the conclusion of their final year of secondary school. Students who meet this requirement, 3-12 Seminary

47 whether or not they are enrolled in seminary their final year, should be contacted and invited to receive a certificate if they so desire. Their parents and priesthood leader should also be informed of this possibility. This certificate may also be awarded to students who graduate from school early if they have at least one full-year of seminary credit from prior years. 3. A seminary Graduation Diploma (34509) is awarded to students who have received four years of seminary credit. Worthiness Clearance for Certificates and Diplomas (July 15, 2013) A worthiness clearance from the student s bishop is required for a seminary Graduation Diploma or a seminary Certificate of Achievement (a worthiness clearance is not required for a seminary Certificate of Course Completion). A list of students eligible to be honored with graduation diplomas or certificates of achievement at the seminary graduation exercises should be sent to bishops in advance of the printing of graduation programs. This allows bishops time to determine worthiness and, if necessary, work with students to resolve any concerns. Those not of our faith may also be cleared for worthiness by the bishops of the wards where they live or attend seminary, or by the clergy of their own faith. To maintain confidentiality, worthiness clearance information from bishops should only be given to stake presidents and not to S&I personnel. If a bishop requests additional time beyond seminary graduation to resolve worthiness issues, the diploma or certificate should be given to the bishop. It could then be awarded privately by the bishop when appropriate. Printed Programs (May 27, 2013) S&I stake representatives should provide the names of current members of the Church Board of Education and the other S&I leaders listed in A Guide to Seminary Graduation and Institute Recognition Exercises located on the website. Locally produced program covers used for graduation services must not include pictures, paintings, or other illustrations that violate copyright laws. Stake presidents should finalize the lists of those to be honored and supervise the planning and printing of the graduation programs. Early High School/Secondary Education Completion (November 18, 2013) If students complete their high school/secondary education before finishing four years of seminary they may receive Certificates of Course Completion or a Certificate of Achievement as described above. They may graduate from seminary by (1) continuing to attend regular seminary classes, (2) arranging with appropriate S&I personnel to complete equivalent work using the home-study seminary materials, or (3) completing the appropriate number of religion classes at an institute of religion or Church college or university (such credit would count for both institute recognition and seminary graduation but cannot be used for seminary makeup work). If possible, the classes taken at the institute or Church college or university that are to be counted toward seminary graduation should be the same scripture courses that were missed in seminary. The work needed to meet the graduation requirements should be completed within one year of the student s final day of seminary (students who begin their mission service during this one year extension period are allowed one year following their mission to complete the makeup work). Seminary 3-13

48 Students who graduate early should not be given credit for classes that they did not attend or for assignments they did not complete even if they are leaving early for the mission field or for other worthwhile endeavors. Accelerated High School/Secondary Education Programs (November 18, 2013) Students in accelerated high school/secondary education programs whose schedule consists entirely of classes taken at a college or university campus may enroll in an institute program (if available) in order to complete their seminary graduation requirements. If possible, the classes taken at the institute or Church college or university should be the same scripture courses that are being taught in seminary. Encouraging the Transition from Seminary to Institute of Religion (November 2, 2007) All senior seminary students should be encouraged to complete the form Post High School Plans (32528). Copies of the form should be sent to any institutes of religion the students plan to attend. Seniors should also be invited to attend the satellite broadcast of the May CES Devotional for Young Adults, participate in any local summer institute programs, and enroll in institute in the fall if they are not attending a Church school. Enrollment and Completion Reports Released-time Seminary (November 18, 2013) Released-time seminary enrollment and completion information should be reported to the area director, using software produced by the central office (such as WISE or CSTAR). Each seminary year has 2, 3, or 4 terms. Each term should be closed in WISE within two weeks after the last day of the term. When a term is closed the S-3 Seminary Report is available online for use by program, area, and central office administrators. When the final term of the year is closed the S-4 Seminary Report is available online for use by program, area, and central office administrators. All seminary classes, including before-school, after-school, or adapted classes, that meet in a released-time seminary building and are administered by the released-time seminary principal should be reported as classes in the released-time program of that building. In cases where standardized reports are not compatible with approved adapted program practices, the area director should notify their assistant administrator and other central office personnel to determine appropriate reporting procedures. Stake Seminary (May 27, 2013) Stake seminary teachers should report preliminary seminary enrollment to the coordinator by entering their first month s attendance into WISE or CSTAR (where applicable) or sending a copy of the first month s attendance roll. Seminary enrollment and completion information for the rest of the year should be reported, as directed by the coordinator, either by using a Teacher Yearly Seminary Summary (YS-1 NRT) (32275), or entering attendance into WISE or CSTAR, or by sending a copy of each month s roll. Each coordinator should report seminary enrollment and completion information to the area director using the Seminary Preliminary Enrollment Report (R-2) (32264) and the Yearly Seminary Summary (YS-2 NRT) (32279). Software produced by the central office (such as WISE or CSTAR) may be used to create these forms Seminary

49 Leadership and Student Activities Class Officers (November 2, 2007) A seminary class president, one or more vice presidents, and a secretary may be appointed by the teacher after obtaining clearance from each student s bishop. Teachers are encouraged to consider all worthy students for class officers including those who have disabilities. They should be announced in class, but not sustained or set apart. These officers may assist the teacher as needed. Released-time Student Council (May 27, 2013) In places where more than one seminary class meets in a building, a seminary student council may be organized to assist the principal in: 1. Maintaining an appropriate spirit in the building. 2. Encouraging students to enroll. 3. Establishing positive traditions, such as bringing scriptures to class, scripture mastery, scripture reading efforts, punctuality, and so forth. 4. Planning and conducting limited activities involving more than one class. Released-time Student Council Guidelines (May 27, 2013) 1. Seminary council officers and members are recommended by the faculty and endorsed by the principal. They should be approved by the released-time seminary local Church board of education. The board also clears them for worthiness with the students own priesthood leaders and sees that they are properly set apart. 2. A faculty advisor should be assigned by the principal to work with the council. 3. Both young men and young women are eligible for any position on the student council. Teachers are encouraged to consider all worthy students, including those who have disabilities. 4. The time commitment expected of council members outside of normal seminary hours, including summer, should be minimal. Workshops or other training for council members should be simple, basic, and brief. 5. To help avoid the appearance of exclusiveness, council members should not be given clothing items as part of their assignments or in recognition of their service, nor should they be encouraged or expected to purchase such items on their own. Student Leadership and Activities (May 27, 2013) The primary role of seminary is teaching the gospel. Therefore, the number of seminary activities held in or out of regular seminary classes should be minimal. When class presidencies or student council members are used to assist in the seminary program, their involvement outside of regular seminary hours should also be minimal. Teachers and administrators should be sensitive to the family, Church, and school responsibilities of their students. Student Activities (June 17, 2013) Social activities for seminary-age youth are included in the assigned role of the Young Men and Young Women organizations of the Church. Seminary student activities should support the S&I curriculum and the current lessons being taught. No money should be collected from seminary Seminary 3-15

50 students for activities or any other purpose. S&I cannot authorize travel involving seminary-age youth, therefore, any seminary activity conducted outside of normal seminary class hours or away from seminary premises should be reviewed, considered, and approved well in advance by the released-time seminary local Church board of education or stake presidency before it is implemented. When such activities are approved, adherence to all Church policies is required. Plans for the accommodation and participation of students who have disabilities should be made in advance to ensure successful seminary sponsored activities. Seminary student council members or students should not be expected to miss their public school classes to participate in seminary activities. When an activity is held on non-church property and the property owner requires a certificate of insurance, one may be obtained using a Request for Certificate of Insurance (00192SI) by either the priesthood leaders or S&I representative. Special Learning Activities (May 27, 2013) When special seminary learning activities are approved by priesthood leadership, they should not affect the day-to-day operation of the adjacent school. The following for example would not be appropriate activities in adjacent school facilities: the wearing of missionary badges, having missionary dress-up days, placing copies of the Book of Mormon, and so forth Seminary

51 Adapted Classes and Programs for Students with Disabilities INTRODUCTION (JUNE 17, 2013) Church members are encouraged to follow the Savior s example of offering hope, understanding, and love to those who have disabilities (see Members with Disabilities, in section of Handbook 2: Administering the Church [2010]). Adapted S&I classes and programs are intended to provide religious instruction to students with disabilities. Program administrators (seminary principals, institute directors, coordinators) of such students, should contact local school administrators and become acquainted with the educational approach for populations with disabilities. A good understanding of local needs is essential to achieving the objectives outlined above. Adapted classes and programs are to differ from traditional classes and programs only to the degree necessary to effectively meet the needs of the students enrolled in them. All S&I objectives, policies, and practices are to be observed in adapted classes and programs unless expressly noted as an exception in this section or through the direction of an assistant administrator. IMPORTANT TERMINOLOGY Disability. A general term connoting a condition that adversely affects a student s ability to meet performance expectations due to mental/emotional, physical, sensory, or cognitive function. A disability may be mild, moderate, severe or profound. It may also be temporary, intermittent, or lifelong. Most disabilities are not readily apparent. Adaptation. Changes to the classroom location, environment, teaching techniques or curriculum format to meet unique student needs. Remediation. Correcting a deficit. While it is not the objective of S&I to remediate academic deficits, S&I personnel should be supportive of those efforts where possible. Correcting behavioral and social deficits is the responsibility of S&I personnel insofar as they may negatively influence the learning environment of the classroom. Remediation efforts should be coordinated with parents and school personnel when possible. The nearer the normal patterns of conduct and discipline apply to the handicapped, the happier they will be (Boyd K. Packer, The Moving of the Water, Ensign, May 1991, 7). Behaviors over which a student genuinely has no control are not offensive to the Spirit of the Lord and should be handled with kindness and patience. Ridicule of or punishment for behaviors that are symptomatic of a student s disability should not be tolerated. Accommodation. Providing students with resources so they can successfully meet class performance expectations. All accommodations are based upon individual student needs. Accommodations can be organized into four groups. Adapted Classes and Programs for Students with Disabilities 4-1

52 Assistive Device. A device, such as a magnifier, a book holder, a table for wheelchair users, a microphone, and so on, that helps students to learn and participate in the classroom. (The purchase of such devices is covered in Chart of Accounts on the S&I website, accounts 5200 and 5700). Classroom Modification. Student specific techniques that help a student learn and participate in the classroom. Examples include: a friend to turn pages, a mentor, a note taker, a wider aisle to accommodate a wheelchair, or a customized teaching method. Alternate formats. Sign language, Braille, audio formats, large print, and electronic formats. Revised Expectations. A change in a class requirement or expectation that allows a student to succeed after assistive devices, classroom modifications, and alternate formats have been used. Considerations for revising expectations are made on a case by case basis. The classroom teacher, in consultation with parents and the student, should present proposals for a revised expectation to the immediate program administrator (seminary principal, institute director, coordinator) for approval. For example: the daily scripture study expectation does not require students to read the scriptures. Students may listen to scriptures, watch them in ASL, or through some other alternate formats to meet the reading requirement. The daily scripture study expectation might be revised in the case of students who are dependent upon someone else to facilitate their study. AREA DIRECTORS (SEPTEMBER 3, 2008) Local areas have the responsibility to provide religious education opportunities for all potential seminary and institute students. Meeting local needs is best accomplished through the use of local resources in consultation with priesthood and S&I leadership. S&I administration may provide additional resources at the request of an area director. Any S&I program or class may be adapted in order to teach students with disabilities. In areas with large numbers of adapted classes or programs, area directors may appoint an adapted programs advisor. Adapted programs advisors may be full-time or part-time S&I personnel or stake seminary and institute of religion teachers who have had some training or experience in adapted classroom settings. The area adapted programs advisor should help administrators identify (1) student needs within the area, (2) appropriate accommodations and behavioral remediation techniques, and (3) appropriate placement of assistive devices that have been purchased with S&I funds. They are also to assist the area director in the training of all area personnel from disabilities materials provided by the central office. Additional local training appropriate to the needs of students with disabilities is also encouraged. Area directors may wish to appoint the area adapted programs advisor to the area training council. Adapted programs advisors generally continue to teach in an adapted class setting. SEMINARY AND INSTITUTE PROGRAM OPTIONS (SEPTEMBER 3, 2008) Adapted programs are typically organized in higher density LDS areas and in conjunction with a school or organization that serves students with disabilities. Adapted programs should be established in consultation with local priesthood leadership and an assistant administrator and 4-2 Adapted Classes and Programs for Students with Disabilities

53 should receive a separate program number and budget (see Expanded Program FTE in the Teachers and Administrators section). When possible, it is helpful to include service missionaries or stake seminary and institute of religion teachers in adapted programs to provide additional accommodations support. Examples of adapted seminary programs may include: alternative high-school programs, homebound programs, special education schools, and so forth. Examples of adapted institute programs may include: special education/vocational schools, rehabilitation facilities, incarceration facilities (see Individuals Who Are Incarcerated in this section). SEMINARY AND INSTITUTE CLASS OPTIONS Area directors may approve the establishment of adapted classes within an existing S&I program. Adapted classes should be identified with the target population they were created to serve (i.e. an adapted class for the deaf, etc. as accommodated in the Star and I Star software programs). Students representing a variety of disabilities categories may participate in the same class as long as student specific accommodations can be successfully provided. Classes should be physically accessible to the students they serve. Adapted classes should also accommodate a variety of student schedules. Seminary students and their families should be consulted to determine the most appropriate environment for the student. Institute students may select their preferred courses without outside consultation. Class options generally occur in the following order of preference. Inclusive Classes (Mainstreamed) In this model, students with disabilities are enrolled and participate in traditional classes. (Inclusive classes need not be identified as Adapted Classes in STAR or ISTAR.) Classroom accommodations and/or remediation may be provided by both the teacher and peer mentors to support and assist individual students. To gain experience and expertise in working with students with disabilities, it may be appropriate to begin with a blended class model until teachers are comfortable meeting student needs in an inclusive setting. Blended Classes (Reverse Mainstreamed) Blended classes are organized when student needs cannot be met in an inclusive class setting. Blended classes should include a variety of students, half of which should be traditional students who are able to assist fellow classmates one on one. A blended class is designed to allow for more flexibility in classroom organization, instruction and techniques. It is recommended that traditional students participating in a blended class remain in the class for a minimum of one semester; consistency is an important feature of these classes. Teachers should be sensitive to gender issues when making pairing assignments. Traditional students should not be required to participate in a blended class if they are uncomfortable in this setting. Parental permission should be obtained for all students participating in a blended class. Blended classes should generally be no larger than 24 students and may be as small as six students. Cluster Classes A cluster class is organized when student needs cannot be met in a blended class setting. These classes are comprised exclusively of the target population needing extra accommodations. Adapted Classes and Programs for Students with Disabilities 4-3

54 Cluster classes are not generally recommended as an option in traditional programs. Occasionally cluster classes may be warranted in a traditional program where scheduling precludes the participation of traditional students or harmful behaviors are a concern. Personnel who work with potentially violent students may contact their area adapted programs advisor or the S&I Manager of Adapted Programs to receive appropriate training. ADAPTED CLASSES AND PROGRAMS (SEPTEMBER 3, 2008) Adapted classes and programs should: 1. Be organized under priesthood direction in the case of the establishment of an adapted program. 2. Be organized under the area director in the case of establishing adapted classes. 3. Serve students who have unique needs that are not met by existing classes and programs. 4. Have sufficient enrollment to offer at least one class (see Types of Adapted Classes and Programs in this section for appropriate class size recommendations for any given disability population). 5. Include students of appropriate seminary or institute age. 6. Not be offered where students are not enrolled long enough to complete a course, with the exception of homebound programs 7. Be administered and taught by a trained and qualified S&I professional or stake seminary or institute of religion teacher. a. In released-time areas, it is preferential to have full-time personnel fill these assignments. However, qualified stake seminary teachers may also teach these classes. 8. Receive appropriate FTE and budget allocations to accommodate the corresponding preparation, teaching, and administrative work loads. a. Considerations should include: 1) Number and length of classes taught. 2) Split assignments between mainstream classrooms and adapted classrooms. (An additional preparation time should be considered where a teacher is given a split assignment and is required to make significant adaptations to the curriculum.) 3) Administrative duties as necessitated by the population being served or additional area/central office assignments. b. There should be a sufficient number of students with special needs to justify hiring a full-time employee. Because student numbers will vary dependent upon the type of adapted class or program being offered, the classroom teacher, the program administrator (seminary principal, institute director, coordinator), the area director and an assistant administrator will consider individual circumstances when determining the FTE. For full-time employees who divide their time between adapted classes or programs and other S&I work, an appropriate proportional percentage should be determined when figuring the FTE for the adapted program. 4-4 Adapted Classes and Programs for Students with Disabilities

55 c. The student to teacher ratio may be modified to accommodate those who teach in adapted classes or programs. Class size guidelines found in the following section should be used to establish appropriate student to teacher ratios in these settings. d. Part-time teachers for adapted classes and programs are only approved when student needs warrant a teacher with specialized skills as determined by the program director, area director, and assistant administrator. 9. Be identified by a distinct program number or class section (see Expanded Program FTE in the Teachers and Administrators section). Released-time Seminary Settings (December 6, 2010) In released-time seminary settings, the number of days during the week as well as the length of the class may be adjusted by the area director to accommodate school schedules and student needs as necessary. It is appropriate to offer a mixture of class options (inclusive, blended, or cluster) and program options (released-time or stake) in order to accommodate populations with disabilities and increase enrollments. Stake Seminary Settings (December 6, 2010) Class Seminary Settings Students with disabilities generally attend regular daily seminary classes. Appropriate accommodations should be provided by both the teacher and peer mentors. Class meeting times may be adjusted to accommodate students with disabilities. In cases where there are a number of students within a reasonable distance who are unable to attend a daily seminary class because of disability, a home-study class may be organized. Home-Study Settings It is appropriate for home-study students with disabilities to attend their regularly scheduled weekly seminary class. Students who are unable to attend the weekly class regularly may be accommodated by adjusting the attendance requirement appropriately. (See Revised Expectations in this section.) TYPES OF ADAPTED CLASSES AND PROGRAMS Student populations requiring remediation and accommodations include but are not limited to: Students Who Are Deaf or Hard of Hearing (DF) (September 3, 2008) The deaf population generally falls into two groups oral based or sign language based. Which of these two groups the student is part of, should be the first consideration when establishing a class or program for the deaf. Some hearing impaired students use speech and lip reading, with the primary objective of acquiring proficiency in the predominant spoken language and participation in mainstream society. Generally, these students will prefer to participate in traditional S&I programs with some minor accommodations. Other deaf students use sign language, either in addition to speech and lip reading or as an exclusive means of communicating. Deaf students who sign exclusively maintain a distinct language and culture and interact with the hearing community in much the same way as Adapted Classes and Programs for Students with Disabilities 4-5

56 speakers of a foreign language would via interpreters. Where possible, a separate class should be offered for these students. Instruction should take place in the student s primary language, whether spoken English or American Sign Language. Ideally, instructors will come from the corresponding deaf community. If this is not possible, instructors must have sufficient skills to communicate gospel principles effectively in the student s preferred language. Although by policy, S&I does not pay for interpreters in seminary and institute settings, a qualified S&I employee may teach a class for the deaf or a stake seminary or institute of religion teacher or missionary may instruct or interpret for students who are deaf. Interpreters should meet all worthiness and other requirements unless the local school has agreed to provide one of their paid interpreters. Classroom Considerations (June 17, 2013) Released-time classes for the deaf and hard of hearing should be limited in size (generally 3 10 students) in order to work within the limitations of signed communication. Stake seminary students who are deaf should be included in their regularly offered seminary and institute classes where possible. Class enrollment may be opened to hearing siblings, ward members and friends of deaf students who sign to enhance a student s overall Church experience. These classes are to focus on S&I curriculum and not devolve into a class for sign language instruction. Many Church and S&I produced materials are available with subtitles, specialized subtitles for the deaf and hard of hearing (SDH), closed captions (CC), and materials produced in American Sign Language (ASL). These materials can be found for order and download at Store.LDS.org. Note: Closed captions must be activated through the television menu for them to work (North America Only). Students Who Are Homebound (October 22, 2012) A home-bound student is one who anticipates an absence of four weeks or longer due to a medical, mental, or emotional condition. Students who expect an absence shorter than four weeks or for other non-medical reasons should complete assignments from their regular teacher to compensate for the absence. Where possible, S&I instructors should make frequent (at least weekly) contact with students who have extended absences. In released-time settings and in consultation with priesthood leaders, area directors may establish an adapted program for students who are home-bound. Regular S&I instructors are encouraged to work closely with instructors for the homebound during a student s transitional periods to ensure that student needs are met. Home-bound instructors should give a letter grade or a pass grade (P) for the assignments completed during the period of absence from a regular class. An incomplete (I) grade is to be given if a student has not completed the course work assigned by the instructor. Particular attention should be given to matters of propriety if visits take place in student s home. Missionary couples are particularly suitable to fill home-bound assignments. Parents or other responsible adults should always be present during visits to a student s home. Students with Intellectual or Cognitive Disabilities (ICD) The needs of students with intellectual or cognitive disabilities should be met through existing S&I programs. Adapted classes may be organized to meet specific needs. Where a traditional 4-6 Adapted Classes and Programs for Students with Disabilities

57 S&I program is not offered, an adapted program may be organized as outlined in the Seminary and Institute Program Options in this section. Accommodations should be determined, in part, by the severity of the disability (mild, moderate, severe or profound). Parents, priesthood leaders, and teachers are excellent sources for discovering the most effective accommodations for a given student (see Confidentiality and Privacy in the Information Management section). Classroom Considerations Instruction for students with intellectual or cognitive disabilities will typically involve multiple forms of accommodation. Each member of the class is expected to participate to the full extent of their abilities. Peer mentors may be trained by their teacher to assist their classmates, model appropriate behavior, and reinforce teacher instructions. S&I administrators should determine class sizes based upon the needs of the students, the resources available, and in consultation with parents, caregivers, and school staff. Students Who Are Visually Impaired (VI) (September 3, 2008) Generally, individuals with visual impairments can participate successfully in traditional S&I classes with some accommodation. Where specialized schools for the blind exist, a separate program may be appropriate. Policies regarding student transportation must be observed (see Transportation in the Seminary section). An S&I representative (full-time or part-time employee, missionary or stake seminary teacher) must ensure that students with visual impairments become familiar with the building until they can comfortably reach important locations (classroom, restroom, teacher s office, secretary s desk, bus stop, and so forth), unassisted. Classroom Considerations Alternative formats are crucial to the success of these students in S&I classes. Both S&I curriculum and scripture can be obtained from Distribution Services in large print, audio, and Braille formats. Electronic versions of student materials are also available on the official S&I website for use with computers and refreshable Braille systems. Not all curriculum and Church materials are currently available in these formats. The teacher or another student can assist visually impaired students by narrating during audio visual presentations to provide important information the student might otherwise miss. Tactile involvement is an important element in teaching those who are visually impaired. Consistency in the physical environment helps create a predictable and safe experience for these students. Make appropriate preparations when rearranging desks for special activities. OTHER DISABILITIES TO CONSIDER Students with Expressive / Receptive Disorders Students who have expressive disorders may understand what is taught to them but lack the ability to respond clearly (stuttering, slurred speech, non-verbal, and so forth). Students with severe receptive disorders are unable to receive and process information in a normal fashion. It is important to discover whether such students use assistive devices or alternate communication methods. These students generally do better in smaller classes. The student and his or her parents should be consulted when making class assignments in more severe cases. Adapted Classes and Programs for Students with Disabilities 4-7

58 Students with Impaired Mobility Students with mobility impairments (wheelchairs, and so forth) do not need special classes or programs. They should be welcomed into regularly scheduled classes and offered appropriate accommodations and courtesies. Only in the case of multiple disabilities or through consultation with parents should an adapted class or program be recommended for those with mobility impairments. Students with Multiple Disabilities Students with multiple disabilities will require more accommodations to successfully participate in S&I classes. Parents should be consulted when considering classroom placement and appropriate accommodations. Teachers may want to assign more than one peer mentor to assist students with multiple disabilities. Students with Mental Disabilities Although mental and emotional illness is the most common form of disability, adapted programs and classes should only be organized for this population in conjunction with a mental healthcare facility. Adapted classes for students with mental or emotional illness should not be organized in conjunction with a traditional program. Program administrators (seminary principals, institute directors, coordinators) and teachers are encouraged to counsel with parents/guardians and priesthood leaders to understand each student s unique situation. Students in this category who are struggling in a traditional classroom may participate as a peer mentor in an adapted class designed to serve another population if both the program administrator and parents/guardians agree that it would better serve the needs of the student in question. INDIVIDUALS WHO ARE INCARCERATED When provided, S&I programs and classes for the incarcerated are intended to provide weekday religious education for LDS populations in correctional facilities. All incarcerated individuals are welcome to participate in S&I classes and programs. For reasons of security, S&I personnel must abide by all policies and instructions given by facility employees. Where offered, S&I personnel teaching in this environment should receive training from officials representing the correctional facility. Appropriate identification and clearances must be kept on one s person at all times when visiting the facility. S&I personnel are prohibited from carrying any item or message to or from incarcerated individuals. Programs for the incarcerated should be administered by a full-time S&I employee who also teaches within that program where possible. Seminary In the United States, incarcerated minors cannot be proselytized or instructed, even in their own faith, without parental or guardian consent. Most youth offender correctional facilities allow only non-denominational Ethics or Morals classes to be taught to avoid legal entanglements. For that reason, released-time seminary programs and classes are not established in conjunction with state run youth offender correction facilities. S&I programs should not be offered where S&I curriculum may not be taught. S&I should offer training and 4-8 Adapted Classes and Programs for Students with Disabilities

59 support where local priesthood leaders choose to support such facilities. S&I programs may be established in conjunction with private correctional or residential rehabilitation facilities under priesthood direction so long as the Request for Released Time (PD ) forms are completed, S&I curriculum may be legally taught, and adapted class and program requirements are met. Institute (March 12, 2012) Ideally, full-time S&I personnel with some experience teaching in an incarcerated setting should administer programs for individuals who are incarcerated. Instructors may be full-time or parttime S&I employees. Local priesthood leaders should recommend, call, and set apart stake institute of religion teachers or Church service missionaries serving in these settings according to current guidelines found in Handbook 1 (see Recommending Church-Service Missionaries and Calling Church-Service Missionaries in sections and of Handbook 1: Stake Presidents and Bishops [2010]. Potential students in relative isolation may complete personal study courses through the LDS Family Services Office of Correctional Services ( ). Students in incarcerated classes are eligible for course completion certificates. When enrollment information is recorded for incarcerated classes, students should be enrolled as temporary student registrations. Classroom Considerations Where classes are held on-site, appropriate flexibility should be granted to the program administrators (seminary principals, institute directors, coordinators) and class instructors in terms of class frequency, duration, and maximum enrollment to accommodate specific facility policies and restrictions. S&I curriculum may also be modified, under area director supervision, so as to comply with facility policies and procedures. INDIVIDUALS IN ALTERNATIVE HIGH SCHOOL PROGRAMS (ALT) The same guidelines apply to individuals in alternative high school programs as apply to adapted classes and programs. (See Adapted Classes and Programs in this section.) Students in Alternative Programs Many public school districts provide an alternative high school option for students who are struggling academically, socially, or in other ways. These programs usually focus on rapid completion of graduation requirements and frequently offer an abbreviated schedule. Seminary program schedules should be adjusted appropriately. It is preferred to have alternative high school students accommodated through an existing program if possible. Where a separate facility for these students is provided, and enrollment numbers warrant it, priesthood leaders should be consulted to consider establishing a separate adapted S&I program. Classroom Considerations Adapted classes for alternative high school students should be limited in size (generally 24 students maximum) in order to facilitate the accommodation of students with differing needs. Frequently, students in alternative classes have struggled in a traditional classroom due to learning disabilities, emotional challenges, or other difficult circumstances. Adapted Classes and Programs for Students with Disabilities 4-9

60 Institute of Religion INTRODUCTION (MARCH 18, 2013) Institute of religion programs provide weekday religious instruction for young single adults. Married postsecondary students of the appropriate age (generally 18 30) should be invited to attend as their time and circumstances allow. Married young adults not attending college are also welcome to attend. Participation of individuals age 31 and older in institute is discouraged. ESTABLISHING INSTITUTE OF RELIGION PROGRAMS (MARCH 18, 2013) Institute of religion programs are established under the direction of priesthood leaders and S&I personnel to meet the needs of young single adults. Where necessary, area offices ensure that the schools adjacent to each campus institute program are assigned to the correct S&I program. Agent Institute Program (March 18, 2013) Each stake within an area is assigned by the area office to an agent institute program. This agent program provides a primary contact for stake leaders on matters of institute operations including items such as enrollment efforts and institute recognition. Institute programs may serve as an agent program to multiple stakes, but each stake is assigned only one agent institute program. Stake and Campus Institute Programs (August 27, 2012) Where feasible, institute of religion classes should be made available for all young single adults. Where existing campus institute classes are not readily accessible, stake institute classes may be organized. See Institute Classes for Young Single Adults (First Presidency letter, 21 Apr. 2011). Stake Institute Programs (May 26, 2014) Stake institute programs may be organized where existing campus institute classes are not readily accessible to ensure that all young single adults have a reasonable opportunity to attend institute. All young single adults, ages 18 30, can attend such classes. Stakes may also combine to offer classes on a multi-stake level. These programs typically meet each week throughout the year. Classes should be organized into 2 3 terms of comparatively equal length. It is not necessary to have a break between terms. A stake institute is normally: Initiated at the request of the stake president. Taught in an existing Church facility. Taught by a stake teacher. Supervised by an S&I coordinator. o FTE is allocated for the coordinator using the FTE calculator. o The coordinator is to provide training for stake teachers. Budgeted for as follows: 5-1 Institute

61 S&I Budget Responsibilities Institute manuals and teaching supplies Graduation diplomas As approved by the stake president, travel expenses for stake teachers and other support personnel. Use of materials and equipment in S&I institute buildings. Local Priesthood Budget Responsibilities Student activities Note: Stake priesthood leaders and young single adult activities committees are responsible for young single adult activities. Stakes may sponsor limited activities associated with stake institute classes. These activities are funded through stake budgeted funds and not S&I budgeted funds. Campus Institute Programs (December 4, 2012) Campus institute programs are organized primarily to provide classes for LDS post-secondary students ages attending a particular campus or campuses and are independent of stake boundaries. Non-students may also attend. Classes should be organized with the same number of terms as the schools the students are attending. Programs are classified as either the standard semester schedule (with 2 3 terms per year) or the quarter system schedule (with 3 4 terms per year). Adapted Institute Programs (March 18, 2013) Adapted institute programs or classes may be offered where student numbers warrant a separate program or class (see Seminary and Institute Program Options in the Adapted Classes and Programs for Students with Disabilities section). Institute of Religion Advisory Council (January 22, 2013) If an institute serves only one stake, the stake presidency is responsible for organizing the institute of religion advisory council. Where an institute of religion serves more than one stake, an institute advisory council is organized under the direction of the stake assigned by the Presidency of the Seventy. This advisory council consists of a chairman (a member of the stake presidency of the assigned stake), the institute director, and a student council presidency. The institute of religion advisory council has the following responsibilities: 1. Organize and direct the institute of religion student council. Obtain a worthiness clearance for proposed council members and seeing that they are called, set apart, and released by or under the direction of the chairman of the advisory council. Members of the council may be male or female, postsecondary students or young single adults, but they must be enrolled in institute. The advisory council is encouraged to consider all worthy students, including those who have disabilities. 2. When appropriate, ensure that young single adults and married students are also represented on the student council. Where LDSSA is organized, LDSSA representatives should also be included on the student council. 3. Approve and correlate the annual student activity calendar (including any travel) and approve the use of budgeted funds for student activities in campus institute programs. No money should be collected from students for activities or charged for institute merchandise such as t-shirts. Institute 5-2

62 Stake institute program activities are under the direction of stake priesthood leaders and young single adult activities committees they are responsible for all young single adult activities. Stakes may sponsor limited activities associated with stake institute classes. These activities are funded through stake budgeted funds and not S&I budgeted funds. Institute of Religion Facilities (March 30, 2006) Facility needs should be coordinated with local priesthood leaders, S&I personnel, and the Church Physical Facilities Department to promote shared-use of existing or new facilities wherever possible. In some settings, a leased facility may be considered for smaller institute programs. (For additional information, see the Physical Facilities and Real Estate section.) Campus Facilities (September 12, 2013) In campus programs a facility for teaching students will be considered as follows: If a shared-use facility is not available and building criteria is met, S&I will evaluate if a building is to be leased or built according to the following criteria: o New construction will require at least 125 LDS post-secondary students, ages 18 30, which would attend at a single location. o Leasing a building will require at least 75 LDS post-secondary students, ages 18 30, which would attend at a single location. o Leasing a building will require at least 50 LDS post-secondary students, ages 18 30, which would attend at a single location with a coordinator s office. o Strength of daytime classes verses nighttime and weekend classes. o Location of proposed facility (is it in walking distance or convenient to public transportation). o Program history, status, and current location of classes. o Trends in enrollment and LDS student potential. If the S&I administration in the central office approves a building to be leased or built, S&I will provide the building with standard approved furnishings and equipment. S&I funds are not to be used to provide meetinghouses with equipment or furnishings. S&I will pay for all facility expenses (including furnishings, equipment, maintenance, utilities, repairs, replacements, improvements, and so forth) associated with a campus institute program. Budgeted for as follows: o Institute manuals and teaching supplies. o Graduation diplomas. o As approved by the stake president, travel expenses for stake teachers and other support personnel. o Use of materials and equipment in S&I institute buildings. o Student activities. Institute Programs with Declining Enrollments (March 18, 2013) S&I Owned Facility If institute enrollments in term one drop below 50 LDS post-secondary students (ages 18 to 30) for two consecutive years, S&I will 1) consider surplusing any standalone institute building and 5-3 Institute

63 holding classes in a local Church meetinghouse(s), or 2) arrange for classroom space at the associated institution of higher education. S&I Leased Facility S&I will consider terminating a lease and moving institute classes to a facility on a nearby campus or in a local meetinghouse in the following situations: When an institute program is leasing space for classes only (no coordinator office) and term one enrollments drop below 50 LDS post-secondary students (ages 18 to 30) for two consecutive years. When an institute program is leasing space for classes and a coordinator s office and term one enrollments drop below 30 LDS post-secondary students (ages 18 to 30) for two consecutive years. The coordinator s office will be relocated to a less expensive facility. Building Space Use (March 30, 2006) Institute of religion building space is intended to serve multiple needs. As choral music groups, family history classes, and so forth are organized, their needs should be met through shared-use of existing classroom and other space. Exclusive-use space for these groups or classes is not authorized. INSTITUTE OF RELIGION OPERATIONS Institute Eligibility (February 17, 2014) All LDS young single adults (ages 18 30) in a stake are eligible to participate in institute. While married young adults in a stake are welcome to participate, for reporting purposes, they are not included in the total number of eligible students. Youth who are 17 years of age and have completed high school (or equivalent) are eligible to participate in institute. For eligibility, enrollment, and program operation purposes, these youth should be treated as if they were young single adults (ages 18 30). Individuals who have been deemed not accountable by their priesthood leaders, or are otherwise disabled, are eligible to participate in institute programs. Institute potential and enrollment policy is to be followed regardless of disability. Institute Program Potential (March 18, 2013) Institute program potential is comprised of the young single adults who are assigned to the institute program. If there is only one stake or campus institute program assigned to a given stake, then the eligible young single adults in that stake are part of the institute program s potential and should be invited to enroll by registering and attending a class. Where eligible young single adults have the opportunity to attend multiple campus or stake institute programs, the agent institute program should work with each eligible young single adult (and his or her priesthood leader) to identify which program the student is most likely to attend. The student should then be assigned as potential in that program. Factors that influence this are as follows: Institute 5-4

64 Is the individual attending a post-secondary institution that is assigned to an S&I campus institute program? If the individual is attending a post-secondary institution where there is an established campus institute program, then they should be encouraged to attend institute at that program. Is there a stake institute class in close proximity to where the individual lives or works? Does the individual want to attend institute at a particular location due to friends or family considerations? When a young single adult enrolls in an institute class, he or she is automatically designated as potential in that institute program regardless of where they may have been previously designated as potential. Due to the transitory nature of young single adults, the institute program potential number is to be reported each term. Individuals Simultaneously Enrolled in Multiple Programs (March 18, 2013) When young single adults attend classes in multiple programs simultaneously, they are considered potential in each program. Once the term is completed, enrollment systems will automatically assign the student as potential to 1) a campus program adjacent to a school they are attending (if known and if applicable), or 2) a program they attended most frequently. This assignment will remove them as potential in all other programs. Non-LDS Young Adults Attending Institute (March 18, 2013) Young adults not of our faith are welcome to attend, participate, register, and enroll in institute, but are not counted as potential institute students. Encouraging Institute of Religion Enrollment (March 18, 2013) All young single adults should be invited to enroll in institute. S&I personnel from the agent institute program should work closely with priesthood leaders of their assigned stakes to encourage student enrollment. Enrollment should be a continual process throughout the year, with special emphasis being given at critical times such as the beginning of each new term. All young single adults including investigators, new converts, and returning missionaries should be invited to enroll regardless of the time of year. S&I personnel should also: 1. Work closely with the institute of religion advisory council and institute of religion student council. 2. Involve seminary personnel in inviting students who are completing seminary to enroll in institute. 3. With permission, involve missionaries, ward young single adult leaders, and stake young single adult leaders. 4. Invite those completing their last year of seminary to attend the May CES Devotional for Young Adults. Introduce them to institute students at the devotional. Enrollment (March 18, 2013) When an individual has been properly registered for a class and attends at least one class session, the individual is classified as officially enrolled and counted on all reports. An individual cannot be counted as enrolled in statistical or historical reports without the completion of both requirements. 5-5 Institute

65 Registration (March 18, 2013) Registration is the process of (1) gathering enough information about a student to be able to locate their student record in WISE (or create a temporary one), (2) completing the official registration form (either electronic or paper), and (3) then entering the student into a class. This process allows for automated reporting of registration to local, area, and general priesthood leaders. Registration can be completed by a student online at institute.lds.org or by using the approved registration form. If a student cannot be properly registered for class due to missing information critical to the registration process, a temporary registration will be created. These students will not receive credit toward graduation or other certificates until their registration process is finished. Additionally, priesthood leaders will not be notified about these students institute enrollment and attendance. If temporary registrations are not resolved by the end of the term, the student s enrollment will be counted in the other category which may impact requests for activity budgets, additional faculty or staff, or physical facilities requests. Note: Since temporary registrations are calculated differently than regular registrations in the enrollment reports, it is important that teachers and support staff gather the necessary information to change temporary registrations to regular enrollments. Student Attendance (March 18, 2013) Class attendance must be recorded in WISE before a student is officially enrolled. Teachers are to ensure that attendance is properly recorded by taking roll each class. After two weeks of class, students who have registered but never attended can be removed from the class roll after every attempt has been made to contact the student and encourage them to attend. Student Organizations (August 13, 2012) Where appropriate, the Church Board of Education has authorized an institute of religion student council and a Latter-day Saint Student Association (LDSSA). Each of these is to be organized and function under the direction of the local institute of religion advisory council. Institute Class Officers (March 18, 2013) An institute class president, one or more vice presidents, and a secretary may be appointed by the teacher after obtaining clearance from each student s bishop. Teachers are encouraged to consider all worthy students for class officers including those who have disabilities. They should be announced in class, but not sustained or set apart. These officers may assist the teacher as needed. Institute of Religion Student Council (November 2, 2007) The institute of religion student council consists of a president, one or more vice presidents, secretary, committees as needed, and organization representatives as appropriate. Council members may be any worthy male or female, postsecondary students or young single adults, but they must be enrolled in institute. The institute director or a faculty member serves as an adviser. The council has the following responsibilities: 1. Assist in identifying and encouraging all potential institute of religion students to enroll. 2. Discuss the needs and correlate the activities of all groups represented on the council. Institute 5-6

66 3. Prepare an annual institute activity calendar with budget information for approval by the institute of religion advisory council. 4. Plan, coordinate, and carry out all activities approved by the institute of religion advisory council. 5. Appoint temporary committees to help with assignments and activities as needed. LDSSA (September 14, 2007) A Latter-day Saint Student Association may be created in places where a legal organizational entity is desired on the campus of the college or university adjacent to the institute of religion. The association is to be supervised by the institute director or institute of religion student council adviser. LDSSA officers and leaders must be students at the college or university at which the LDSSA is registered. In smaller programs, a member of the institute of religion student council presidency could also be the LDSSA president. An approved constitution is available on the S&I website. Modifications to the constitution require written approval. Requests for modifications should be submitted to S&I Information Services. Through LDSSA, institute students who attend that particular school can officially participate in campus activities as members of a recognized student group and can request campus facilities for institute classes and activities as needed. LDSSA has no separate bank accounts from the institute of religion. Some colleges and universities do not allow anyone not enrolled at their institutions to participate in organizations affiliated with them. In places where this is the policy, the names of institute students who are not so enrolled should not be included on any roster provided to the educational institution and should not participate in on-campus activities. Some colleges and universities provide funds to assist organizations such as LDSSA that are officially recognized on their campuses. It is permissible to accept these funds, but they should only be used for activities for students from the college or university providing the funds. If the university attaches any requirements to the funds that would violate S&I policy or compromise Church standards, the funds should not be accepted. It is not permissible to accept funds if service is rendered. Young Single Adult Program and Institutes (May 21, 2007) S&I is asking institute directors to coordinate closely with local priesthood leaders regarding Young Single Adult (YSA) activities so that institute activities do not compete with YSA activities. In metropolitan areas, it has been helpful to have an Area Seventy appointed as a contact for our S&I employees in order to facilitate these coordination efforts. With the anticipated increase in stake and multi-stake YSA activities, we assume there will be an overall decrease in institute activities. Student Activities (August 9, 2010) Institute student activities may include socials, firesides, dances, class activities, leadership training, and service activities like humanitarian projects. Individuals who have been deemed not accountable by their priesthood leaders, or are otherwise disabled, are eligible to participate in institute programs. Institute potential and enrollment policy is to be followed 5-7 Institute

67 regardless of disability. These activities are funded by the budget per student activity allowance. If a non-church property owner requires a certificate of insurance for an S&I activity, one can be obtained using a Request for Certificate of Insurance (00192SI). Overnight activities are not allowed with the exception of approved leadership conferences. Leadership Conferences (November 13, 2009) Under the direction of the institute advisory council, annual institute of religion leadership conferences may be held to train institute student leaders. The assistant administrator is to approve a leadership conference that will include student leaders from multiple institute programs. The planning committee for leadership conferences could include the area director and the following people from the institute program located where the conference will be held: the chairman of the institute of religion advisory council (a member of the stake presidency of the assigned stake), the institute director, and members of the institute of religion student council. Conferences would generally last one day and should not be held on Sundays. Costs and travel should be kept to a minimum. Expenses are covered from the institute student activity budget. The area director is to approve a leadership conference that will: include student leaders from multiple institute programs within his own S&I area, or last more than one day. Church policies for overnight activities must be adhered to. The assistant administrator should be notified and give approval if a leadership conference will: necessitate student leaders traveling a significant distance within an area, or necessitate student leaders traveling across S&I areas into different S&I areas, or require student leaders attending the conference to pay a portion of the costs. Music at Student Activities (November 13, 2009) Any music provider should adhere to Church standards of music, dress, deportment, and copyright and other intellectual property clearance for the public performance of music. Music Provided by Institutes Public Performance Guidelines Public performance of recorded music (which includes playing recorded music at student activities) does not require permission or royalties IF all of the following conditions are met: 1. the music is legitimately purchased (is not a copy), 2. there is no admission fee to attend the event, 3. no one is paid to perform, AND 4. there is no transmission (i.e. transmitting the music so that it is received beyond the place from which it was sent). Acquiring and Copying Music Music may be legally purchased and downloaded to an S&I computer assigned to an S&I employee or to an S&I digital music player. Detailed or electronic receipts for Institute 5-8

68 downloaded music should be printed and retained as long as the music files are kept. Music not purchased by S&I (i.e. obtained from a personal collection) should never be played at dances or other events. Copying Music Music acquired by S&I should never be copied to personal devices not owned by S&I. For assistance in transferring music from one S&I computer to another (i.e., when an employee is transferred out of the area or into another position), contact the help desk. Computers and Devices for Storing and Playing Music (November 18, 2013) Local laws may allow for recorded music to be purchased and played at student activities. Units are not authorized to have an additional computer dedicated for storing and playing music. An additional login may be created for student leaders to enable them to assist in acquiring and managing music. For assistance, contact the help desk. Music may be transferred to an S&I digital music player which may be checked out to be used at an S&I, YSA, or ward activity. Digital music players over $200 are considered equipment and are to be purchased from available budget in the area office equipment (5700) account. Digital music players under $200 may be purchased from the student activities (5530) account if they will be used exclusively for student activities. Music Provided by Paid Sources If a DJ or other group is paid to perform at a Church sponsored dance or other event, they must sign a Performance Contract (33811) which requires the DJ and/or group to be responsible for the licensing and royalties of the music played/performed. Use of Other Copyrighted Materials at Student Activities (March 10, 2010) Other copyrighted materials such as movies, audiovisual works, dramatic works, choreographic works, and artwork are not to be used at student activities without permission from the copyright holders. Fund-Raising Activities (July 17, 2008) Fund-raising activities are not authorized. Institutes should not participate in fund-raising for other entities. Although the collection of cash donations for service-based activities is not allowed, it is permissible to collect items from students, faculty, and volunteers (i.e. Sub-for- Santa, food drives). Student activity funds may be used to purchase supplies for service-based activities where the main part of the activity is for the students to assemble the items or convert materials into finished products (i.e. quilts, hygiene kits). Budgeted funds may not be used to purchase finished goods for donation. Institute Libraries (March 12, 2012) Institute library collections should support the objectives of S&I and institute curriculum and should adhere to the following guidelines for institute libraries: FTE Management of library collections is part of the support specialist s responsibilities under the direction of the institute director. Missionaries or other volunteers may also be used to support institute libraries. 5-9 Institute

69 Space New construction plans for institute buildings will no longer provide space for library books. Collection Management Institutes with a minimum collection of 500 books will be provided with collection management and circulation software if needed. Weeding Strategy Library collections should be reviewed at least every other year. The following criteria should be used to identify books that should be removed from the library: Books that have not been checked out in the last ten years, with the exception of reference books. Multiple copies of books that have limited use. Books by known apostates. Books unrelated to the objectives of S&I. Books of questionable doctrine. Damaged books should be repaired when possible or removed from the collection. A list of books to be removed from the collection should be reviewed by the institute director and the area director. Books being removed from the library should be donated to the local Deseret Industries or local equivalent with the exception of books by known apostates or of questionable doctrine. Books Donated to an Institute Library Books donated to an institute library should be screened carefully and only added to the collection if they support the S&I objective. Special Collections Institutes are discouraged from building a special collection of rare and/or valuable books. Where collections already exist, the books should never be put into circulation. Institute library inventories should be periodically reviewed by the Historical Department to identify any rare and/or valuable books. If the Historical Department identifies a book they would like to add to their collection, S&I should grant the request. Parking Lots (June 9, 2009) The parking facilities on the S&I-owned property adjacent to seminary or institute of religion buildings are intended for S&I staff and those attending S&I classes. To protect S&I and the Church from liability and tax issues, please be aware of the following policies: 1. Fees and/or deposits are not to be collected for parking in S&I-owned parking lots unless a specific provision has been authorized by the S&I Administrative Council. 2. During normal operating hours, access to the parking lot may be controlled by issuing without charge parking stickers, passes, or access codes to authorized users (such as S&I personnel, S&I students, priesthood leaders, and so forth). Expenses for parking stickers, tags, gate cards, where needed, should be budgeted and paid from supplies (account 5200). Institute 5-10

70 Each institute will determine the process for parking pass distribution that best meets the local needs. 3. Security guards or security services are not approved to police S&I-owned parking lots. If an exception is needed, the area director must consult with his S&I Physical Facilities field representative. The field representative will forward the request to the S&I Associate Administrator. If the S&I Associate Administrator approves the request, written approval will be sent to the area. 4. S&I porters and physical facilities personnel are not to be used to police parking lots. 5. If a parking lot is located in an area that makes it desirable for use during a non-church event (such as an athletic activity and so forth), whether the parking lot is closed or the closure time is adjusted should be decided by the building agent. 6. Signs should be clearly posted indicating that the parking lot is for S&I or Church use only. If needed, please contact S&I Physical Facilities and Real Estate Services for appropriate signage. 7. If you have questions about reciprocal parking agreements with other schools or businesses, please work through your area director. He will consult with an S&I Physical Facilities field representative in the matter before submitting the request. All reciprocal agreements need written approval from the S&I Associate Administrator. Approved Courses (March 18, 2013) The approved course guidelines help S&I provide a consistent program for students throughout the world. Consistency in numbering, titles, and credit helps unify, simplify, and strengthen the institute program. It also helps students who take courses at multiple institute programs as well as those who transfer credit to Church schools. These guidelines also help institutes stay focused on our objective and in teaching students the doctrines and principles of the gospel as found in the scriptures and the words of the prophets (see The Objective in section 1.1 and 1.3 of Gospel Teaching and Learning: A Handbook for Teachers and Leaders in Seminaries and Institutes of Religion). Only the course numbers and titles (except for 392R and 393R) on the approved list should be used on class schedules, student enrollment records, I-3 Institute Reports (32526), and transcripts. Lower-Division Courses (Religion 100 through 399) (June 17, 2013) Courses numbered in the 100s, 200s, and 300s are intended for all institute students. Religion 180R, Principles of Leadership, may be offered for selected institute leadership groups or for all institute students. Religion 182R, Principles of Leadership Lab, is intended for selected institute leadership groups such as the institute of religion student council and officers of LDSSA. Upper-Division Courses (Religion 400 through 599) (March 18, 2013) Generally, courses numbered in the 400s are intended for third and fourth year students. Courses in the 500 level are intended for institutes with a significant population of graduate students. All 500 series courses and teachers need approval by the area director. None of these 5-11 Institute

71 courses are transferable to a Church school. Campus institutes serving two-year colleges may offer upper-division courses if there is a need. Care should be taken to provide first and second year students with a sufficient number of basic courses to choose from. To meet the needs of upper-division students, returned missionaries, and graduate students, some lower-division courses may be taught as upper-division courses. For example, the Book of Mormon courses (Religion 121, 122) may be taught as upper-division courses (Religion 421, 422). For campus institutes serving four-year colleges or universities, approval to offer 400 and 500 level courses may be given by the institute director. For campus institutes serving two-year colleges, the area director must also give approval. Stake institutes may offer 400 and 500 level scripture courses upon receiving permission from the area director. It is expected that upper division courses be taught with greater depth than a corresponding lower division course. For instance, more attention might be given to context, symbolism, and discussing the doctrines and principles in light of related scriptural passages dealing with similar gospel topics than is done in the lower division courses. Those who teach and supervise upper division courses should follow the principles found in the S&I objective. Taking a more academic approach does not suggest that a teacher abandon focus on the converting doctrines and principles that are found in the scriptures and words of the prophets. Before offering a 400 or 500 level course, local administrators should consider the following: Is there a sufficient student population that will benefit from such a course? Is there a broad offering of the lower division courses? Does the proposed instructor have sufficient gospel understanding and training to teach the course? Special Studies Courses (March 18, 2013) The inclusion of Religion 392R and 393R (Special Studies in Religion) on the approved course list recognizes the need for specialized courses and provides the opportunity for tailoring particular courses to meet student needs. 392R/592R courses deal with subjects associated with ancient scripture 393R/593R courses deal with subjects associated with Church history, doctrine, and other courses Sufficient time should be allowed for the approval process outlined below, using a Course Request for Special Studies in Religion (00215SI) form. Some acceptable justifications might include a graduate student population that has completed most institute of religion course offerings or a special need related to the institute of religion location. Teachers should not promote courses that represent their own personal interests. Teachers cannot require the purchase of a text or other supplemental material other than the scriptures or one of the institute student manuals. Before Religion 392R, 393R, 592R, or 593R (Special Studies in Religion) can be offered, approval must be obtained for both the teacher and the course from the institute director, the area Institute 5-12

72 director, and an assistant administrator in consultation with S&I Curriculum Services. A written outline of the proposed course must be submitted. The outline should include the title of the course, reasons the course is needed, the objectives of the course, a description of the textbook or other materials that will be used, a teaching outline, and the name of the teacher. Once the course is approved, it can only be taught within the academic school year for which it has been approved. Additional approval is required for other years. Approval of one course and teacher is not permission for other teachers to teach the same course without obtaining approval. Exception: For the courses listed below, once the teacher and course outline have been approved the institute director may schedule that course and teacher from year to year without further approvals. If that teacher s course outline changes, however, then a new formal approval would be needed. (These courses are two credit hours. None of them have teacher or student manuals available.) 1. The Parables of Jesus (Religion 392R or 592R) 2. The Book of Isaiah (Religion 392R or 592R) 3. The Writings of John the Beloved (Religion 392R or 592R) 4. Teachings of the Prophet Joseph Smith (Religion 393R or 593R) 5. Latter-day Hymns (Religion 393R or 593R) As special courses are applied for and approved, remember that institute teachers are to teach at least one scripture course each term, and teach each of the four basic scripture courses at least once every five years (see Institute of Religion Teachers in the Teachers and Administrators section). Course Catalog Semester System (May 26, 2014) Ancient Scripture Courses Credit Course Name Scripture Study The Power of the Word 521* Book of Mormon (1 Nephi to Alma 29) 522* Book of Mormon (Alma 30 to Moroni 10) 511* New Testament (Gospels) 512* New Testament (Acts to Revelation) 501* Old Testament (Genesis to 2 Samuel) 502* Old Testament (1 Kings to Malachi) 527* Pearl of Great Price 592R* 392R 2 Special Studies in Religion (requires special approval process) Church History and Doctrine Courses Credit Course Name 524* Doctrine and Covenants (Sections 1 to 76) 525* Doctrine and Covenants (Sections 77 to 138) 533* Teachings of the Living Prophets 541* Latter-day Saint History (Joseph Smith Martyrdom) 542* Latter-day Saint History (Brigham Young Lorenzo Snow) 543* Latter-day Saint History (Joseph F. Smith present) 545* Presidents of the Church 530* Doctrines of the Gospel (Chapters 1 to 20) 531* Doctrines of the Gospel (Chapters 21 to 37) 5-13 Institute

73 Church History and Doctrine Courses Credit Course Name 593R* 393R 2 Special Studies in Religion (requires special approval process) Other Courses Credit Course Name 110R* 2 Institute Choir Missionary Preparation The Gospel and the Productive Life 180R+ 1 Principles of Leadership 182R* 1 Principles of Leadership Lab 190R* 2 Advanced Institute Choir 534* Preparing for an Eternal Marriage 535* Building an Eternal Marriage Introduction to Family History 593R* 393R 2 Special Studies in Religion (requires special approval process) Preservice Training Courses (taught at authorized preservice training centers only) Credit Course Name Teaching Seminary Seminary Student Teacher Seminar * Courses do not transfer to Church Schools + No BYU equivalent transfers as elective credit only Course Catalog Quarter System (May 26, 2014) Institute credit is calculated as semester hour credits even if an institute program is designated as a quarter hour system. This calculation provides a universal standard for credit and aids the student as they take classes from multiple programs and if they transfer credit to Church universities or colleges. Classes taken in a quarter hour system accrue credit at the rate of twothirds a semester credit (see chart in Institute Classes section). Ancient Scripture Courses Credit Course Name 315Q 115Q 1.3 Scripture Study The Power of the Word 521Q* 421Q 121Q 1.3 Book of Mormon (1 Nephi to Words of Mormon) 522Q* 422Q 122Q 1.3 Book of Mormon (Mosiah to Helaman) 523Q* 423Q 123Q 1.3 Book of Mormon (3 Nephi to Moroni 10) 511Q* 411Q 211Q 1.3 New Testament (Gospels) 512Q* 412Q 212Q 1.3 New Testament (Acts to Ephesians) 513Q* 413Q 213Q 1.3 New Testament (Philippians to Revelation) 501Q* 301Q 1.3 Old Testament (Genesis to Deuteronomy) 502Q* 302Q 1.3 Old Testament (Joshua to Songs of Solomon) 503Q* 303Q 1.3 Old Testament (Isaiah to Malachi) 527Q* 327Q 1.3 Pearl of Great Price 592QR* 392QR 1.3 Special Studies in Religion (requires special approval process) Church History and Doctrine Courses Credit Course Name 524Q* 324Q 1.3 Doctrine and Covenants (Sections 1 to 45) 525Q* 325Q 1.3 Doctrine and Covenants (Sections 46 to 90) 526Q* 326Q 1.3 Doctrine and Covenants (Sections 91 to Official Declaration 2) 533Q* 333Q 1.3 Teachings of the Living Prophets 541Q* 341Q 1.3 Latter-day Saint History (Joseph Smith Martyrdom) 542Q* 342Q 1.3 Latter-day Saint History (Brigham Young Lorenzo Snow) Institute 5-14

74 Church History and Doctrine Courses Credit Course Name 543Q* 343Q 1.3 Latter-day Saint History (Joseph F. Smith present) 545Q* 345Q+ 1.3 Presidents of the Church 530Q* 430Q 1.3 Doctrines of the Gospel (Chapters 1 to 12) 531Q* 431Q+ 1.3 Doctrines of the Gospel (Chapters 13 to 24) 532Q* 432Q+ 1.3 Doctrines of the Gospel (Chapters 25 to 37) 593QR* 393QR 1.3 Special Studies in Religion (requires special approval process) Other Courses Credit Course Name 110QR* 1.3 Institute Choir 130Q 1.3 Missionary Preparation 150Q 1.3 The Gospel and the Productive Life 180QR+.6 Principles of Leadership 182QR*.6 Principles of Leadership Lab 190QR* 1.3 Advanced Institute Choir 534Q* 234Q 1.3 Preparing for an Eternal Marriage 535Q* 235Q+ 1.3 Building an Eternal Marriage 261Q 1.3 Introduction to Family History 593QR* 393QR 1.3 Special Studies in Religion (requires special approval process) * Courses do not transfer to Church Schools + No BYU equivalent transfers as elective credit only One-Credit Institute Courses (November 25, 2014) Courses numbered 010 through 099 do not transfer to Church colleges or universities. Each course carries one hour of credit. These courses require at least 750 minutes of class time (see chart in Institute Classes section). A maximum of six hours of one-credit courses, in any combination, may be applied toward receiving an Institute of Religion Diploma. One-Credit General Courses (Religion 010 through 033) (May 26, 2014) With the exception of Devotionals or Lecture Series (031R), these general courses are abbreviated versions of two-credit courses on the approved list. General Courses Semester System Number Credit Course Name 010R* 1 Institute Choir 015* 1 Studying the Scriptures 030* 1 Preparing for a Mission 031R* 1 Devotional or Lecture Series 032* 1 Doctrines of the Church 033* 1 Teachings of the Prophets General Courses Quarter System Number Credit Course Name 010QR*.6 Institute Choir 015Q*.6 Studying the Scriptures 030Q*.6 Preparing for a Mission 031QR*.6 Devotional or Lecture Series 032Q*.6 Doctrines of the Church 033Q*.6 Teachings of the Prophets 092QR*.6 Special Studies in Religion Ancient Scripture Courses (requires special approval process) 093QR*.6 Special Studies in Religion Church History and Doctrine and Other Courses (requires special approval process) 5-15 Institute

75 * Courses do not transfer to Church Schools + No BYU equivalent transfers as elective credit only Devotional or Lecture Series Classes for Campus-based Programs (Religion 031R) (Dec. 4, 2012) A devotional or lecture series class can provide an opportunity for students to deepen their understanding of the gospel and increase their faith and testimony by listening to approved guest speakers. Additionally, these classes provide a venue to introduce students who have not yet enrolled or who are not of our faith to the institute program. Similar to other institute courses, the focus of these classes should be based on teaching and learning the gospel of Jesus Christ. They should also be based in the scriptures and the teachings of the latter-day prophets. Devotional or lecture series classes should meet frequently (normally weekly) with substantive instructional time that meets the required number of minutes per semester (see One-Credit Scripture Block Courses ). In order to receive credit for a devotional or lecture series class, students must register for the class (either online or by paper form) and attend 75 percent of the lectures. Students who attend devotionals or lectures without registering should be invited to register; otherwise they are considered as guests and are not to be enrolled in the class. Student enrollments from devotional or lecture classes are not included in requests for new facilities or FTE calculations. Depending on the needs and interests of the students, institute programs may choose to have an occasional approved guest speaker for enrichment purposes rather than creating a devotional or lecture series class. Activities organized to teach a skill, or to focus on a non-gospel-related topic (such as dancing, current events, meals, and so forth) should not be identified as an institute class. One-Credit Courses from the Standard Works (May 23, 2011) From time to time, institutes may offer other one credit courses. Such courses would typically be offered during the summer months or during breaks in the regular semester schedule when there is only sufficient time for abbreviated courses. These courses may be a good introduction to the institute program for recent high school graduates. One-credit scripture courses can be offered either as an abbreviated version of a scripture-based course or in defined blocks as outlined below. These courses are not intended to replace the standard two-credit courses which should continue to be the primary course offerings during regular terms. One-Credit Abbreviated Courses from the Standard Works (092R and 093R) (March 18, 2013) These courses should require one-half of the required classroom time as a two-credit course. These one-credit courses should be listed on course schedules and official transcripts as follows: 092R for courses that deal with subjects associated with ancient scripture 093R for courses that deal with subjects associated with Church history and doctrine When a proposed 092R and 093R course is to be taught as an abbreviated version of an approved course that has an existing S&I teacher s manual, the course should be cleared with the teacher s area director. (Examples include scripture-based classes, missionary preparation classes, preparing for eternal marriage classes, and so forth.) Institute 5-16

76 When a proposed 092R and 093R course is to be taught from an approved course that does not have an S&I teacher s manual, the class and instructor must be cleared through the central office following the same process as 392R/393R and 592R/593R courses. One-credit courses are not transferable to any of the Church colleges and universities. One-Credit Courses from the Standard Works Number Credit Course Name 092R* 1 One-Credit Course (ancient scripture) 093R* 1 One-Credit Course (Church history and doctrine) * Courses do not transfer to Church Schools + No BYU equivalent transfers as elective credit only One-Credit Scripture Block Courses (November 25, 2013) These 1 credit courses are standard 2 credit classes divided into two 1 credit segments. These classes use the standard curriculum and are intended to be taught in situations when there are significantly fewer weeks available during a term (a 6 week summer block for example). While these classes may meet for a fewer number of weeks, they should meet for the prescribed amount of time per credit unit. For example, a 1 semester credit class would meet as follows: Number of Meetings Length of Meetings minutes minutes minutes minutes If a student completes both corresponding 1 credit classes, the credit toward receiving an Institute of Religion Diploma or transfer credit to Church schools (if other requirements are met, see Transferable Credit ) is equivalent to completing the 2 credit version of the class. These courses are not transferable to other Church schools without a student completing both parts. Number Credit Course Name 021A 1 Book of Mormon (1 Nephi and 2 Nephi) 021B 1 Book of Mormon (Jacob 1 Alma 29) 022A 1 Book of Mormon (Alma 30 3 Nephi 11) 022B 1 Book of Mormon (3 Nephi 12 Moroni 10) 011A 1 New Testament (Gospels of Matthew and Mark) 011B 1 New Testament (Gospels of Luke and John) 012A 1 New Testament (Acts Ephesians) 012B 1 New Testament (Philippians Revelation) 001A 1 Old Testament (Genesis Exodus) [Religion 301 Student Manual Chapters 1 13]* 001B 1 Old Testament (Leviticus 2 Samuel) [Religion 301 Student Manual Chapters 14 28]* 002A 1 Old Testament (1 Kings Isaiah) [Religion 302 Student Manual Chapters 1 19]* 002B 1 Old Testament (Nahum Malachi) [Religion 302 Student Manual Chapters 20 35]* 027A 1 Pearl of Great Price (Book of Moses) 027B 1 Pearl of Great Price (Abraham Articles of Faith) 024A 1 Doctrine and Covenants (Sections 1 41) 024B 1 Doctrine and Covenants (Sections 42 76) 025A 1 Doctrine and Covenants (Sections ) 025B 1 Doctrine and Covenants (Sections 109 Official Declaration 2) * The books of the Old Testament to be taught are covered by teaching the chapters specified in the student manual Institute

77 Independent Study Courses in Institute (March 10, 2010) Occasionally students are unable to attend a regularly scheduled institute class and request the option of an independent study course. Such a request may be accommodated within approved guidelines. Independent study institute courses should only be made available when circumstances warrant. These courses are not available for transfer credit to any Church schools, but may be applied toward institute graduation. The student must reside within the S&I institute area that approves and administers the class. It is expected that the student would enroll and complete a class within the same semester. If the student does not complete the course within the semester, he or she receives an incomplete (I) and the assigned institute teacher should continue working with the student to encourage completion. When a student desires to take an independent study institute class and the institute director or coordinator approves, the following procedures should be implemented: 1. Select a course from the approved independent study course list located on the S&I website. 2. Create a new class in the enrollment software with the class type independent study and assign responsibility for the course and student to an authorized institute teacher (stake or full-time). Enroll the student in the class. If there are multiple students who are approved to study the same independent course of study with the same teacher, they should be enrolled in the same class. 3. Where reasonable, the authorized S&I institute teacher should meet with the student in person at least once during the course. The remainder of the communication and discussion may be interacted via or regular mail, including the reporting of assignments and reading. The assigned teacher should: Require appropriate scripture reading assignments in scripture courses. Require appropriate reading assignments in the authorized institute student manual. Require the participating student to complete at least 11 written lessons from the authorized 14 lesson list for approved institute independent study courses. These should be recorded in the enrollment software as permitted by the software (implemented with WISE). Give a grade to the student when the course requirements are met. Adult Religion Classes (June 7, 2010) Adults age thirty-one and older are encouraged to attend adult religion classes arranged by either BYU Continuing Education or local priesthood leaders. A fee, established by BYU Continuing Education, is charged for classes sponsored by Continuing Education and is based on an amount per credit hour taught. Classes established by local priesthood leaders are generally without cost. Institute 5-18

78 Ongoing Activity Programs (June 27, 2011) In addition to teaching the gospel of Jesus Christ, institute programs should also provide a spiritual and social climate where students can associate together and prepare for effective Church service. An institute, however, is not a university with the same obligation or resources to develop artistic talent or provide training and performance opportunities for those with such abilities and interests. Activity programs (such as choral, dance, drama, and so forth) are not a required offering for institutes of religion. A particular activity program may be approved, however, where there is sufficient interest from students and administration and where the following guidelines have been carefully considered and implemented: These ongoing activity programs should be conservative in the amount of S&I and individual student resources allocated for time (practice, performance, and administration), money (costumes, equipment, travel, and so forth), energy, and administrative attention. Sufficient funds should be budgeted and approved before any ongoing activity programs are implemented. Ongoing activity programs should be structured to encourage and allow widespread participation rather than restricting participants to a select group. This may mean several groups would need to be formed to accommodate those with different levels of ability. Performances should be limited in number and should not involve extensive travel. Performance venues and schedules are to be approved by the S&I Performance Committee and by the S&I Administrative Council. Music, costumes, and routines should be modest and appropriate for groups who represent the Church. Care should be taken that ongoing activity programs do not negatively impact relationships with the neighboring university who sponsors similar programs. Participants in such groups should be enrolled concurrently in a regular institute of religion class. Except for choral programs (Religion 010R, 110R), these ongoing activity programs are not to be offered for credit. All ongoing activity programs should receive an annual review and evaluation by the S&I Performance Committee. Proposals for new ongoing activity programs (such as choral, dance, drama, and so forth) require prior written approval from the area director and the S&I Administrative Council. Institute Choir Courses (May 26, 2014) The primary purpose of institute choir courses is to fulfill the objective of S&I. As institute choirs rehearse choral music, choir instructors teach students the doctrines and principles of the gospel as found in the scriptures and the words of the prophets, supported by the lyrics of the choir s musical repertoire. Hymn arrangements and other sacred music are the primary musical resource for institute choirs; occasionally, other uplifting music may also be appropriate Institute

79 Choir performances fulfill the S&I objective most directly and powerfully when audiences are 1) edified and taught the doctrines and principles of the gospel, 2) principally comprised of youth and young adults, and 3) invited into the institute environment. Performances given at other local venues and events should be consistent with S&I purposes. All performances are to be approved by the Institute of Religion Advisory Council (or the Stake Young Single Adult Committee) as part of the institute activity calendar. Performances at Church-sponsored or community functions should be based on host invitation, not choir solicitation although institutes may make Church and civic leaders generally aware that a choir is available to perform away from the institute. With additional approval from the area director(s), a choir may travel to a performance outside its S&I area if choir members can safely return home the same day. Performances and retreats requiring overnight travel are not approved for institute choirs. Where there is sufficient interest from students and administration and where an instructor is available institutes are encouraged to offer one or more institute choir courses in addition to the scripture courses already offered. Instructors of choir courses may be S&I employees or stake teachers. Approved institute choir courses include: Course Name Institute Choir (010R/010QR) Institute Choir (110R/110QR) Advanced Institute Choir (190R/190QR) Non-auditioned Meets minutes each week Non-auditioned Meets 90 or more minutes each week Additional Information Auditioned (may be offered only at institutes where a non-auditioned choir also meets) Meets 90 or more minutes each week Financial guidelines regarding institute choirs are as follows: 1. Expenses for campus institute choirs should be budgeted in advance as part of the annual institute budget submission process. Choirs affiliated with stake institute programs receive funds through the stake. All institute choir expenses should minimize the need for student financial participation. 2. Choirs are encouraged to use music from their collection and also borrow from other institute choirs. Some new music may be included in the annual operating budget request. 3. To the extent possible, institutes are encouraged to hold concerts at the institute or at other Church facilities to minimize costs. If renting a facility is required for a performance, institutes may charge a modest admission fee; however, students currently enrolled in institute are to be allowed to attend at no charge. Admission fees should be conservatively priced with the intent to offset, but not exceed, the cost of renting the facility. Admission fees should be deposited to account 4500 CECHTS, and the facility rental charged to account Institute choirs are not to participate in public or private events of a commercial nature (those designed to generate revenue for the sponsoring individual/organization or a third party). 5. To minimize the financial burden placed on students, choirs are encouraged to perform wearing regular Church-appropriate clothing. If necessary, with institute director approval, Institute 5-20

80 students may be charged a modest concert dress fee to offset the cost of an inexpensive matching tie or other accessory. If an institute decides to charge a concert dress fee, the income should be deposited to account 4500 CECHCF and the expenditures charged to account Choir performances and socials are to be approved by the Institute of Religion Advisory Council (or the Stake Young Single Adult Committee where that is the committee providing priesthood leadership) as part of the institute activity calendar and funded from the student activity allowance. 7. Necessary replacement or new equipment for choirs should be included in the area s annual RE-8 Equipment Purchases Budget Request and charged to the area office 5700 account. 8. Travel for choirs that are assigned to sing for Worldwide Devotional for Young Adults: An Evening with [name of speaker], general conference, and so forth is preapproved by the Associate Administrator. With this approval, expenses will be paid from a central office account. 9. Institutes which consistently enroll more than 100 students in choir courses should budget and account for income and expenditures as specified in the help topic Budgeting and Accounting for Large Institute Choirs on the S&I website. Young Single Adult and Institutes Activities (October 2, 2009) Institute directors are to coordinate closely with local priesthood leaders regarding Young Single Adult (YSA) activities so that institute activities do not compete with YSA activities. In metropolitan areas, it has been helpful to have an Area Seventy appointed as a contact for S&I employees in order to facilitate these coordination efforts. With the anticipated increase in stake and multi-stake YSA activities, we assume there will be an overall decrease in institute activities. YSA activities are funded through the local unit budget allowance and occasionally minimal charges to participants. Institute activities are funded through a student activity budget allocated to each institute based on enrollment. When an activity is sponsored by the institute, the activity is paid for by student activity funds. When an activity is sponsored by a stake, multi-stake group, or local priesthood leaders, the ward and stake budgets will pay the costs. Institute funds are not to be used to subsidize YSA activities, and YSA funds are not to be used to subsidize institute activities. S&I employees have been instructed that all single adults are welcome in the institute program. However, the main focus in institute recruitment is the young single adult population that is pursuing post-secondary schooling. Priesthood leaders and parents may encourage young single adults to attend institute. Institute Student Activity Funding (November 13, 2009) Funding for student activities comes from the operating budget (account 5530). These funds are for student activities, publicity and advertising of activities, related supplies (paper plates, paper cups, plastic ware, and so forth), and other such expenses. Expenditures should be within the approved budget. As with all other operating budgets, there will be no year-end carryover Institute

81 New funding will be available 1 January of each year. Information on how to prepare the budget for student activities is sent to each area office with the annual budget request instructions. If an institute has a need for additional accounts to track student activities, please work with the area office and S&I Financial Services. Equipment over $200 should never be purchased from account 5530 Student Programs and Activities. Non-Facilities Management supplied equipment should be charged to account 5700 Equipment Purchases. Please refer to the Purchasing Reference Guide to determine what equipment should be purchased with S&I funds and what should be purchased with Facilities Management funds. Collection of Fees for Dances and Other Activities (June 17, 2013) No money should be collected for dances, merchandise (such as t-shirts), or other activities that are sponsored by the institute of religion, with the exception of the meals and food items described below. Food Items for Sale (June 17, 2013) An institute may collect money from students to help cover the costs of food provided for students. When food is purchased by the institute and sold to students, the institute may charge at or below cost. Money collected should be receipted and deposited following the Collecting, Receipting, and Despositing Money policy. Food and supplies should not be purchased directly from the proceeds of the sale. Food purchases and sales should be charged to student activities (account 5530). Acceptance of Donations (March 30, 2006) No financial donations should be accepted, including from wards and stakes. In-kind donations and donations for scholarships may be considered according to current policies and procedures (see Donations in the Finance section). Acceptance of Allocations from a College or University (March 30, 2006) Allocations may be accepted when offered as long as there are no stipulations on the use of the funds that would preclude the institute from following approved policies. Student Travel Reimbursement (April 8, 2009) Students are generally not eligible for travel reimbursement. Where substantial travel is required of student leadership or student participants in ongoing activity programs such as choirs, area directors may authorize mileage reimbursement at the current IRS volunteer (not employee) rate. Student reimbursements are made using the form Reimbursement Request for Stake Teachers, Missionaries, and Students (003255SI). Church Publications at the Institute (March 12, 2012) Subscriptions to the Ensign, New Era, and Church News come from the subscription account. A limited number of other subscriptions may be approved by the area director. These Church publications should be placed in visible places where students gather to visit or study, and not just in teachers offices. (See Subscription & Dues in the Chart of Accounts.) Institute 5-22

82 Materials (January 20, 2014) Selected teacher materials are provided by S&I. Many of them are available in multiple formats and are available for order and download at store.lds.org. Students and teachers are encouraged where possible to use digital versions of these materials, which can be found online at lds.org/manual and in the LDS Gospel Library mobile app. Before ordering printed materials, the following questions should be considered: How many students are likely to be enrolled? How many printed copies of each item does the unit already have available? How many teachers and students use digital versions of materials rather than printed copies? Institute students are responsible for obtaining their own scriptures and institute student manuals. Students unable to afford scriptures should turn to their families and priesthood leaders for assistance. In cases where students or parents don t want or don t care to ask, an S&I representative may counsel with priesthood leaders about the need and possible solutions. Personnel may assist in identifying a format appropriate for the student s needs (large print, electronic, Braille, ASL, audio, and so forth). A limited number of inexpensive scriptures may be purchased for common area or classroom use, but are not to be given to students or considered a substitute for students bringing their own scriptures. Campus-based programs may purchase these scriptures with S&I funds. Stake programs may purchase them if priesthood funds are available. A minimal inventory of student manuals may be kept on hand to sell to students. If it appears that the inventory on hand will not exceed $1,000 after the initial semester purchases and sales, the transactions may be coded to supplies (account 5200). If it appears that the inventory on hand will exceed $1,000, the purchases and sales should be coded to inventory (account 1400). Inventory should be counted and valued at least twice annually, and a journal voucher created to adjust the inventory account balance to the inventory value. The collecting, receipting, and depositing money policy must be followed for all sales. Institute Classes (March 18, 2013) For a class to qualify as an approved institute of religion class that carries institute credit, the following criteria must be met: 1. The teacher is a full-time or part-time S&I employee, a stake institute of religion teacher, or a missionary with an S&I assignment. 2. The course taught is on the Approved Courses list or has been approved as a 392R or 393R course. 3. S&I-approved curriculum materials are used. 4. The class meets for the prescribed amount of time per credit unit. For each unit of credit awarded for an institute course, the class should convene as follows: Semester System Frequency of Class Period Once a Week Twice a Week Length of Class Period 90 minutes 50 minutes Number of Class Periods Credit Quarter System Once a Week Twice a Week 90 minutes 50 minutes Institute

83 5. Enrollment records and a print out of the class roll are completed for each class. 6. Each class is reported on an I-3 Institute Report (32526). 7. The class does not meet on Sunday or on Monday evening unless the Church Board of Education has given specific approval. Credit and Grading (March 30, 2006) Enrolled students should be encouraged to seek credit and a letter grade. The two types of institute of religion credit are institute credit and transferable credit. Both types can be transferred from one institute to another and applied toward institute graduation. Only transferable credit can be transferred to a Church college or university. Institute Credit (October 22, 2012) For a student to receive institute credit (which can only be transferred to other institutes), the class must meet the criteria specified under Institute Classes above, and the student must have a minimum of 75 percent attendance and complete the work assigned by the teacher. A grade based on academic performance or a pass grade (P) may be given. A failing grade is not appropriate in any institute class. An incomplete (I) grade is to be given if a student has not met the requirements to receive credit. Teachers should take the initiative to work with students receiving incomplete grades to assist them in completing the course. Auditing Classes (July 6, 2007) Auditing classes allows students to enroll in an institute class without credit when an impending mission or other personal extenuating circumstance will prevent them from attending the full quarter or semester. Students can audit any course with permission from the instructor with the exception of independent study courses. Audit classes are included on the student s transcript and for reporting purposes. Auditing a class must be declared within the first two class periods attended. In the case of a student joining the class too late to receive full credit, an audit designation may be considered automatic unless the student desires and receives teacher permission to complete appropriate make-up work. The possibility of an audit designation will encourage student recruitment throughout the quarter or semester even after the point where it is too late to receive credit for the course. Dropping Classes (July 6, 2007) 1. Students can drop institute classes from their personal webpage in the WISE system at any point during a term. 2. Students who have never attended class can be dropped by institute administrators after two weeks of class and after the teacher has attempted to contact the student and encourage them to continue their enrollment. 3. Students who have stopped attending class can be dropped by an institute administrator after the teacher has attempted to contact the student and encourage them to continue their enrollment. Institute 5-24

84 Transferable Credit (November 25, 2013) Institute classes taken for transfer to Brigham Young University Provo, Brigham Young University Idaho, or Brigham Young University Hawaii must meet the following specific requirements: 1. The course number from the approved institute courses list must be between 100 and 499 (for scripture-based course listings less than 100, see One-Credit Scripture Block Courses policy). 2. The student must have a minimum of 75 percent attendance. 3. The teacher must have (1) at least a bachelor s degree or (2) equivalent experience certified by the area director in writing. 4. The student must declare within the first three weeks of class that transferable credit is desired. This must be noted on the class roll and recorded on the student s enrollment record at the completion of the course. (After the third week of class, a student may not change from institute credit status to transferable credit status. A student may, however, change from transferable credit to institute credit status at any time during the term.) 5. The student must complete assigned readings and pass a final examination (of university level) with a score above 75 percent. 6. When a student applies to transfer credit to a Church university, the grade for classes completed with credit should be changed from a letter grade to a P for passing. (Eventually a computer program will be in place to accomplish this automatically.) Students should be made aware of the following general limitations on institute credit that can be transferred to Church colleges and universities (they should also obtain a current catalog from the school and carefully review specific religion and residency requirements): 1. Transferable credit may fill specific religion course requirements at the Church school or be accepted as general elective credits toward the total number of hours required for an Institute of Religion Diploma, but will not fill residency religion requirements. 2. Transferable credit should only be sent after a student has been admitted to a Church college or university. It may not be transferred and held by the Church school for some future time when a student may apply. 3. When a student transfers from a Church college or university to another college or university, religion credit including acceptable transferable credit received will be included on the student s official transcript. No additional transferable credit can be placed on the Church school transcript, however, once the student leaves the Church school. 4. Only 2 credit-hour classes are eligible for transfer to a Church university. 5. If a student has taken the same course multiple times, the course can only be counted once for transfer credit. 6. Students who have taken quarter system classes will need to complete at least two classes of a course sequence in order to transfer credit. (For example, if a student wants to transfer credit for Religion 121Q and 122Q, it will be counted as fulfilling the Religion 121 semester requirement only). To receive a full year of credit, all three classes (Religion 121Q, 122Q, and 123Q) must be completed Institute

85 Grade Reports (March 30, 2006) A grade report should be given to each student at the end of each term. The reports can be generated using software produced by S&I, or the Institute of Religion Registration Form, Grade Report, and Cumulative Record (32521) may be used. Transcripts (November 18, 2013) Official student transcripts are available through WISE and CSTAR. If a student s records have not yet been imported into WISE, then a transcript created from CSTAR may be used to transfer the credit to another institute program. These transcripts must be sent from one program to another and not delivered by the student. Please note the following: 1. Use WISE to prepare and send a student transcript to a Church college or university. Note: If a student transcript is not available in WISE for sending to a college or university prepare it to only include courses listed on the enrollment record as transfer credit and that show a P for passing. No other courses should be listed. 2. Transcripts sent from CSTAR to other institutes of religion should include all courses taken, including those for which incomplete grades were received. Student Recognition and Graduation (November 25, 2013) A member of a stake presidency presides at seminary graduation and institute recognition exercises. These exercises are planned by a member of a stake presidency or a high councilor, assisted by a seminary and institute representative and by seminary and institute students. S&I representatives should provide the names of students who have or will meet the academic requirements for certificates and diplomas well in advance to give priesthood leaders adequate time to complete the necessary worthiness clearance. They should also contact stake leaders and make themselves available to help with planning and printing the programs as requested. For additional information, see A Guide to Seminary Graduation and Institute Recognition Exercises located on the website. Diplomas and Certificates (January 13, 2014) Institute diplomas and certificates are official documents and should be produced using WISE. This will ensure that the awards students receive are recorded on their transcripts. For programs needing diplomas or certificates in languages not yet available in WISE, please contact S&I Information Services. The following diploma and certificates are available to honor students who complete institute of religion courses with credit: 1. A Certificate of Course Completion (35745) may be awarded to students upon completion of each institute course of study. Depending on local circumstances, these certificates may or may not be presented at institute recognition. 2. A Certificate of Achievement (32514) is awarded to students who have completed eight credits in approved institute courses, including at least four credits in the scripture-based courses listed below. Book of Mormon (021A, 021B, 022A, 022B, 121, 122, 123 1, 421, 422, 423 1, 521, 522, ) New Testament (011A, 011B, 012A, 012B, 211, 212, 213 1, 411, 412, 413 1, 511, 512, ) Old Testament (001A, 001B, 002A, 002B, 301, 302, 303 1, 501, 502, ) Doctrine and Covenants (024A, 024B, 025A, 025B, 324, 325, 326 1, 524, 525, ) Institute 5-26

86 Pearl of Great Price (027A, 027B, 327, 527) Teaching of the Living Prophets (333, 533) Doctrines of the Gospel (430, 431, 432 1, 530, 531, ) 1 quarter system only 3. An Institute of Religion Diploma (add new number) is awarded to students who have completed at least fourteen credits in approved institute courses as follows: Four credits in Book of Mormon courses (a student is to study the entire Book of Mormon in earning these credits). Four additional credits in scripture-based courses. Six elective credits. 4. A Certificate of Advanced Achievement (32513) is awarded for each additional eight credits beyond the Institute of Religion Diploma and may be awarded at the same time as, or any time after, the student receives the diploma. A maximum of four credits in approved general courses may be applied toward these certificates. Worthiness Clearance (May 1, 2013) A worthiness clearance from the student s bishop is required for all certificates except course completion. Lists of students eligible to be honored with graduation diplomas, certificates of achievement, or certificates of advanced achievement at the institute graduation exercises should be sent to bishops well in advance of the printing of graduation programs. This allows bishops time to determine worthiness and, if necessary, work with students to resolve any concerns. Those not of our faith may also be cleared for worthiness by the bishops of the wards where they live or attend institute, or by the clergy of their own faiths. To maintain confidentiality, worthiness clearance information from bishops should only be given to stake presidents and not to S&I personnel. If a bishop requests additional time beyond institute graduation to resolve worthiness issues, the diploma or certificate should be given to the bishop. It could then be awarded privately by the bishop when appropriate. Printed Graduation Programs (November 25, 2013) An S&I representative should provide the names of current members of the Church Board of Education and other S&I leaders. Locally produced program covers used for graduation services must not include pictures, paintings, or other illustrations that violate copyright laws. If copyrighted material is to be used, written permission must first be obtained from the copyright owner. Stake leaders should finalize the lists of those to be honored and supervise the planning and printing of the recognition program. For further instruction on planning and printing programs, see A Guide to Seminary Graduation and Institute Recognition Exercises located on the website. Enrollment and Completion Reports Closing Terms (May 26, 2014) The institute reporting year begins about the same time as the seminary reporting year begins and has one to three additional terms of comparatively equal length. Each term should be closed within two weeks of the last day of classes. Once the term is closed in WISE the I-3 Institute Report is available online for use by program, area, and central office administrators. When the final term of the year is closed in WISE the I-4 Institute Report is available online for use by program, area, and central office administrators Institute

87 Curriculum S&I CURRICULUM MATERIALS Course Materials Courses of study, including associated media, are developed by S&I Curriculum Services. All curriculum materials are approved by the Church Correlation Department before use. This ensures a unified religious education curriculum true to the direction of the Church Board of Education. It also allows students the opportunity to study the gospel systematically and makes it possible for them to move from one geographic area to another without serious disruption of their gospel study. These materials are copyrighted and may not be used in private publications without permission from the Church Intellectual Property Office. All S&I teachers are expected to use the approved curriculum and adapt it to local circumstances as needed. S&I welcomes suggestions from the field on how to improve curriculum effectiveness. Students with Disabilities (May 20, 2008) Every reasonable effort should be made by teachers to meet individual student needs (see Important Terminology in the Adapted Classes and Programs for Students with Disabilities section). Many curriculum materials are available in alternate formats and are designed to meet the needs of students whose sight, hearing, learning skills, or reading ability may be limited. Teachers should select the S&I approved curriculum formats most suited to the needs of their students. Special assistance for deaf students, such as signing, is the responsibility of the students family members and priesthood leaders. Additional information is available in a Disability Resource section on the Church website. Adapted Seminary Course Curriculum (June 17, 2013) Seminary teacher manuals and student study guides may be adapted to meet the needs of a particular individual or class. Other correlated Church resources are appropriate when used as a supplement to S&I course materials. S&I Curriculum should be provided in the language or format of the student s preference when available. This includes electronic formats, Braille, audio, ASL, and simplified Church curriculum. Adapted Institute Course Curriculum (November 2, 2007) All approved institute courses may be adapted to meet student needs. Credit for adapted courses should correspond to the traditional course credit guidelines (see Institute Classes in the Institute section). Students with intellectual or cognitive disabilities can benefit greatly from a more simplified approach to the institute curriculum. In cases where adapted classes are being offered to these individuals, introductory courses are recommended in order to develop competency and appropriate behavior in the institute setting. Typically these introductory courses are simplified lower division courses and are designed to prepare students to meet certificate requirements and participate in mainstream classes. Approval to offer adapted institute courses must be obtained from the area director. In the case of Special Studies in Religion courses, the same requirements apply for both adapted and standard courses (see Upper-Division Courses Religion 300 through 499 in the Institute section). Curriculum 6-1

88 LOCAL CURRICULUM MATERIALS (NOVEMBER 13, 2009) Sharing ideas and personal materials with colleagues is an important part of teaching and mentoring. Teachers are, however, expected to abide by the following guidelines: 1. Materials shared should be appropriate, support S&I curriculum, and be in harmony with S&I policies. 2. Materials shared may not contain copyrighted material (other than those found in written Church publications) unless permission has been granted by the Church s Intellectual Properties Office. Locally prepared non-copyrighted curriculum materials (teaching ideas, handouts, and so forth) may be shared among teachers within an S&I program with approval of the seminary principal, institute director, or coordinator. In rare situations, the distribution may be expanded to others in the area with the approval of the area director. However, creating and sharing uncorrelated materials beyond the area is not approved. INFORMAL SURVEYS (DECEMBER 6, 2010) Although simple classroom surveys that are designed to support an S&I lesson generally do not need clearance from the central office, they should still be cleared with the immediate supervisor. If there are concerns, surveys should be cleared with the area director. Survey questions should not make students feel uncomfortable or violate their sensitivity or privacy. If survey results or other kinds of research are going to be used for presentation to priesthood leaders or others, or if the results are going to be generalized to larger S&I or Church populations, authorization is needed from S&I Information Services (see Surveys and Academic Research Projects ). TEACHING CORRECT DOCTRINE Occasionally sensational and spurious quotes or stories circulate among Church members. President Harold B. Lee said Rumor and gossip... when once started, gains momentum as each telling becomes more fanciful, until unwittingly those who wish to dwell on the sensational repeat them in firesides, in classes... without first verifying the source before becoming a party to causing speculation and discussions that steal time away from the things that would be profitable and beneficial and enlightening to their souls (in Conference Report, Oct. 1972, 125; or Ensign, Jan. 1973, 105; emphasis added). Quoting spurious material is detrimental to the Spirit and will not bless the lives of our students. As we teach them the restored gospel, we must reach past their emotions to their spirits and let the Holy Ghost, not the sensational, bring them to Christ. The safest sources for lesson materials are found in official Church publications, including S&I curriculum materials. CURRICULUM-RELATED MATERIALS ON THE INTERNET Curriculum-related materials on the Internet may not always be appropriate for S&I classroom use. Since such Internet sites (except for the official S&I and Church sites) are not endorsed by 6-2 Curriculum

89 S&I and the materials they contain have not been approved by the Church Correlation Department, caution should be used when considering such material for use in a lesson. If an item is found that seems beneficial and suitable to a lesson being prepared, however, the item should be cleared by the teacher s S&I supervisor prior to use. USING WISDOM IN LESSON PREPARATION Even if something has been verified or published before, it still may not be appropriate for our use. Our lessons should build faith and testimony in the students. Elder Boyd K. Packer warned of the following in a Church history setting, which can be applied generally: There is a temptation... to want to tell everything, whether it is worthy or faith promoting or not. Some things that are true are not very useful.... The final caution concerns the idea that so long as something is already in print, so long as it is available from another source, there is nothing out of order in using it in writing or speaking or teaching. Surely you can see the fallacy in that. I have on occasion been disappointed when I have read statements that tend to belittle or degrade the Church or past leaders of the Church in writings of those who are supposed to be worthy members of the Church. When I have commented on my disappointment to see that in print, the answer has been, It was printed before, and it s available, and therefore I saw no reason not to publish it again. You do not do well to see that it is disseminated. It may be read by those not mature enough for advanced history, and a testimony in seedling stage may be crushed.... Don t perpetuate the unworthy, the unsavory, or the sensational. Some things that are in print go out of print, and the old statement good riddance to bad rubbish might apply ( The Mantle is Far, Far Greater than the Intellect [address given at the CES Symposium, 22 Aug. 1981, 4, 9, 10]). PROPER DECORUM IN SACRED MATTERS (SEPTEMBER 14, 2007) It is not appropriate for seminary or institute classes to kneel in prayer prior to the day s lesson. Nor is it proper to organize clubs or groups with sacred implications (such as Holy Ghost Club and so forth). DOCTRINAL ISSUES Students and teachers with doctrinal issues should first be encouraged to find answers in the scriptures or the teachings of the modern prophets (students should also be encouraged to go to their parents). If they cannot find an answer, they should be directed to the bishop. If the bishop does not have an answer, he has a priesthood line of authority to follow until an answer is received. S&I teachers with routine questions arising out of current seminary lessons could ask the immediate supervisor. If the supervisor does not have an answer, he or she has an S&I line of authority to follow until an answer is received. The First Presidency has counseled: Curriculum 6-3

90 The Lord in His wisdom so organized His Church that there is accessible to every member man, woman, and child a bishop or branch president and a stake or mission president who serve as spiritual advisers and as temporal counselors. By reason of their ordination, these priesthood leaders are entitled to the spirit of discernment and inspiration to enable them to counsel members within their jurisdiction. Such leaders who have need for further clarification about doctrinal issues may write in behalf of their members to the First Presidency (in Policies and Announcements, Ensign, Dec. 1990, 71). MEDIA (JULY 7, 2006) As discussed here, media includes music and visual images presented via audiocassettes, videocassettes, CDs, DVDs, and computers. S&I Media Many seminary and institute courses have S&I produced media that may be used. These materials can be ordered through the Church Distribution Centers. Other Church Media Most other Church media, as listed in the current Church Materials Catalog, has also been approved by the Church Correlation Department for uses that include S&I classrooms. Recordings of most Church satellite broadcasts may also be used in S&I classrooms. S&I-Approved Media Occasionally the S&I Executive Council may approve other media for classroom use or for training purposes. When such approval is given, S&I budgeted funds may be used to purchase it. Other Media (June 17, 2013) S&I teachers and administrators may use copyrighted material in their individual classrooms as long as the use of the material is in harmony with each of the following principles (for additional information see Guidelines, The Use of Church-Produced Material, and Use of Non-Church-Produced Material in sections , , and of Gospel Teaching and Learning, A Handbook for Teachers and Leaders in Seminaries and Institutes of Religion (72 74): The use of copyrighted material must directly contribute to the purpose of the lesson and what the students need to learn. Using resources because they are time fillers or entertaining are not sufficient reasons for their use. be used sparingly to accent or make a lesson interesting. be worth the time they take to prepare and present. be appropriate and in keeping with Church standards. They must not contain any undesirable features that may offend or teach ideas that are not desirable in religious education. Even if a short video or audio segment is appropriate, if it comes from an inappropriate source, it should not be used. Items that are controversial and sensational usually do not build faith and testimony and should not be used. 6-4 Curriculum

91 S&I budgeted funds may not be used for the rental or purchase of media that is not approved by the Church Correlation Department and by S&I. REQUEST FOR GUEST SPEAKERS (JUNE 7, 2010) This policy does not apply to currently serving General Authorities or general officers of the Church. 1. Guest speakers for S&I-sponsored firesides, seminary assemblies, institute devotionals, and other such local S&I functions should be recommended by the released-time seminary local Church board of education and the institute of religion advisory council. 2. Guest speakers or performers for any S&I function should generally be sought from the local area. 3. With the exception of current Area Seventy and current S&I full-time employees, all guest speakers or performers must be cleared with their bishop or stake president for worthiness and appropriateness prior to being asked to participate. 4. The following need to have their names initially approved by the area director. Then, after receiving priesthood clearance, the area director will submit the name for final approval to the designated assistant administrator on the Request for Guest Speaker or Performer (00279SI). No contact should be made with these speakers until formal approval has been received from the assistant administrator. Guest speakers and performers that live outside of the S&I area Area Seventy that live outside the S&I area All emeritus General Authorities, released general officers of the Church, and released members of the Quorums of the Seventy regardless of location 5. The following need to have their names cleared in writing by the area director: Guest speakers and performers that live within the S&I area Area Seventy that live within the S&I area Full-time S&I employees 6. Travel distance and any reimbursement of expenses for guest speakers should be kept to a minimum and will be considered in the approval process. 7. Any reimbursement of expenses for guest speakers should come from local budget funds. Curriculum 6-5

92 Computers PURPOSE (FEBRUARY 28, 2011) Computers are provided for professional use by S&I employees to accomplish the objectives of S&I and for the following business purposes: 1. Administrative functions 2. Communication tools for S&I personnel, including and access to the Internet 3. Lesson preparation and presentation 4. Training All employees are expected to make regular use of and online training and are encouraged to take advantage of Internet resources, such as si.lds.org and lds.org. Employees that do not have an S&I computer assigned to them are to use to send and receive appropriate communications. Adequate care should be taken to ensure that computers are not lost, stolen, or damaged. Although laptop computers may be taken home on evenings and weekends, an S&I computer should not be used as the family computer. Students should only use S&I computers for S&I purposes under direct faculty supervision. PLACEMENT (MARCH 12, 2012) Computers are provided for all full-time S&I employees as necessary to fulfill job requirements. Part-time teachers should share a faculty or support specialist computer. Part-time support specialists may be assigned a computer based on job function. Computers are only assigned to S&I missionaries in those cases where their job function requires them to have a computer. Faculty and administrators will normally be assigned a laptop computer so they can be used wherever and whenever they are needed. An employee receiving a new computer should expect to keep the computer for four years, after which time it will be replaced. If a change in work assignment is made during that time, the employee should take the laptop computer with them to their new assignment. When an employee retires or leaves S&I employment, the laptop computer should be returned to the S&I Help Desk. Support specialists will be assigned a desktop computer. Computers for support specialists are normally assigned to the position rather than the individual. These computers remain with the local program and do not move to the new position when a support specialist changes jobs. Missionary computers, where required for job function, are assigned to the position. Missionaries may be assigned a laptop or a desktop computer, whichever is appropriate for the job function. When the missionary completes his or her mission, the computer is assigned to those who will replace them in the same job function or returned to the S&I Help Desk if they are not being replaced. Approved computers used to maintain the library card catalog will remain in place. If institutes need additional computers for student registration during busy registration periods, a small 7-1 Computers

93 number of inexpensive netbooks may be provided or authorized for purchase in writing by S&I Technology Services. All S&I computers are replaced once every four years. Computers which are more than four years old (sometimes called cascaded computers ) should be returned to the S&I Help Desk for disposal. S&I employees must not modify, upgrade, or repair computers in any way that would void the manufacturer s warranty. STUDENT REGISTRATION COMPUTERS (JUNE 7, 2010) Student registration computers are approved for institute programs with over 500 students enrolled to facilitate online student registration. These computers must be ordered through the Technology Division of the central office to assure the use of a standard configuration supportable by the S&I Help Desk which includes Internet filtering and anti-virus software. Institute programs may order these computers at a ratio of one student registration computer for every 500 enrolled institute students reported on the most recent Term 1 I-3 report. Authorized uses of these computers are limited to: 1) Use by institute students to enroll in institute classes at the institute building under the supervision of the institute staff or student council members; 2) Use by student council members to assist students in enrolling in institute classes or in filling out Request for Institute Information forms; 3) Loan to seminary staff to assist high school seniors in creating LDS Accounts, enrolling in institute classes, and filling out Request for Institute Information forms. Computers assigned to S&I employees may also be used for student registration purposes. Computers assigned to employees or to programs are not to be retained for any purpose including considerations for use as student registration computers. NETWORKING Local area networks will be installed in locations where there are two or more S&I computers to facilitate information and resource sharing. Printers Printers are provided by the central office as needed. Wherever possible, printers should be shared between computers over the building network. Faculty members are expected to share network printers. Broadband Internet Connections S&I will provide a broadband Internet connection (DSL, cable, wireless, and so forth) to all S&I buildings where it can be provided at a reasonable cost. The central office will provide broadband Internet equipment and coordinate installation and maintenance with the Church Physical Facilities Department and the Global Service Desk. Internet connections are normally paid for by the Church Physical Facilities Department. Where broadband Internet connection is not available, a shared dial-up connection may be used to connect to the Internet. Computers 7-2

94 TECHNOLOGY RESOURCES USE AND INTERNET COMMUNICATIONS (MARCH 7, 2011) Blogs, , and Internet use are subject to review. Viewing inappropriate websites or inappropriate use of may lead to disciplinary action. This policy applies to all employees, Church service missionaries, and volunteers of Employer and to vendors and other contracted third parties (collectively referred to as users ) in use of Employer s Technology Resources or in performance of Employer s work. Employer s Technology Resources are for Employer business-related purposes and are provided to certain users to assist them in performing their job duties or assignments. Each user should use Employer's Technology Resources in a manner that increases productivity, enhances Employer s public image, and respects others rights and privacy. All activities and conduct in use of Employer s Technology Resources must maintain the highest standards associated with the sacred nature of the Church s work and mission and be in accordance with Employer s policies. Failure to do so may lead to disciplinary measures, up to and including immediate termination of employment, contract, or assignment. Technology Resources Definition Technology Resources consist of all electronic devices, data, software, and means of electronic communication, including but not limited to computers of all types; communication devices and equipment such as telephones, mobile phones, smart phones, voic , and video conferencing; data and video recording and storage devices; peripheral devices such as printers, modems, fax machines, and copiers; network, infrastructure, and electronic communication devices; all associated operating and application software; and all associated files and data. This policy may be modified or changed at Employer s discretion as new technology becomes available or as operational needs change. Use Employer s Technology Resources are to be used by users only for the purpose of conducting Employer business, with the exception of occasional personal use that does not interfere with the intended function of the equipment or decrease personal productivity, does not increase maintenance or other costs, and does not involve inappropriate activity or conflict of interest (see S&I Notice Regarding Confidentiality Agreement and Assignment of Work Products [00330SI]). Employer assumes no liability for loss, damage, or misuse of any personal data or communications stored in or transmitted over Employer s Technology Resources. Students should only use S&I computers for S&I purposes under direct faculty supervision. Improper Use It is a violation of Employer s Technology Resources policy for any data composed, sent, or received via Employer s Technology Resources to contain content that may be reasonably considered offensive or disruptive. Material that is fraudulent, harassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate may not be sent by or other forms of electronic communication (e.g., bulletin board systems, newsgroups, chat groups) or created on, displayed on, or stored in Employer s Technology 7-3 Computers

95 Resources. Users encountering or receiving this kind of material should immediately report the incident to their human resource representative. Obscene, Pornographic, or Sexually Related Material It is an absolute violation of Employer s Technology Resources policy for any user using Employer s Technology Resources to intentionally receive, send, compose, display, or access in any manner any material that is obscene, pornographic, or sexually related (including but not limited to images containing sexually provocative nudity). Any user who is found to have violated this provision of the Employer s Technology Resources policy shall be immediately terminated from employment or shall have their contract or assignment immediately terminated. Other Prohibited Uses Users may not use any of Employer's Technology Resources for any illegal purpose, in a manner that violates any Employer policy or that is contrary to the best interests of Employer, in any way that discloses confidential or proprietary information of Employer or third parties, or for personal or pecuniary gain. Use of Employer s Technology Resources to engage in any form of gambling or online gaming is also prohibited. Users may not attempt to access any Employer s Technology Resources without authorization nor exceed authorized access. Users may not use deceptive methods to gain access nor attempt to compromise security controls without explicit authorization. Employer Access to Technology Resources All messages, including personal messages, sent and received and all data and information stored on Employer's Technology Resources are Employer s property regardless of the content. As such, Employer reserves the right to access all of its Technology Resources at any time in its sole discretion. Privacy Users have no reasonable expectation of privacy with respect to any messages or information created or maintained on Employer's Technology Resources. Employer may, at its discretion, inspect all files or messages on its Technology Resources at any time for any reason. Employer may also monitor its Technology Resources at any time to determine compliance with its policies, for purposes of legal proceedings, to investigate misconduct, to locate information, or for any other purpose. Information Security and Passwords Certain of Employer's Technology Resources can be accessed only by entering a password. Passwords are intended to prevent unauthorized access to information. Users are expected to maintain their passwords as confidential. Users must not share passwords and must not access coworkers' systems without express authorization. Passwords do not confer any right of privacy upon any user. Thus, even though users may maintain passwords for accessing Technology Resources, users shall not have any reasonable expectation that any information maintained on Employer s Technology Resources is private. Computers 7-4

96 Deleted Information Deleting or erasing information, documents, or messages maintained on Employer's Technology Resources is, in most cases, ineffective. All users should understand that any information kept on Employer s Technology Resources may be electronically recalled or recreated regardless of whether it may have been "deleted" by a user. Filtering Internet content filtering is provided for all users in S&I facilities. In addition, all S&I computers must use the provided Internet filtering software. SOFTWARE All S&I computers should run the disk image and software applications supplied by S&I. Local personnel are not authorized to create their own versions of software products that are purchased or created by the central office. S&I welcomes suggestions on how to improve software products. Direct all suggestions to the S&I Help Desk at [email protected]. Licensing Software Provided by the Central Office S&I provides a current version of the computer operating system and office application suite on the computer image and application disks. This software should be installed on all S&I computers. The S&I disk image includes Internet filtering, software license monitoring, and anti-virus detection utilities. These utilities must not be removed, altered, disabled, or replaced. All of the products included on the S&I image disk are supported and maintained by the S&I Help Desk. License documentation for commercial products provided by the central office is listed on the S&I website. Periodically employees may be asked to remove outdated S&I software for which S&I no longer maintains licenses. Locally Purchased Software (July 17, 2008) S&I maintains a list of software products on the S&I website that may be purchased using the area office s Equipment (5700) budget as approved by the area director. While these products have been tested for compatibility with other S&I software applications and approved by the S&I Administration for use by S&I programs, they are not maintained or supported by the S&I Help Desk. If user help or training is needed for these products, it should be obtained from the manufacturer. Personal Software Products If desired, S&I employees may purchase and install software products on S&I computers as long as such software does not interfere with S&I provided software applications and copyright laws are not violated. If a personally purchased software product is found to interfere with S&I software applications or job functions, the software product must be removed or the computer re-imaged. S&I computers are not to be used for non-church commercial purposes. Software license documentation for all personally purchased products must be kept with the computer. The S&I Help Desk does not support personal software products. 7-5 Computers

97 Home Use of S&I-Licensed Software In most cases, software products purchased by S&I may only be installed on S&I-owned computers. Occasionally, the purchase agreement allows a specific software product to also be installed on an employee s personal computer at home. Instructions concerning these specific exceptions will be listed on the S&I website. Employee-Produced Materials By law, work products developed by S&I employees during working hours or using S&I equipment, including computers, in connection with S&I employment are considered copyrightable materials belonging to Seminaries and Institutes of Religion. S&I rights to these materials extend beyond possible change of employment. S&I employees should promptly disclose to their immediate supervisors any personal S&I-related work they may be considering for patent or copyright. S&I computers may be used for graduate studies as approved by the area director. Educational research conducted using an S&I computer is not considered to be work product. Studies or research on S&I programs or using S&I data must be approved by the S&I Administration prior to the research or study being conducted. Research results must be shared with S&I. Personal Digital Assistant (PDA) Synchronization S&I does not authorize the expenditure of budgeted funds to purchase personal digital assistants (PDAs). Employee-owned PDA s may be synchronized with S&I-owned computers using software provided by the PDA vendor as long as software license requirements are met and there is no interference with S&I-provided software. Data from an S&I database (such as STAR or ISTAR) or a Church database accessed by S&I (such a MIS or CMIS) should not be transferred to any non-s&i computer or PDA. PERSONAL COMPUTERS IN S&I FACILITIES (DECEMBER 16, 2009) Personal computers owned by teachers and administrators may be used in their offices and classrooms. Personal computers are not to be maintained using S&I funds or serviced by S&I employees. S&I personnel should not ask other S&I employees to train them on software that is not on the approved software list. S&I does not assume any liability for the loss of, or damage to, personal computers. HELP DESK SUPPORT Questions and problems concerning computer hardware, software applications, networks, warranties, and Internet access should be referred to the Church s Global Service Desk at or ext If the technical service representative is unable to resolve the issue, the caller will be forwarded to the appropriate engineering escalation team to address the issue. Computers 7-6

98 ASSET TRACKING The S&I disk image includes a software product which uploads hardware and software inventory data to a central database. The FAI asset tracking tags and software are no longer used to track computer inventory. COMPUTER DISPOSAL S&I computers are replaced after four years of use. At the end of the computer s life cycle, the computer is returned to the manufacturer or to the S&I Help Desk as instructed by the central office. When an employee leaves S&I employment through voluntary or involuntary termination, retirement, mission call, or any other reason, his or her computer should be returned to the S&I Help Desk so that it may be refurbished and re-issued to another employee. COMPUTER SUPPLIES (FEBRUARY 28, 2011) Computer supplies may be purchased using the local program s budget. (See Operating Materials and Supplies and Equipment Purchases in the Chart of Accounts.) This includes, but is not limited to the following: Printer paper, toner, and ink cartridges Notebook carrying cases Computer mice and keyboards Computer monitors CDs, DVDs, zip disks, floppy disks, flash drives, external and portable hard drives, and so forth The central office will provide printers and networking equipment. S&I WEBSITE (SEPTEMBER 3, 2008) S&I maintains a website to provide information for students, parents, priesthood leaders, stake seminary and institute of religion teachers, and S&I employees. Individual website logins and passwords should be kept confidential. Institutes of religion are encouraged to use the institute website template provided by S&I to post information about programs and activities and to encourage all potential students to fully participate in institute classes and activities. Detailed policies concerning the institute website template are provided under the administrative login. Seminaries are not permitted to have websites. TECHNOLOGY TRAINING All S&I employees should be properly trained in the use of computers, software applications, e- mail, the Internet, copyrights and software licenses, and information security. Area training councils, under the direction of the area director, share this training responsibility with the central office. The central office will prepare and distribute training materials to be used for this purpose. 7-7 Computers

99 Computer support is provided by the Global Service Desk and the S&I Help Desk. S&I field programs are not authorized to assign employees to perform computer repair or support functions as part of their job assignment. Computers 7-8

100 Finance INTRODUCTION (JANUARY 20, 2014) S&I Financial Services provides budgeting, accounting, and financial services for all S&I units. Each S&I area is assigned an analyst on the S&I Financial Services staff. The area office will work with the assigned analyst in the central office. Correspondence and questions concerning the day-to-day and monthly financial operations of S&I units should be directed to the area office staff. GENERAL FINANCE POLICIES (AUGUST 27, 2014) S&I uses the Church accounting system, and abides by Church financial policies, in addition to the following: 1. Disbursements are made in one of the following three ways: a. [Preferred Option if Available] Internal Record of Purchase (IROP) b. [Next Best Option] Church issued credit cards c. [Last Resort Option] Checks or electronic payments via the approved software application 2. Payment for goods or services should generally not be made prior to the time services are received, or goods are expected to be shipped. Pre-payments for goods and services require written authorization from Financial Services. Payment should be made on a timely basis to avoid incurring late fees or finance charges. 3. All payments to employees or their immediate family members are to be approved by the S&I area office. 4. All expenditures should be supported by detailed receipts, invoices, IROPs, or other documents that include the payee, the transaction date, a description of what was purchased, and the amount due/paid. In addition, the business purpose is to be added to the expenditure documentation (usually electronically). In the rare event the receipt is unavailable, lost, illegible, or incomplete and a duplicate is not readily obtainable, the preceding information may be provided on a signed Purchase Details Form (PD ). A credit card statement is insufficiently detailed to be the only support for an expenditure; however, it may be included as additional support with the Purchase Details Form. 5. Two S&I individuals should authorize every financial transaction. Authorization may be evidenced by a signature or electronic approval in a Church financial system. An employee s card purchase or reimbursement must be approved by the employee s supervisor. The supervisor s approval responsibility may be delegated with area director approval, but not to an individual who reports directly or indirectly to the cardholder, card steward, or traveler. Area directors card transactions and travel reimbursements are to be approved by the S&I controller or his designee. 6. Income and expenditures should be coded to the correct account, regardless of the budget balance. 8-1 Finance

101 7. Journal vouchers should be used to make correcting entries to the general ledger. Coding corrections under $10 are not required due to the administrative costs involved. 8. Personal expenses should not be processed through S&I accounts. In the case of limited personal use of certain S&I resources, such as personal copies, the user is expected to reimburse S&I unless limited personal use is specifically allowed by policy. The monetary value of any personal use should be small (de minimis). S&I s tax exempt status should never be used for the purpose of avoiding sales or use tax on personal items. Where proper cash collection procedures are not in place, personal use is not allowed. 9. S&I funds should not be used for salary advances to employees or personal loans to anyone. 10. S&I funds should not be used for cash donations to other charities. ACCOUNT RECONCILIATION (JANUARY 20, 2014) Reconcilable accounts are to be reconciled by the fifteenth of the following month. The area director or his designee should then review and sign the Reconciliation Report form (00379SI) and send a copy to S&I Financial Services. Account reconciliations should be completed by someone other than the person who prepares receipts or disbursements when possible. ASSIGNED VEHICLES (JANUARY 20, 2014) Assignment of vehicles is based on job description and mileage. The area director in consultation with the assistant administrator defines assignments based on the best possible geographic division and standard loads. With the approval of an assistant administrator, exclusive assignment of a vehicle may be made in either of the following cases: 1. When it is anticipated that a job will necessitate an employee traveling more than the qualifying mileage (check with S&I Financial Services for current qualifying mileage information) for job-related purposes and a vehicle is not available from the motor pool. (Miles driven to and from work are not to be considered in this computation.) 2. When the duties and responsibilities of a position make it necessary to have a vehicle, a motor pool vehicle is not available, and it is not practical to expect the employee to furnish a personal vehicle. (The employee should not be expected to furnish a vehicle if a special type of vehicle, such as a truck or van, is required.) The employee s spouse may accompany the employee on S&I business. Vehicles should not be driven by the spouse or others unless safety is a concern. Vehicles should not transport students. Personal Use (January 20, 2014) Assigned vehicles should not be used for personal travel (other than approved commuting) or travel for ecclesiastical callings. Any use of the vehicle between your home and the main or second assignment locations (as defined under Travel Reimbursement Guidelines ) is considered a commute by the IRS. Finance 8-2

102 Use of Personal Vehicle (November 13, 2009) If an employee chooses to drive a personal vehicle on S&I business when an assigned or motor pool vehicle is reasonably available, reimbursement is limited to gas and tolls only. Reporting (January 20, 2014) Drivers should submit a Department Driver Monthly Vehicle Report (32234) to Fleet Administration each month. Each employee will receive a Declaration of Personal Vehicle Use form from Church Payroll Services. The form needs to be completed and returned as indicated on the form. Normally, reporting will be automatically calculated based on the circumstances declared as follows: 1. Using the vehicle to commute, or 2. Not using the vehicle to commute. Daily exceptions will be reported bi-weekly through the payroll system as explained on the declaration form. Security and Tax Implications (January 20, 2014) If an assigned vehicle cannot be parked overnight in a secure place at the S&I office, the employee will be expected to park the car overnight at his or her residence. Since this will require using the car for commuting purposes resulting in tax implications, please be aware of the following: A daily amount will be added to the taxable income of the employee for commuting and an additional amount will be added for the Social Security Tax paid on behalf of the employee of S&I. The employee will be responsible for federal and any state income tax on the combined amount of the daily fee and Social Security Tax added to the taxable income. For example, at $3.30 per day for daily fee and taxes for 220 days of commuting and a combined marginal tax at the rate of 22 percent, the additional annual tax would be approximately $160 ($3.30 x 220 days x 22 percent). This equates to approximately 73 per day cost to the employee commuting. There is no distinction between a one-way and a round-trip commute. Note: For current rates regarding the above, area office personnel should contact their assigned accountant in the central office. License and Registration Renewal (January 20, 2014) All vehicles must be registered and licensed annually or as required by state law. Assigned vehicle drivers are responsible to see that vehicle registrations are kept current. The original registration certificate should remain in the vehicle. Citations received due to expired registration are the employee s responsibility and will not be reimbursed or paid with S&I funds. Vehicle Maintenance or Repairs (January 20, 2014) Vehicles should be serviced according to the Preventive Maintenance Schedule printed on the back of the department car insurance packet. Whenever tires are purchased or accident or 8-3 Finance

103 mechanical repairs exceeding $50 are indicated, it is recommended to call Fleet Administration for instructions and authorization before work begins. They likely will be able to help save S&I some money by providing you with valuable information about your vehicle. All repairs should be made in a timely manner in order to prevent incidents or additional damage. Extended or Out of Policy Warranty (January 20, 2014) Fleet Administration is often able to get extended warranty repairs on vehicles where the warranty may be considered expired on things such as power steering, starter, water pump, and so forth. These repairs must be done at an authorized dealer. Call Fleet Administration for authorization before repair begins. Fleet will instruct you to pay the invoice, then submit the original paid invoice to Fleet Administration for a warranty adjustment. Vehicle Replacement (January 20, 2014) Replacement or new vehicles are to be requested using a New Vehicle Application form (32218). Fleet Administration will assist S&I in replacing vehicles at 50,000 miles. When a vehicle reaches 45,000 miles, or is within 3 months of reaching 50,000 miles, send a completed application to S&I Financial Services. When New Car Arrives Before accepting a new vehicle at the dealership, verify that it has no damage and is properly licensed. The delivering car dealer will register and license the new vehicle. Vehicles are titled to Corp Pres Bishop Church of Jesus Christ LDS. Send the new vehicle title to Fleet Administration. Selling Old Vehicles (December 4, 2012) S&I has the responsibility to sell the old vehicles assigned to their employees. However, Fleet Administration personnel are available to help in this effort. As soon as the vehicle is removed from service, it should be prepared as follows before it is offered for sale: It should to be serviced (lube, oil, and filter). It should to be detailed (thoroughly cleaned). Known mechanical problems should be fixed. It should be able to pass inspection. Tire tread should be at least 2/32. It should have good wiper blades. The windshield washer fluid should be full. The check engine light should not be on. Accident repairs over the size of a golf ball should be repaired. Once the new vehicle is received, the old vehicle may be driven to help sell it but should not be used for personal or business use since mileage depreciates the value. The following three forms (contained in a packet located in the glove compartment of the car or from the area office) are for use in selling the old vehicle: The Condition of Church-owned Vehicle form (32202) should be completed as soon as you receive the new vehicle. Send it to Fleet Administration so that they can determine a selling price for the vehicle. They will advise you of the selling price. Finance 8-4

104 The Fleet Administration Bill of Sale form (33595) should be completed at the time of sale. The Odometer Discloser Statement form (33594) should be completed at the time of sale. It reflects the mileage at the time of the sale. Please note that the small boxes in the statement section are marked only if the odometer (mileage) is not accurate. The buyer must pay with certified funds such as a certified check or cashier s check. Personal checks or cash will not suffice. Call Fleet Administration for instructions on handling of funds and the above forms. Note: All Church vehicles are sold as is. This denotes that the seller is selling and the buyer is buying the vehicle in whatever condition it exists and that the buyer is accepting it with all faults, whether or not they are immediately apparent. Church Fleet Administration may be contacted if a major problem is identified within 30 days of the sale. Safe Driving Practices (April 8, 2009) The primary responsibility for safely operating any vehicle lies with the individual driver. It is required that all employees, volunteers, and missionaries obey all traffic laws, signs, and signals and adhere to the following safety guidelines while driving: 1. The driver and all passengers must wear shoulder and lap safety belts when the vehicle is in operation. 2. The driver must have a current and valid driver s license. 3. The driver must respect and follow all applicable laws. 4. The driver must not use any handheld device, such as a cell phone, personal digital assistant (PDA), or laptop computer. If allowed by law, cell phones operated with hands-free equipment may be used. 5. The driver should refrain from all distracting practices, including: a. Eating and drinking. b. Reading and writing. c. Grooming. 6. Traffic and parking tickets must be taken care of by the driver immediately. S&I funds may not be used to pay tickets. What to Do If You Have an Accident (January 20, 2014) 1. Accidents or incidents involving assigned vehicles and other vehicles, individuals, or property should be reported to Sedgwick Claims Management Services at Send the original Traffic Accident or Vehicle Damage Report (32199) to Fleet Administration within three days of the accident with a copy to the Sedgwick claims adjuster and a copy for the vehicle file folder. Note: Each vehicle should have a packet that contains accident reporting forms and inspection forms. Use the envelope for the registration form and the insurance certificate. A current insurance card for your state should be in the vehicle at all times. Place the packet in the glove box of the new vehicle. 8-5 Finance

105 If You Have Any Questions Any questions or concerns about vehicles or the fleet program, should be directed to Fleet Administration at , x for assistance (or in the Salt Lake City area). Be prepared to tell the secretary where you work so she can put you in touch with the proper fleet manager. BUDGETING The annual budgeting process provides an opportunity to review and justify the use of funds in our efforts to meet the S&I objective. Budget Preparation (September 3, 2008) Area directors have the main responsibility for planning and budgeting carefully, but every employee and stake seminary or institute of religion teacher should be careful in using tithing funds. Program needs, as anticipated for the next three to five years, should be under constant review. Budget preparation instructions and supporting forms are sent annually to area directors. Each area director is to gather data for each of his unit budgets and include it in the overall area budget request. He is then to submit the request to S&I Financial Services as part of the area annual review process. After adjustments are made and final approval has been received, area directors will receive notification of the approved budget for use in the next budget year. Expanded Programs (March 30, 2006) Any new program that will require new facilities or FTE should be reviewed with an assistant administrator before a request for an expanded program is submitted. When approved in the annual budget review process, any new program that requires its own operating budget will be assigned a unique department ID number (Dept ID) by S&I Financial Services. If the expanded program is approved, it will need to be requested by the area director the following year. Budget Adjustments (April 23, 2010) Each area and unit is expected to request budget so that expenses will be within 90 to 102 percent of budget in each budget category (i.e. travel category, general and administrative category, etc.). An area director may coordinate with the assigned central office accountant to transfer budget from one unit to another unit within the same area. This transfer should be within accounts in the same budget category. An area director may also approve an occasional over-expenditure for a unit within his area if he knows that the budget category for the area will be within the budget target range. The individual unit should keep and file this authorization for overexpenditure. The area director may request an adjustment for additional budget if the budget category for the area (not a single account or unit) appears to be under budgeted. The area director should understand reasons why the category is under budgeted, any changes to the area plan, and whether the category percent spent is within the budget target range ( percent) for the current and previous years. If this indicates an adjustment is needed, a budget request with a Finance 8-6

106 written justification should be made to the assistant administrator. The assistant administrator may approve an occasional over expenditure in writing, or together with the Director of S&I Financial Services may approve a budget adjustment. Proper budgeting practices should be utilized to keep budget transfers and adjustments to a minimum. BYU STUDIES SUBSCRIPTIONS (NOVEMBER 13, 2009) For full-time teachers, administrators, and retirees, half of the subscription cost for BYU Studies is budgeted and paid from a central office account. The current subscription cost and ordering procedures will be sent to area directors when appropriate. (The other half of the subscription cost is a personal expense.) CHART OF ACCOUNTS S&I uses authorized account codes to ensure that accounting transactions are properly classified for financial statements and related reports. Click on the S&I Domestic Chart of Accounts for the approved policy for these accounts. If you print out the chart of accounts, please be sure that anytime there is an update that you replace it with the latest one. CHECKS AND ELECTRONIC PAYMENTS (AUGUST 27, 2014) Checks or electronic payments are to be made through approved software applications. No other bank accounts are authorized. Whenever possible, use Church-issued credit cards rather than personal funds or personal credit cards. If a personal credit card is used for an S&I purchase, S&I will not make payments directly to card companies or banks, and will not be liable for or reimburse any associated finance charges or fees. Two S&I employees must approve each payment transaction. An individual being reimbursed may not approve his or her own reimbursement (or that of a family member) in the payment software. The reimbursement must be approved by the individual s supervisor or the supervisor s designee (see General Finance Policies). The purpose or intended use of the purchase should be included in the supporting documentation. When payment is requested, the original detailed receipts or other supporting documents should be cancelled by writing or stamping paid on each document. See help topic Understanding IAN Documentation and Signature Requirements. A completed Vendor Setup and Change Form and Substitute Form W-9 (PD ) is to be obtained for all non-reimbursement payees and submitted to the Global Service Center in preparation for payment. If vendors do not accept credit card payments and are unwilling or unable to provide a W-9 form, discontinue obtaining goods or services from them. Personnel are not to pay these vendors directly and seek reimbursement. 8-7 Finance

107 A completed Payee Setup Non-Taxable Reimbursements/Payments (00424SI) form is to be obtained for all nonemployee reimbursement payees and submitted to the Global Service Center in preparation for payment. COLLECTING, RECEIPTING AND DEPOSITING MONEY (NOVEMBER 13, 2009) Collected money is to be documented at the time of collection as outlined below: Individual Receipts (January 20, 2014) Individual receipts are the preferred form of money collection documentation. Individual receipts may come from one of three sources: 1. The approved cash receipting software 2. A cash register 3. A pre-numbered multipart receipt book Where individual receipts are used, the original receipt is to be given to the payer at the time the money changes hands, or is to be sent to the payer in the case of checks received by mail. A receipt should never be made to a group of individuals such as a class or choir, unless it is supported by a Cash Receipt Log (PD ), Cash Count Confirmation (00347SI), or a Cash Register Summary (00346SI). In that case, the receipt should include the document number as a cross reference. Units using cash registers are to follow the guidelines explained in the website help topic Understanding Cash Register Guidelines. Other Authorized Collection Documents (August 29, 2011) When individual receipts are not used, an approved S&I collection document [Cash Receipt Log (PD ) or Cash Count Confirmation (00347SI)] must be used to document the agreement of two people to the amount and nature of the transaction. 1. A Cash Receipt Log is used when cash needs to be collected from a person (not an honor box or vending machine). Cash Receipt Logs are to be numbered prior to use. The transaction is described and signed by the person paying the money to S&I, and initialed by the person receiving the money on behalf of S&I when the money changes hands. When the log is used correctly, line entries never refer to groups of individuals (i.e. class or choir). 2. A Cash Count Confirmation is used when cash needs to be collected quickly and two S&I representatives are available to collect, count and document the collection. This may be in a live environment like a Friday forum, or when emptying a locked honor box or vending machine. Additional Documentation Requirements (January 20, 2014) Receipts and collection documents should contain sufficient detail to describe the nature of the transaction and should always be completed in permanent ink. Checks are to be restrictively endorsed (i.e. for deposit only followed by the account number) as soon as they are received, using the endorsement stamp. Voiding Collection Transactions (August 29, 2011) All copies of voided receipts, including the original, should be kept on file. Cash register summary tapes should show voided transactions and refunds. Refund recipients are to sign a Finance 8-8

108 Refund or Void Sale Sheet (00388SI) that is included with the deposit documentation. Cash Receipt Log entries are to be voided by drawing a single line through the row and having both the payer and payee initial next to the row. Physical Controls Money not yet deposited is to be kept in a secure location. Honor payment boxes should be locked and secured to the facility. Depositing (January 20, 2014) All money collected should be deposited intact in a timely manner usually weekly. More frequent deposits should be made if cash collected exceeds $300 or the combination of cash/checks collected exceeds $1,000. Collected funds should not be held longer than four weeks. Purchases should never be made directly from money collected. Deposit preparers should verify that all deposit documentation matches the total money collected and counted before making the deposit. Significant discrepancies should be described in the deposit documentation and reported to the area office. Documentation for deposits should include the receipting software reports, the duplicate bank deposit slip, duplicate receipts, original cash collection documents (if applicable), and a deposit bag strip (for drop-box deposits) or deposit receipt (for counter deposits). CREDIT CARDS (AUGUST 27, 2014) S&I expenses that cannot be paid by an Internal Record of Purchase/Service (IROP) should be paid with a Church-issued credit card if the vendor accepts cards. The following types of cards exist: 1. Commercial Cards are issued in the name of an S&I Employee or missionary, and stay with them as they change assignments. For purchases in excess of the card limits, requests for temporary increases may be made to the S&I Controller. 2. Petty Cash Cards are issued in the name of a unit. Petty cash cards should be used only when the need exists to check the cards out to students or volunteers for small purchases. Petty cash cards stay with units, not with specific employees. Petty cash cards should be kept locked up at all times. Petty Cash Card Check-out Logs (00381SI) are to be used for all petty cash cards. 3. Costco Commercial Credit Cards are issued with qualifying Costco memberships. Credit card use is governed by the Church Payment Cards financial standard and procedures. In addition, the following guidelines apply to all cards: 1. Use for personal purchases is not allowed. If a personal purchase is accidentally made, the employee is to immediately notify the area office and reimburse the charge to the area office. 2. The Church pays the bills directly (except for Costco Commercial Credit Cards). 3. Detailed supporting documentation is to be scanned and uploaded for all transactions. For Costco cards it is included as supporting documentation for the monthly card payment. 8-9 Finance

109 4. Original receipts are maintained at the unit with the card. Receipts should be cancelled by writing or stamping paid on each document. 5. The cardholder or card steward and their supervisor, or the supervisor s designee (see General Finance Policies), approve all transactions after verifying the detailed supporting documentation. 6. Comments are to be entered for all transactions and are to include the purpose for the purchase. 7. Cards and card numbers should be carefully protected. Card loss or suspected fraud is to be reported immediately. 8. Cards are to be immediately cancelled when an employee terminates employment. 9. Where cash withdrawals are authorized, a Cash Withdrawal Reconciliation (00423SI), including receipts, must be submitted to S&I Financial Services within one month of the withdrawal. Failure to do so will result in loss of the cash withdrawal privilege. FINANCIAL OVERSIGHT (AUGUST 29, 2011) Certification of Financial Oversight Personnel who have positions with financial oversight responsibilities are to annually respond to the Certification of Financial Oversight Employee Agreement on the website. Administrative Self Assessment Questionnaire Program administrators (seminary principals, institute directors, coordinators, area directors) and support specialists with financial responsibilities are to complete the Administrative Self Assessment Questionnaire (00348SI) annually and within three months of a change of assignment. The questionnaire is a useful self-evaluation tool that can be used to identify training needs. Finance Endorsement (January 20, 2014) All administrators and support specialists who have authority to approve or make expenditures or collect money should seek the S&I Finance Endorsement. Others may seek the endorsement as part of a professional development plan. This endorsement is granted to an employee who completes the requirements outlined on the website. Area directors may allow work done by religious educators for the endorsement to count toward a larger certification project. Financial Reviews (January 20, 2014) Financial personnel are assigned to periodically review financial and administrative records to ensure compliance to policy and procedure. Supporting documentation may be requested for any transaction. Additionally, a copy of a program s most recent Administrative Self- Assessment Questionnaire (00348SI) may be requested from the area office by the financial reviewer. Reports of the significant issues will be provided to area directors who are to discuss the issues reported with the appropriate administrators and provide a written response on how the area will address each issue moving forward. Finance 8-10

110 DEFALCATION LOSSES Any loss of cash or cash equivalents should be reported immediately to the area director, who should contact an assistant administrator. A Defalcation or Loss Report (34001) should then be submitted to the assistant administrator. DISCOUNT WAREHOUSE MEMBERSHIPS (APRIL 23, 2010) Corporate memberships at discount warehouses should not be purchased with S&I budgeted funds unless they are cost effective and approved by the area director. To be cost effective, projected annual expenditures should exceed the annual fee by ten times (example: $60 membership fee x 10 = $ of annual purchases). Costco memberships are to be obtained through application to Financial Services, not directly from Costco. Fees for personal add-on memberships must be paid directly to the warehouse by the person not through S&I bank accounts. DONATIONS (JUNE 9, 2009) Noncash Donations Noncash donations require prior approval by the S&I Associate Administrator, Director of Physical Facilities (or other applicable division director), Controller, and the Church s Gift Review Committee. Significant noncash donations are to be made through the Donations-In- Kind group of the Treasury Division at Church Headquarters. Receipts will be issued by the Donations-In-Kind group. It is permissible to collect items, not money, from students, faculty, and volunteers for servicebased institute activities (i.e. Sub-for-Santa, food drives, hygiene kit assembly) without central office approval. Cash Donations S&I programs are not authorized to directly receive cash donations. When administrators are approached by potential donors about donating for a particular purpose, donors should be encouraged instead to donate to an existing, approved S&I donation account by way of LDS Philanthropies. LDS Philanthropies will assist the donor with the donation, and provide the donor with appropriate tax documentation. Cash donations of any amount may be made to approved, existing S&I donation accounts at LDS Philanthropies without central office approval. Requests for New Donations with Use Restrictions Requests for new donations with donor-imposed restrictions as to the manner or time in which they are used, are evaluated individually and require approval by the S&I Administrator, Controller, and the Church s Gift Review Committee. Approved donations with use restrictions are governed by written agreements between the donor and S&I, facilitated by LDS Philanthropies. Requests for new donations with use restrictions are evaluated using the following principles: 8-11 Finance

111 Who benefits? (donations should benefit S&I s target population) Whose time and resources will be impacted? (should not require additional FTE or detract from S&I core activities) Who controls the expenditure of funds? (donor may not influence the use of funds beyond the original agreement) Is it sustainable? (does not adversely impact S&I when the funds are exhausted) Is it flexible? (consider the impact if S&I programs change) To be sure that the benefits from the donations exceed the administrative costs of administering them, new donations with use restrictions will only be accepted if the donation amount is at least $10,000 for operations related restrictions, or $15,000 for scholarship restrictions. New donations with use restrictions and permanent corpus requirements will only be accepted if the donation amount is at least $60,000 for operations related restrictions, or $100,000 for scholarship restrictions. New donations with annual payouts below $3,000 for operations related restrictions or $5,000 for scholarship restrictions will not be accepted. These limits will be periodically evaluated and updated. Administering Donations with Use Restrictions Donations with use restrictions are administered by local program administrators (seminary principals, institute directors, coordinators, area directors) in accordance with the written donation agreements. As a courtesy, program administrators should contact the donors or donor families of active donation accounts annually to express gratitude and inform them how their donations have been used. Where possible, letters of appreciation from donation beneficiaries should be forwarded. Donations are to be held in the central office and invested according to the policies and procedures of the S&I Investment Committee. Financial Services is to maintain a permanent file for each fund. Administrators request disbursement of funds from Financial Services. Each year, a summary of financial activity and restrictions will be provided by Financial Services to the program administrator. To simplify planning and administration, current income or funds considered available to be distributed are calculated based on a long-term estimated rate of return, rather than on actual returns earned by the fund in any given calendar year. This rate is set by the controller of Seminaries and Institutes of Religion. Special Considerations for Administering Scholarships S&I administers a small number of donations that assist S&I students with higher education expenses. Application forms should clearly define the scholarship qualifications, selection criteria, and use restrictions. Sample scholarship application forms are available from Financial Services. Scholarship Minimum Qualifications Scholarships administered by S&I should include the following minimum criteria in addition to other standards and qualifications: Finance 8-12

112 Must be a legal resident or citizen of the United States (to avoid IRS tax withholding requirements) Must be enrolled in and active in Institute Must be living the standards of the Church of Jesus Christ of Latter-day Saints. Scholarship Selection Committees Scholarship committee members are appointed by the local program administrator (seminary principal, institute director, coordinator). Scholarship committees should be small, but with a minimum of three members, and may include local priesthood leaders. Scholarship recipients are to be selected by unanimous vote of scholarship committees. Recipients are selected based on objective evaluation of written scholarship applications submitted by applicants. Minutes from committee meetings, including lists of scholarship recipients, should be written and retained in a local scholarship file. Scholarship Use Restrictions Scholarships should be restricted to the following uses: Tuition and fees required for enrollment or attendance at an educational organization, and Fees, books, supplies, and equipment required for courses of instruction at the educational organization. Scholarship Payment Wherever possible, funds should be paid directly to the university financial aid office in the student s name. To facilitate payment, scholarship application forms should include the student s university ID number, but never the student s social security number. When scholarship payments are made directly to a student, the local administrator or administrator s designee should verify the student s enrollment status before disbursing the funds to the student. EQUIPMENT AND FURNISHINGS Equipment and Office Furnishings (January 20, 2014) Equipment and office furnishings purchased for an employee s job responsibilities stay with the assignment when the employee moves to a new assignment. Laptop, tablet computers, and cell phones are exceptions when these devices are authorized in the new assignment. Equipment and Furnishings Inventory (January 20, 2014) The fixed asset inventory in all buildings is maintained by the local FM group in FMAT (Facilities Management Automated Tools). Personnel should assist the FM group in their effort by communicating any of the following information to them: 1. The purchase of any item(s) that should be included on the inventory list (for either a new item or a replacement). 2. The transfer of any inventory item(s) from one unit to another. 3. The disposal of any inventory item(s). 4. Any other transactions that would affect the fixed asset inventory for a given unit Finance

113 Equipment and Furnishings Disposal (January 20, 2014) It is intended that equipment be used as long as reasonable. When equipment or furnishings are no longer needed in their assigned unit, regardless of the reason, the area director should be notified. If an item cannot be used by another unit, the area director should declare it surplus and have the building agent notify the Facilities Management (FM) group. The FM group will take care of disposing of the equipment and furnishings (including pianos and copiers) following the guidelines listed on the Meetinghouse CNA Inventory Disposal Form. They will also make any necessary adjustments in the unit inventory. When a new copier is purchased, an old copier should be disposed of through the same process. If for any reason an item will not be disposed of by the FM group, it should be donated directly to Deseret Industries, Goodwill, Salvation Army, or similar charity. It may not be sold or given to an employee or volunteer. Computers are not disposed of by FM groups. They should be disposed of according to the Computer Disposal policy in the Computers section of the policy manual. FRAUDULENT ACTIVITY REPORTING (AUGUST 29, 2011) Seminaries and Institutes of Religion is committed to ensuring that Church funds entrusted to their programs are safeguarded and expended according to Church financial policies and procedures. All S&I personnel have a duty to report any reasonable suspicion of fraud in the workplace to an area director, an assistant administrator, or the director of financial services/controller in the central office. S&I shall keep confidential the identity of any person making a report under this policy unless the person consents to or a government authority compels the disclosure. Confidentiality means disclosure will be made only to S&I personnel or agents who have a legitimate need to know. No adverse action will be taken against any person who makes a report under this policy. S&I personnel who fail to report any reasonable suspicion of fraud or who make a baseless accusation of fraud in the workplace, shall be subject to disciplinary action up to and including termination of employment. STATEMENT OF OPERATIONS (JANUARY 20, 2014) The Statement of Operations Balances report shows a unit s expense and budget balances by account. Statements should be reviewed at least monthly. The Statement of Operations also includes a transactions report, which contains all of a unit s transactions in a given period. Transactions should be reviewed for accuracy. Errors should be corrected promptly with a journal voucher. The reports are ed to each unit weekly. Area offices are ed a copy of the reports for each of the units in their area. Finance 8-14

114 GIFTS (APRIL 23, 2010) In general, gifts may not be purchased with S&I funds. Greeting cards (thank-you cards, birthday cards, etc.) may be purchased with S&I funds and are not considered gifts for the purposes of this policy. Faculties may organize and donate to create a faculty fund to be used for gifts other than those approved to come from S&I funds. Faculty participation in faculty funds is optional and should not require excessive sacrifice by the participants. The following are the only approved uses of S&I funds for gifts: Gifts to Employees or Immediate Family Members S&I funds may only be used to purchase gifts given to employees or their immediate family members for the following circumstances: 1. hospitalization or funeral of an employee or an immediate family member (those living in the employee s home) 2. the birth of an employee s baby Gift certificates/cards, even if they can only be used for a specific item, should not be given to employees or their immediate family members under any circumstances, since they are considered cash equivalents and constitute income that must be added to an employee s W 2. Gifts to Others Gifts may be purchased with S&I funds for: 1. the funeral of a student 2. the hospitalization or funeral of an actively serving S&I missionary 3. recognition of departing S&I missionaries 4. recognition of a visiting school or public official 5. recognition of a nonemployee guest speaker or volunteer Gifts purchased from S&I funds should be conservative in value and nature. GIFT CARDS (APRIL 23, 2010) Gift cards or certificates, even if they can only be used for a specific item, are not to be given to employees, relatives of employees, or used to purchase goods or services. Although their use is discouraged, gift cards are allowed in the following instances: 1. Awards, prizes or incentives given to students in connection with student activities. a. Student recipients are to acknowledge receipt of the gift card in writing (i.e. sign a Cash Receipt Log 00293SI). The written acknowledgment is to be filed with the gift card purchase documentation. 2. Recognition of volunteers or guests a. Recipient name, date given, and purpose of recognition are to be included in written documentation of gift card purchase Finance

115 Gift cards are to be awarded in the same year they are purchased. Gift cards are not to be used to carry budget from one year to the next. PETTY CASH FUNDS AND CHANGE FUNDS (NOVEMBER 13, 2009) Petty cash funds and change funds are to be kept in a secure location. Petty cash and change fund balances should appear on the area office Statement of Operations, and are considered reconcilable accounts. Two people from within the program, or someone from outside the program (i.e. area office personnel), should verify annually that all petty cash and change funds are physically present. Petty Cash Funds Petty cash funds may be authorized for units needing access to small amounts of cash to conduct S&I work that cannot be accomplished using Church-issued credit cards. When petty cash is given to an individual, a petty cash voucher must be signed and kept in the petty cash box until the receipts and change are returned to the box. Petty cash vouchers should not be outstanding for more than three business days. Petty cash funds are to be counted and reconciled each time reimbursement is requested by the fund custodian. The amount of petty cash on hand, plus outstanding petty cash vouchers, plus the unreimbursed receipts should equal the program s authorized petty cash fund balance at all times. The following maximum amounts apply to new petty cash funds: 1. Area offices and large institutes (with over 1,000 students) $ Other institutes and coordinators $100 Change Funds Change funds may be authorized to facilitate S&I work, providing change for payers making cash payments to S&I. Change funds are not authorized purely for the benefit of making change for S&I employees. RELIGIOUS EDUCATOR SUBSCRIPTIONS (NOVEMBER 13, 2009) For full-time and benefited part-time teachers and administrators, currently serving S&I missionaries, and retirees who were formerly full-time teachers and administrators, half of the subscription cost for the Religious Educator is budgeted and paid from a central office account. The current subscription cost and ordering procedures will be sent to area directors when appropriate. (The other half of the subscription cost is a personal expense.) TAX INFORMATION 1099 Information (August 29, 2011) Check payments to non-corporations for services, rentals, and other reportable items require collection and transmittal of taxpayer identification information. These vendors must be flagged in REFIS as 1099 reportable and their tax ID numbers entered before issuing checks. No 1099 Finance 8-16

116 reporting is required for P-card purchases. For additional information, refer to the help topic Adding a Vendor in REFIS on the S&I website. Federal Employer Identification Numbers (November 20, 2008) S&I is part of the Corporation of the President of the Church of Jesus Christ of Latter-day Saints. The COP Employer Identification Number ( ) may be given to banks and other institutions that require it. Federal Excise Taxes (August 29, 2011) S&I qualifies for an exemption from federal excise tax on local telecommunications services. Documentation for claiming the exemption is available in the help topic Handling Federal Excise Tax on Telephone Services on the S&I website. Federal Income Taxes (August 29, 2011) A copy of the Church s 501(c)(3) letter explaining exemption from federal income tax is available as the form Proof of Tax Exempt Status (form 6166) on the S&I website. This may be provided to vendors requesting verification of the federal tax exempt status of S&I. Sales and Use Taxes (August 29, 2011) Sales and use tax exemption certificates and numbers have been issued to the Church in a number of states. When practical, S&I personnel in these locations should take advantage of the state tax exemption. For exemption numbers and copies of certificates see help topic Understanding Sales Tax Exemption Status on the S&I website. TRAVEL (JUNE 23, 2014) The following general guidelines apply to S&I business travel: 1. Supervisors have the responsibility to provide adequate direction to their employees to ensure that travel budgets are used conservatively, wisely, and for purposes that cannot be effectively accomplished by less expensive means. 2. Travelers should seek to ensure that the benefit received by S&I for travel is worth the cost of the travel. 3. Whenever possible, travelers are to use Church-issued credit cards rather than using personal resources and requesting reimbursement. 4. Costs for an employee s spouse or children to travel are generally not covered by S&I. Airfare, hotels, and rental cars are generally to be reserved through Church Travel via its online travel system (currently etravel) or travel request process. When payment is made for airfare, hotels, and rental cars booked through other methods, the payment documentation is to include an explanation for the exception. Traveling to the Same Event Male and Female Employees (March 12, 2012) Work responsibilities occasionally require female and male employees or volunteers to travel to the same event. While separate transportation may be requested by employees in order to avoid the appearance of impropriety, individual Church departments and employees should not develop travel policies or practices that discriminate against employees based on gender. This 8-17 Finance

117 includes practices that would curtail work, promotion, or travel opportunities. Travel practices should not be applied in a way that would limit the ability of employees to accomplish their job responsibilities, to attend business meetings or conferences, or to pursue development opportunities. Employees should nonetheless use wisdom and prudence while traveling to avoid inappropriate conduct and the appearance of impropriety. Requesting Reimbursement (June 23, 2014) For mileage and other expenses that could not be charged to a Church-issued credit card, reimbursement is obtained by submitting an Employee Reimbursement Request (PD ) with attached receipts and supporting documentation. A credit card statement is not an acceptable substitute for a detailed receipt. Requests for reimbursement should be made during the same calendar year as the expense. They may not be made for expenses occurring more than twelve months prior. Mileage Reimbursement Rate (December 14, 2007) The current Church mileage reimbursement rate is sent to area directors periodically. It is used to reimburse employees who have used a personal vehicle for authorized S&I business. The mileage reimbursement rate is designed to include the cost of fuel, oil, maintenance, insurance, depreciation, and so forth. Assigned S&I Church-owned vehicles may not be used for personal travel other than for commuting and de minimis or inconsequential personal use (such as a personal stop between two S&I business loops or between an S&I business stop and an employee s home). Transportation Reimbursement Guidelines (June 23, 2014) Employees traveling over fifteen thousand work miles per year are generally required to obtain an assigned vehicle. Employees without an assigned vehicle should use the guidelines below to determine when to request mileage reimbursement for the use of a personal vehicle for S&I business:. Employees regularly traveling over fifteen thousand work miles per year are required to obtain an assigned vehicle. When less costly than mileage reimbursement, rental cars or public transit should be utilized by employees without assigned vehicles (if safe and conveniently available). Employees should use the guidelines below to determine when to request transportation reimbursement for S&I business. 1. Travel between the main and second assignment locations is generally reimbursable. 2. Commutes are not reimbursable. A commute is defined as travel between home and main or second assignment locations, regardless of the number of times in one day, day of the week, time of day, or stops along the way. If S&I business stops along the way increase the commute cost or distance, see paragraph four below. If employees are asked to change assignment locations, they should not expect additional reimbursement or compensation if these changes result in increased commute costs. 3. Other personal travel is not reimbursable. Examples include travel to baptisms, funerals, marriages, or wedding receptions of current or former students (or family members of these students) and travel to carry out a Church calling. Finance 8-18

118 4. Travel involving temporary locations is reimbursable to the extent the distance (mileage) or cost (fares and tolls) exceeds the commute the employee would have made if work did not involve temporary locations on a given day. When calculating the reimbursement, the employee is not expected to incur a greater cost than would have occurred on a normal, direct commute, and S&I should not incur an employee s normal commuting costs because a given work task involves travel to a temporary location. For overnight travel, subtract a single commute. If a commute adjustment is not made, an explanation is to be provided in the reimbursement documentation. An employee may choose not to seek reimbursement when, for example, amounts are not significant or travel is done for the employee s convenience. If S&I has made reasonable transportation available to an employee (a carpool or motor pool vehicle, for example) and the employee chooses to provide their own transportation, the supervisor should not approve reimbursement (or should offer a reduced reimbursement) with the objective that S&I not spend more in aggregate than would have been the case had the employee accepted the offered transportation. Determining if a Location is Main, Second, or Temporary (June 23, 2014) A location is broader than a single building. For example, all buildings on the Church s downtown campus in Salt Lake City are considered a single location. Main Assignment Location An employee s regular place of work; generally the location where they spend more time working than any other single location, and usually where their S&I office is located. The following are examples of main assignment locations: 1. A coordinator has an office at an institute. He is in the office half a day per week and travels the rest of the week to train stake seminary or institute of religion teachers and to teach two hour-long classes at other institutes or meetinghouses. On average, he does not spend more time at any other single location than he does at the institute where his office is located. The institute where the office is located is the main assignment location. 2. A student teacher teaches two periods per day at a senior seminary and one period at a nearby junior seminary. The senior seminary is the main assignment location since more time is spent there. Second Assignment Location An assignment location other than the employee s main assignment location that is expected to extend for an indefinite period or is expected to last longer than one year and involves at least some part of 36 or more days per year. The following are examples of second assignment locations: 1. A coordinator teaches a weekly institute class away from his main location. He expects to teach the class for an indefinite period. The weekly class location is a second assignment location. 2. A seminary teacher teaches one period per day at a junior seminary in addition to a main assignment at a senior seminary. The junior seminary is a second assignment location. Temporary Location A location that is not an assignment location (such as a store or post office), or an assignment location other than the employee s main or second assignment 8-19 Finance

119 locations that is 1) not expected to last more than a year (if either the expectation or the actual time spent changes to over a year, the location becomes a second assignment location from that time forward) or 2) is expected to last more than a year but the employee will be at that location no more than some part of 35 days per year. Travel reimbursements involving temporary locations may require commute adjustments as explained above. The following are examples of temporary locations: 1. A coordinator teaches a weekly institute class for a semester, expecting to find a stake institute of religion teacher to take over the class the following semester. The class location is a temporary location. 2. A coordinator teaches a bi-weekly class at another building as an ongoing assignment (totals only 26 days per year). The class location is a temporary location. 3. A seminary teacher substitute teaches at another seminary every day for three weeks while the regular teacher is on leave. The class location is a temporary location. 4. A coordinator observes daily seminary teachers at their teaching locations on a quarterly basis. The observation locations are temporary locations for the coordinator. 5. An employee attends periodic area or cluster inservice meetings or satellite broadcasts at locations away from the employee s main or second assignment locations. The meeting locations are temporary locations. 6. A support specialist stops at a store for supplies or a post office to pick up the office mail on the way to or from the office. The store and post office are temporary locations regardless of trip frequency because they are not assignment locations. 7. A preservice trainer observes a student teacher monthly (12 times per year) at a seminary building other than the trainer s main assignment location. The seminary building is a temporary location for the trainer. 8. A seminary teacher is asked to work on a one-time project at the central office every workday for ten weeks while school is out. The teacher will then return to his regular assignment. The central office is a temporary location for the teacher. Airline, Bus, and Train Fare (January 20, 2014) Airline, bus, train, or other commercial travel costs related to business will be paid by S&I. Annual or monthly transit passes are generally not approved to be purchased with S&I funds unless the traveler and his supervisor determine that the cost of transit for necessary S&I business travel (excluding commuting) will be less than the cost of individual trips. Receipts, vouchers, or other supporting documents should be submitted for reimbursement or maintained as backup for credit card transactions. When a commercial airline flight is available, it may cost less than using a personal vehicle. If such air travel is available but an employee chooses to drive or fly an indirect route, reimbursement will be based on the lesser of the direct economy airfare to that destination with the normal period of advanced planning (no less than eight days advance reservation) or the mileage cost. (This does not apply to husband and wife inservice training. See Location and Travel in section 11.) Payment for meals or lodging will be limited to that which air travel would require, and annual leave must be used for any additional time away from work. Finance 8-20

120 Rented Car or Taxi (January 20, 2014) When it is determined that a rented car or taxi is the most cost and time efficient means of transportation, these costs will be paid by S&I. When possible, a receipt should be obtained for taxi service. When not making reservations through Church Travel, reserve under the Church corporate number with one of the following agencies since their contracts with the Church include collision damage coverage: National (Church corporate number ) Hertz (Church corporate number 90860) Enterprise (Church corporate number XZ47003) If renting from these agencies is not possible, employees should purchase the collision damage waiver option when renting from other agencies. Where possible, employees should decline the fuel purchase option and refuel the car before returning it. Other optional services and coverage items should be declined (such as GPS units, additional insurance, and so forth). Meals (May 5, 2014) Meals are generally considered a personal expense. S&I funds may be used for meals in the specific situations listed in this section. Meal costs are to be modest and have a clear business purpose. Twelve-Hour Workday (May 5, 2014) If employees work away from their primary and secondary assignment locations for twelve or more hours in a day, but are not away from home overnight, one meal may be charged to S&I. Overnight Travel (May 5, 2014) If work requires an overnight stay, all meals eaten after leaving the home or office, until returning to the area of the home or office, may be charged to S&I. Meals close to home or office do not qualify. If a trip is extended for personal purposes, meals during the additional time do not qualify. As an Official S&I Representative (May 5, 2014) A meal may be charged to S&I when an employee is acting as an official representative of S&I when discussing business with employees of other organizations, with prospective employees, with priesthood leaders, and so forth. The employee must show that the meal is business related rather than socially motivated. The individuals who most likely would be involved with these situations will almost always be an assistant administrator, area director, or division director, or their designee. Inservice and Training (May 5, 2014) When approved by an area director, meals may be charged to S&I when they involve two or more S&I employees organized for the specific purpose of inservice, training, professional development, or performance management Finance

121 Meetings (May 5, 2014) When approved by an area director, an occasional meeting organized to conduct specific S&I business that must be held at meal time due to the availability of those required to participate may involve a modest meal charged to S&I. Situations where two or more personnel simply discuss work during a meal do not qualify. Student Activities (May 5, 2014) When a meal is part of a student activity primarily for student participants, S&I personnel may participate. Meal Documentation (May 5, 2014) Supporting documentation for meals is specified below. 1. A detailed receipt from the vendor with the following information: Vendor name Date Amount Items purchased (or menu for catered meals) Credit or debit card slips alone do not have sufficient detail. If a detailed receipt cannot be obtained, the remaining information may be provided on a signed Purchase Details Form (PD ). 2. S&I personnel add the following additional information: Business purpose of the meal Names of participants (group name and number of participants if ten or more) Lodging (April 23, 2010) Lodging costs will be paid by S&I when an employee is required to be away from home overnight. Accommodations should be adequate and modest in price. Itemized receipts should be obtained for all lodging transactions. Voice, Text, and Data (January 20, 2014) Reasonable voice, text, and data costs incurred while traveling on S&I business will be paid or reimbursed. Use the guidelines below when traveling outside the United States. Employees receiving the fixed reimbursement for S&I use of a personal phone need to work with their area or division director to determine a reasonable additional reimbursement when traveling outside the United States on S&I business. Before the trip, temporarily change your plan to an international plan by contacting the S&I Cell Phone Committee. Understand the voice, text, and data costs for the international plan in the locations you will be traveling to. If they are more costly than in the U.S.: o When reasonably possible, communicate through Wi-Fi rather than mobile networks using free, internet-based , chat, or videoconferencing applications on your laptop, tablet, or smartphone. Finance 8-22

122 o Carefully limit text messaging and voice call duration. o Carefully limit mobile network data usage by disabling network data connections on your mobile device when you do not need an active data connection or when you can use Wi-Fi. Apps running in the background can use significant amounts of data even when you re not actively using the device. Excessive telephone charges resulting from an employee s failure to follow the above guidelines, whether the charges are for business or are personal, are the employee s responsibility and must be reimbursed to S&I. Generally, charges over two to three times the usual bill amount are considered excessive. Additional costs above the normal bill amount that result from taking an S&I phone on a personal trip outside the United States must be reimbursed by the employee to S&I, regardless of whether the phone was used for personal or S&I business on the trip. Employees can limit these costs by following the above recommendations. Area and division directors are required to be available for immediate contact for urgent issues related to their S&I assignments and therefore need not reimburse reasonable costs associated with taking an S&I phone on a personal trip. Other Allowable Travel Expenses (January 20, 2014) Transportation to and from the airport, paid at the approved mileage-reimbursement rate. Parking expenses Toll expenses Laundry expenses when required on trips lasting over six days. S&I will pay for the actual (reasonable) costs. Dry cleaning costs are excluded. Tips, if appropriate, at the customary rate Passports, visas, and immunizations if required for international business trips Disallowed Expenses (July 17, 2008) S&I will not pay costs for personal items. These include: Newspapers, magazines, or other reading materials Movies, events, other personal entertainment or recreational activities Haircuts or personal grooming items Clothing Luggage Additional travel insurance Parking tickets or moving violations Babysitting or caretaking Membership fees for frequent-traveler bonus programs Exercise facilities Credit card late payments or interest expenses Lodging and meal reimbursement when staying in a relative s or friend s home Other personal costs 8-23 Finance

123 UNCOLLECTIBLE ACCOUNTS When it is determined that a receivable is uncollectible, a written request for a write-off should be sent to an assistant administrator. The request should include the name of the debtor, the amount owed, and the circumstances for requesting a write-off. Upon approval by the assistant administrator and the director of S&I Financial Services, the collectible amount will be written off by the area s central office accountant. Documentation for the receivable, a copy of the writeoff request, and the approval should be retained on file for review. YEAR-END CLOSING AND REPORTING Year-end closing and reporting instructions are sent annually to area directors, including explanations of cutoff dates and a listing of the information that is to be included in year-end reporting. Finance 8-24

124 Physical Facilities and Real Estate INTRODUCTION (JULY 6, 2007) S&I facilities are provided as gathering places where students can learn and socialize. Area directors are responsible for the function and spirit of place of all S&I-owned or leased facilities in their areas. In areas with high concentrations of S&I facilities, the area director may be assisted by an administrative assistant for physical facilities. Other resources that can provide help include S&I Physical Facilities and Real Estate Services (PF&RES) and the Church Physical Facilities Department (PFD). As building agents, seminary principals, institute directors, and coordinators are also responsible for the function, safety, and spirit of place of their respective buildings, grounds, or leased spaces and everything that happens in them. Building agents should maintain a close working relationship with their local facilities management (FM) representatives. Structural or floor-plan changes (no matter how minor) must not be undertaken without prior approval from the area director, an assistant administrator, and PF&RES. EXISTING S&I FACILITIES Replacement Furnishings and Equipment (June 17, 2013) Generally, equipment and furnishings approved for institutes of religion and released-time seminaries is listed in the Purchasing Reference Guide for Seminaries and Institutes of Religion (PRG). Equipment and furnishings not in the PRG is not approved. For example, game systems such as PlayStation and Wii may not be purchased with S&I funds. Although personal game systems may be brought in for a specific activity, they should not be available for frequent student use regardless of how they were obtained. Artwork approved for facilities is listed in the Church Facilities Artwork Catalog. No other artwork is authorized including statues, murals, and mosaics. The PRG and the Church Facilities Artwork Catalog are available on the website. Use a Purchase Requisition to order PRG items. Note: To recommend additional items for the PRG, contact S&I Physical Facilities and Real Estates Services at [email protected]. Annual Inspections (July 6, 2007) The S&I building agent and a local FM representative are to perform an annual Replacement and Improvement (R&I) inspection of each S&I facility to determine budget needs. An FM representative then prepares and sends to the building agent and area director a report of the proposed R&I plan. The area director should immediately review the proposal and indicate either approval or any desired changes. Unless adjusted by the area director or personnel in PF&RES, the plan will be submitted as proposed locally. 9-1 Physical Facilities and Real Estate

125 NEW FACILITIES Shared-use of Facilities (November 25, 2013) The following shared-use policy governs all S&I facilities: 1. Wherever possible, S&I and meetinghouse facilities, sites, and resources are to be shared. 2. Standard meetinghouse and S&I facility plans are to be designed to promote and facilitate the maximum practical shared-use of sites, facilities, and resources. 3. Long-range plans, standard facility designs, and annual S&I construction and maintenance plans will be prepared jointly by S&I and the Church Physical Facilities Department (PFD). Annual S&I construction and maintenance plans will be approved by the Church Board of Education. 4. When additional S&I facilities are required and use of existing meetinghouse space is not available or reasonably located, or as institute programs increase in size, new facilities will be planned using the following priorities: a. Additions to meetinghouses b. Larger shared-use facilities c. Freestanding institute facilities on meetinghouse sites d. Freestanding institute facilities on S&I sites (approval for these facilities will be requested from the Church Board of Education on a case-by-case basis) 5. Funds for approved annual plans will be appropriated using the same process used by PFD to facilitate coordinated planning and construction of the approved facilities. 6. Physical facilities policies and procedures are administered under the direction of the S&I/PFD Steering Committee. Housing Campus Institute Programs (November 25, 2013) When considering a location for housing a campus institute program, the process should be done in counsel with the assistant administrator, area director, physical facility representative, and director of temporal affairs planning staff. Consideration should be given to meet program needs while being wise stewards of Church resources. Because resources are limited, requests for new space needs are prioritized globally in the S&I annual plan according to the greatest needs. As options are explored to locate adequate space for housing campus institute programs, the following priorities and related evaluation questions are considered: Priorities for Providing Space 1. Utilize Existing Space Whenever possible, existing meetinghouse facilities are to be used (see Shared-use of Facilities in this section). Use classroom or conference room space on the campus of the educational institution if adequate space is available on a regular basis. 2. Lease Classroom Space When it is not possible to use a Church shared-use facility or adequate space is not available on a regular basis at the educational institution, leasing space may be considered. S&I will Physical Facilities and Real Estate 9-2

126 consider leasing a facility for a campus institute program that consistently has an average individual attendance (as reported on the I-3 report for term 1) of 75 LDS young adults (ages 18 30). If the coordinator s office will also be in the same leased facility as the institute classroom, the average individual attendance is reduced to 50 LDS young adults. 3. Construct a New Building or Purchase an Existing Facility S&I will consider constructing or purchasing an institute facility for a campus institute program that consistently has an average individual attendance (as reported on the I-3 report for term 1) of 125 LDS young adults (ages 18 30). Evaluation Questions 1. Utilize Existing Space a. Given the size of the campus institute program, are shared-use options available to adequately house the campus institute program? If yes, is the shared-use option reasonably located for a campus institute program? [Information is provided by the central office.] b. If S&I is unable to lease or construct a facility due to land or buildings not being available, what other options can the area office consider for housing the campus institute program? [Information is provided by the area.] c. Can institute classes be taught on the college campus in an adequate setting on a regular basis? If so, is there a cost? [Information is provided by the area.] 2. Lease a Facility a. Do viable options exist in a safe location to lease space near the desired location for the campus institute program? [Physical facility representative issues a work order to request this information from the local physical facility department.] b. What is the estimated annual facility cost per student? [Information is provided by a physical facility representative.] c. If the lease request includes an office for a coordinator or support specialist, do they have or use offices in other locations? [Information is provided by the area.] 3. Construct or Purchase a Facility a. Is there enough land on the meetinghouse site to add an institute pod to the existing meetinghouse? [Information is provided by a physical facility representative.] b. Do viable options exist to purchase land or an existing building in a safe location in the vicinity of the desired location of the campus institute program? [Physical facility representative issues a work order to request this information from the local physical facility department.] 4. General Questions a. Has the institute program been properly classified as a campus program? [Information is provided by the central office.] b. Should the program be split into separate campus and stake institute programs? [Information is provided by the central office.] c. Which classes will be moved to the proposed new facility and where are these classes currently taught? [Information is provided by the area.] d. What is the young adult enrollment/attendance history and trend for the classes identified in question c? [Information provided by area and central office personnel.] 9-3 Physical Facilities and Real Estate

127 e. Do each of the classes taught in question c, including devotional lecture series, meet the class standards and descriptions in the policy manual? [Information is provided by the central office and area.] f. What is the distance from the locations where classes are currently taught in c to the proposed new facility? [Information provided by a physical facility representative.] g. What are the proposed class schedules for the new campus institute program? Include days of the week and times. [Information is provided by the area.] h. Where are nearby meetinghouses located and what are their occupancy levels. [Information provided by a physical facility representative.] i. What stake institute programs are currently being offered near the desired location of the new institute being requested? [Information is provided by the area.] j. How will young adults arrive at the proposed institute? If they drive, where will they park their vehicles? [Information is provided by the area.] k. What are the names and addresses of the postsecondary institutions with the LDS students who will attend the proposed campus institute? [Information is provided by the area.] l. What are the FTE implications of the request? Note that additional FTE must be requested by the area in the normal budget process. [Information is provided by the area.] m. As the request is considered, are there other factors that should be taken into account? If so, please explain. [Information is provided by the area.] Requirement for Constructing Released-time Seminary Facilities For a released-time seminary program, in order to request construction (or leasing) of a facility, an average minimum attendance of 125 released-time LDS students attending a single secondary school is required. When a new secondary school is announced in a location that is predominantly LDS, seminary attendance projections can be used to calculate the 125 minimum LDS students needed to construct a building. Leases (November 25, 2013) When a shared-use facility is not available for a qualified S&I program or office, leased space may be considered. Area directors should plan and budget for new leased spaces, including any needed furnishings, equipment, and space modifications as part of the annual plan (see Annual Plans below). Space will only be leased for campus institute programs. Lease proposals, contracts, and so forth are processed by the Church Physical Facilities Department (PFD). The extension or renewal of a lease agreement is also processed by PFD upon written request by S&I Physical Facilities and Real Estate Services (PF&RES). Government property, public schools, charter schools, or private schools that receive public funding (including institutions of higher learning) should not be leased. The rental of facilities for daily or home-study seminary classes is not authorized. In rare cases, the Associate Administrator, in consultation with legal counsel, may grant an exception for leases outside of school hours but only for released-time seminary or institute classes. Considerations for such an exception include these and other relevant criteria: 1. whether other groups (including nonreligious groups) use the facility under similar terms 2. whether commercially reasonable rent is charged Physical Facilities and Real Estate 9-4

128 3. whether the degree of separation between the school and the S&I program is sufficient 4. whether there is a written lease agreement This policy applies to free or low cost use arrangements as well as uses where rent is charged. New S&I Sites, Buildings, Major Additions or Renovations, and Leases Annual Plans (June 9, 2014) Area directors should develop and maintain an S&I area physical facilities annual plan for new space. The plan should include a listing, by year, of all anticipated new sites, new buildings, major addition or renovation projects (costing $100,000 or more), and new leases. Each February an S&I physical facilities representative will contact each area director to assist with the development of the annual plan for the next years new space needs. The plan should be coordinated with local S&I personnel and local and area priesthood leaders to ensure that future S&I building needs are properly anticipated and that there is shared-use of Church properties and resources wherever possible. The S&I physical facilities representative will coordinate all annual plan information with area directors and DTA planning managers. S&I personnel should be aware of and prepared for the following changes that affect S&I buildings or building plans: Seminary buildings 1. New secondary-schools (including charter or private schools) 2. Changes in school boundaries 3. The creation of middle schools 4. Changes in class schedules such as extended periods, extended days, or extended-year programs 5. Changes in the graduation requirements of a school district 6. Other changes Institute buildings 1. Changes in the status of a postsecondary institution (for example, from a junior college to a university) or changes in the general enrollment projections for the institution 2. Increasing attendance of LDS students at a particular institution 3. Changes in the young single adult population in an area 4. Other changes Purchase of Sites for S&I Buildings (November 25, 2013) All S&I building site purchases or donations require approval from the Church Board of Education. As a general rule, sites are purchased one to three years prior to anticipated occupancy. The process begins with the submission of an Annual Plan Request. When there are extenuating circumstances or when rapid Church growth occurs, the area director should contact an assistant administrator to discuss justification of an earlier purchase. Once the site has been listed on an approved annual plan, PF&RES will issue a work order to the applicable DTA area office. The purchase, including all negotiations, will be under the direction of the DTA area office in coordination with PF&RES. The area director or his 9-5 Physical Facilities and Real Estate

129 appointee will represent S&I locally. Purchase commitments or negotiations should not be made by S&I personnel without direction from Church headquarters. Construction of New S&I Buildings (July 6, 2007) All new S&I building construction requires approval from the Church Board of Education. The process begins with the submission of an Annual Plan Request. Upon the recommendation of an assistant administrator and PF&RES, building proposals are placed on the annual plan for the appropriate year. After the building has been approved, a DTA project manager will participate in a scoping meeting with the area director, building agent, FM representative, and invited priesthood leaders. In this meeting, the scope of the project, lines of communication, and areas of responsibility will be established for the project. All aspects of the project will be administered and coordinated by PF&RES in cooperation with the project manager. Major Addition or Renovation of S&I Buildings (February 22, 2007) All major additions or renovations (costing $100,000 or more) require approval from the Church Board of Education. The process begins with the submission of a request, including a cost estimate by the FM or PM on the annual R&I plan. Once the addition or renovation has been approved, the project follows the same process as a new construction project (see above). Original Furnishings and Equipment (February 22, 2007) Furnishings and equipment authorized for a newly constructed building, a newly purchased building, or a major addition or renovation to an existing building are part of the central office construction budget. The area director will be provided with a list of authorized furnishings and equipment. The building agent in cooperation with the PM or FM should select needed items from the list. Furnishings and equipment purchase lists should be approved by the area director prior to being ordered by the PM or FM. (Furnishings and equipment that are ordered from the approved list following project completion must be paid for from an approved R&I budget.) Occupancy of New and Remodeled Buildings (July 6, 2007) Government regulations affect the occupancy and operation of S&I buildings. In most communities, occupancy of a building is regulated by specific restrictions and requires a use permit. S&I programs should fully conform to all such regulations. Failure to observe the conditions of these use permits may jeopardize the program. Conditions that can be imposed include: limits on the number of persons that can occupy each room, hours that the building may be occupied, and types of activities that can occur in the building. If the conditions constitute a hardship, an appeal may be made to the regulatory agency, but the conditions must be strictly followed unless modified by the agency. Such appeals should be coordinated by the PM and PF&RES. Local S&I personnel or students should not occupy a new building until they have been authorized to do so by the PM and PF&RES (even if the building contractor has stated that there are no objections). Dedication of S&I Buildings (February 22, 2007) New S&I-owned facilities (built or purchased) should be dedicated. When more than 50 percent of an existing S&I facility has been remodeled, it may be considered for rededication. Holding Physical Facilities and Real Estate 9-6

130 an open house is recommended for all new and remodeled S&I facilities. An Application for Dedication of S&I Facilities (01988) is found on the S&I website. Area directors should counsel with local Church leaders and an assistant administrator before proposing a dedication date. Authorization for the dedication of the facility by a priesthood leader will be given by a member of the Presidency of the Seventy. FACILITY AND EQUIPMENT USE AND SECURITY (NOVEMBER 2, 2007) S&I facilities and all equipment and furnishings in them should be protected from misuse, damage, theft, and vandalism. Precautions that should be taken include the following: 1. All items on the R&I list, including equipment, furnishings, and artwork, should be inventoried in the Facilities Management Automated Tools (FMAT) database. 2. Equipment should be properly secured to avoid damage or loss. 3. Efforts should be made in assure that the possibility of theft or vandalism is minimized. 4. Training should be provided to those who operate equipment so as to avoid damage or misuse. 5. Personnel should be informed that personal equipment, including computers, brought into an S&I facility are not covered by Church insurance and if damaged or lost, cannot be covered by S&I. Employees may consider including any personal equipment used at work on their homeowner s policy. 6. All building keys should be formally assigned and accounted for by the building agent. The building agent is determined locally based on building need and use and can be either an ecclesiastical leader or an S&I employee. 7. Students should not be left alone in a building without proper supervision at any time. If the building is shared with a student ward, those who have Church callings in the ward and have been given a key may access the building when necessary for their calling. Under the direction of the bishop, they should be instructed on the proper procedure for securing the building. 8. When S&I facilities are used on Sundays by wards/branches, fixed media equipment can be shared. Portable media equipment may be shared for Church-related purposes when approved by the S&I building agent and the bishop/branch president. When a laptop computer is needed, it will be necessary for wards/branches to use their own. 9. All S&I facilities, equipment, and supplies are furnished for S&I-designated uses and other Churchrelated purposes as noted above. Any authorized personal use should not interfere with the S&Idesignated use. If S&I facilities or equipment are used for personal use, the employee should obtain prior approval from his or her immediate supervisor. The employee should reimburse any cost involved in the personal use of S&I equipment or supplies to the proper S&I office including replacement of damaged or stolen equipment. 10. S&I buildings, grounds, and equipment should not be used by employees or anyone else for commercial purposes. This includes part-time business ventures such as catering and so forth. 11. S&I facilities should not be used for overnight lodging or camping. Use of Manlifts (Aerial, Scissor, and Platform Lifts) (September 3, 2008) When the local FM group has a Church-owned manlift available in the area, the administration has approved that members of the S&I institute faculty may be designated by the area director to receive formal training for its use. The Church-owned manlift can only be used after the approved S&I faculty members have received safety training and been certified to use the 9-7 Physical Facilities and Real Estate

131 specific lift. Only FM groups are authorized to provide training and certification which will be valid for up to three years. Arrangements should be made with the local FM group to deliver a Church-owned manlift to the building on an as needed basis, or request permission from the FM group to use the manlift if it is stored at S&I facilities. No one, other than FM trained S&I employees, including stake seminary and institute of religion teachers, Church members, students, contractors, and so on, should be allowed to operate the Church-owned manlift. When the manlift is in use, the authorized operator should remain in control of the lift at all times. When not in use, the lift and all associated equipment should be stored securely to prevent unauthorized use. BUILDING DECORATIONS Inside Decorations (July 6, 2007) Decorations for Christmas, other holidays, and other similar occasions may be placed temporarily in S&I buildings as follows: 1. Decorations must be approved by the S&I building agent. 2. Decorations should be modest and inexpensive and must not be a fire hazard. Local fire and safety codes and ordinances should be observed. 3. The placement of decorations should not block passages used for entering, moving within, or exiting S&I buildings. 4. Decorations should not restrict vision through windows including window panels in doors. 5. When placing decorations, care should be taken not to damage the building or mar the walls or other surfaces. 6. With the exception of flowers, decorations may not be placed in institute chapels. 7. Open flames and lighted candles are not allowed. Other materials such as straw, hay, corn stalks, dried palm fronds, and other dehydrated materials should not be used. 8. If Christmas trees are used, they should be artificial or properly fireproofed and displayed without electric lights. 9. Decorations should be taken down and disposed of or stored before closing the building for holiday breaks. 10. When special events are approved (dances, wedding receptions, and so forth), those in charge should ensure that the building is properly cleaned and secured at the end of the activity. 11. For one-evening special events such as dances and wedding receptions electric light strings may be used. These decorations, however, must be cleaned up and removed the same night for these oneevening special event exceptions. Outside Decorations Decorations may not be placed on the exterior of S&I buildings or on the grounds (this restriction includes electric light strings). For wedding receptions, modest artificial lighting may be used leading up to the building entrance. Physical Facilities and Real Estate 9-8

132 USING S&I BUILDINGS OR FACILITIES FOR NON-S&I FUNCTIONS Use of S&I Buildings or Properties by Other Organizations (November 18, 2013) S&I building agents should accommodate requests to use S&I buildings or facilities by other Church units or departments whenever such requests do not interfere with S&I use. When an S&I building also serves as a stake center, the S&I building agent is still responsible for the overall scheduling of the facility in cooperation with the stake and any other units housed there. After scheduling through the building agent, the stake president may sponsor activities without requesting Church Board of Education approval. The stake presidency is to ensure that the activity does not interfere with S&I use and that the facility and property are appropriately used, cared for, and protected (see Stake Presidency in section of Handbook 1: Stake Presidents and Bishops [2010]). Stake sponsored activities should be in compliance with the handbook policies (see Policies on Using Church Buildings and Other Property in section 8.4 of Handbook 1: Stake Presidents and Bishops [2010]). The Church does not encourage but may occasionally permit select groups which are not sponsored by the Church to request approval to use S&I buildings or facilities temporarily. However, this use should never interfere with S&I use. The following guidelines have been established for requests to use S&I buildings or properties for purposes not related to S&I programs: Authorized for Use Requires Approval from S&I Central Office Administration (Requests should be submitted at least 14 days before scheduling the event.) Other LDS Organizations Boy Scouts of America Leadership Meetings High school music festivals Red Cross blood drives Daughters of the Utah Pioneers and other similar organizations Requires Church Board of Education Approval* (Requests should be submitted at least 90 days before scheduling the event.) Associated School Requests Exceptional or unusual requests Other Religious Organizations (Those requesting use for Bible study or a religious meeting that does not include ceremonies or ordinances.) Not Authorized for Use (Do not submit request for use.) Private and Community Organizations Other Religious Organizations (Those requesting use for services which include ceremonies or ordinances such as communion.) * For uses that require Church Board of Education approval, the requesting organization should make the request to the S&I building agent. If the building agent, in consultation with the area director, determines that the request is within policy, the Request to Use Seminaries and Institutes of Religion (S&I) Buildings or Facilities for Non-S&I Functions (PD ) form should be completed and submitted to S&I Physical Facilities and Real Estate Services in the central office. They will then submit the request to the Executive Committee for review before having it sent to the Church Board of Education for approval. An assistant administrator will notify the physical facilities representative of the board s decision so it can be communicated to the requesting organization. The requesting organization should not have use of the S&I buildings or facilities until approval has been given by the central office. Upon approval, all non-lds organizations must supply verification of liability insurance and a Hold Harmless agreement. If the use of the S&I buildings or facilities is approved, the approval is limited to the specific request; future or extended use would require another request and approval. If S&I personnel have been allowing organizations to use S&I buildings or facilities without current approval, a request should be submitted to the central office before any future use is permitted. 9-9 Physical Facilities and Real Estate

133 S&I Building or Facility Policies (March 23, 2007) Whenever S&I buildings or facilities are used, the following policies should be observed: 1. S&I buildings or facilities should never be rented or leased for commercial purposes. 2. S&I buildings or facilities should never be used to promote business ventures or investment enterprises, including posting commercial advertising or sponsoring commercial entertainment. 3. S&I buildings or facilities should never be used if sponsorship by the Church or S&I could be implied. 4. S&I buildings or facilities should never be used to buy, sell, or promote products, services, publications, or creative works, or demonstrate wares. 5. S&I buildings or facilities should never be used for fund-raising projects. 6. S&I buildings or facilities should never be used to host speakers or instructors who are paid a fee, who recruit participants, or who solicit customers or clients while giving seminars, lessons, aerobics classes, and so on. Exceptions are made for CES Continuing Education programs. 7. S&I buildings or facilities should never be used for athletic events that are not sponsored by S&I or the Church, including practices. 8. S&I buildings or facilities should never be used when the S&I standards of conduct, language, and dress cannot be assured. 9. S&I buildings or facilities should never be used for political meetings or campaigns. 10. S&I buildings or facilities should never be used for activities on Mondays after 6:00 p.m. 11. S&I buildings or facilities should never be used for activities that may pose significant risk of harm to participants or to the property. 12. S&I buildings or facilities should never unduly expose S&I to liability or disturb surrounding neighbors. 13. S&I buildings or facilities should never create adverse publicity or image for the Church or S&I. The following are occasions when S&I buildings and facilities may be used and guidelines that should be followed: 1. Occasional wedding receptions in S&I buildings are permitted but not encouraged. Receptions may be held in the cultural hall or in other rooms, but they may not be held in the chapel unless it is a multipurpose area. 2. Wedding receptions, missionary reunions, recitals, or similar events for Church members or their families may occasionally be held in S&I facilities if they do not interrupt regularly scheduled S&I, ward, or stake activities. They should not be held on Sundays or Monday evenings. 3. Members should not be charged fees or deposits to use S&I facilities for wedding receptions, missionary reunions, approved recitals, or similar events. Those using the building should be given instructions regarding the cleaning of the building. 4. The sale of media and books in conjunction with the performances of invited performers and lecturers is prohibited on S&I or Church property. When renting space on a university campus or when permitted such use through LDSSA for an institute-sponsored activity, the sale of commercial items may be authorized according to university policies governing such activities. 5. Vending machines with snacks and drinks may be placed in institute buildings for the convenience of students. If institutes request vending machines, arrangements should be made with a reputable vending company to supply and service the machines. S&I should maintain control over both the Physical Facilities and Real Estate 9-10

134 placement of the machines and the contents offered. Every effort should be made to keep the items economically priced. Vending machines are not authorized for seminary buildings. 6. It is important that S&I maintain neutrality regarding election campaigning. Therefore, the placement of student-body campaign signs in S&I buildings or on S&I property is not authorized. When questions about these policies arise, the area director may contact an assistant administrator or S&I Physical Facilities and Real Estate Services. BABYSITTING AND DAYCARE Daycare and babysitting services of any kind are not to be provided in S&I facilities or in connection with S&I programs by either volunteers or paid services. MONDAY EVENINGS (MARCH 30, 2006) Monday nights are reserved for family home evening throughout the Church. No S&I or Church activities, meetings, games, or practices should be held after 6:00 p.m. on Mondays in any S&I building or facility. TAXES ON REAL ESTATE Generally, Church property that is used for educational purposes is exempt from real estate taxation. Local statutes may, however, require a tax. Tax statements, notices, or inquiries regarding taxation of S&I real estate should be forwarded immediately to PF&RES. Area directors and other S&I personnel should not pay the tax, answer any inquiries, or offer any explanations other than to say that the matter will be referred to the proper Church office. DISPOSAL OF SURPLUS REAL ESTATE When a site, a portion of a site, or an S&I building is no longer required for S&I purposes, the area director should inform an assistant administrator, who will visit with PF&RES. PF&RES, in consultation with the PFD, will explore other possible Church use. If none is found, PF&RES will request authorization from the Church Board of Education to declare the real estate as surplus. S&I personnel should make no commitments relative to the sale of surplus real estate unless specifically authorized by PF&RES or the PFD. PORTER SERVICE (JANUARY 28, 2005) For institute programs meeting criteria, porters may be hired to assist with and assure ongoing building cleanliness standards, assist in minor maintenance and safety issues, and provide support to institute and facilities management staff. In determining the amount of porter service to be approved the administration will consider such things as building size, the number of students enrolled, and the assistance needed. The following guidelines outline the policies that will govern those who may be approved to receive porter service: In order to be considered for porter service, an institute of religion program must meet both the following building size and student enrollment requirements: 9-11 Physical Facilities and Real Estate

135 Size of Institute Building Number of Students Enrolled Possible Number of Porters that Could be Approved 26,000 59,000 square feet 1,500 3,000 + One to two 60,000+ square feet 3,000+ One to three Porters may be approved to work either part-time (up to 30 hours per week) or full-time (40 hours per week) contingent upon the need. To request a porter, the institute director is to develop a proposed task list (see S&I Porter Job Description which can be obtained from your S&I physical facilities representative). In developing it, he should work in coordination with his outsourced contractor and facilities manager (FM). The request and task list is then to be sent to the area director. If the area director approves the request, he is to send it with the task list to his S&I physical facilities field representative. After obtaining written approval from the S&I administration, procedures for hiring and supervising porters can be obtained from the local FM group. When approved, porter service is provided through the outsourced cleaning service provider. ADVERTISING (OCTOBER 2, 2009) Advertising received from authorized S&I and Church sources may be posted in buildings and classrooms used for seminary and institute classes. These sources may include central office administrative communications, BYU, BYU-Idaho, BYU-Hawaii, LDS Business College, CES Continuing Education, and so forth. Advertising should not be posted for commercial purposes (profit and not for profit organizations) in buildings and classrooms used for seminary or institute classes. Although commercial items cannot be posted, advertising for personal items not related to a business venture can be posted in institutes. Posting of personal items is at the discretion of the institute director and may include such things as an individual s automobile for sale, student housing availabilities, and other incidental items. Posting of personal items is not authorized for seminary buildings. Physical Facilities and Real Estate 9-12

136 Safety, Health, and Environment INTRODUCTION Three major principles should guide S&I teachers and administrators in their responsibilities for safety, health, and environmental awareness at S&I facilities and activities: 1. Maintain a safe environment for students, faculty, staff, and visitors. 2. Protect and preserve the resources of the Church. 3. Comply with local codes and laws. LOCAL PLANNING AND TRAINING Each S&I administrator should have a copy of the S&I Emergency Response Guide. Area directors and S&I building agents in the United States who have five or more employees should have a copy of the Church Safety, Health, and Environmental Manual (1998 update), which includes applicable guidelines from the Occupational Safety and Health Administration (OSHA). S&I administrators should prepare an adapted summary for each S&I-owned or rented facility and local program to use. The summary should have space for local administrators to write in local emergency procedures and telephone numbers. When questions arise, area directors may contact S&I Physical Facilities and Real Estate Services. A portion of each regularly scheduled inservice meeting should be devoted to safety, health, and environment training and planning. Employees should be reminded to be constantly alert to possible risk situations in buildings and grounds, in learning activities, in social activities, and so forth. Evacuation drills should be conducted periodically for each class or group that meets in an S&I-owned or rented facility. When non-s&i activities (such as Sunday meetings, youth conferences, and so forth) are to be held in S&I facilities, the summary of emergency procedures and telephone numbers should be reviewed with any non-s&i leaders who will be in charge during the activities. EMERGENCY INCIDENTS Emergency incidents may include any of the following that involve S&I students, visitors, personnel, equipment, buildings, grounds, or activities: 1. Burglary or vandalism 2. Hazardous material exposure 3. Fire or earthquake 4. Bomb threat 5. Hurricane, flood, or tornado 6. Civil disturbance such as riot, attack, hostage, illegal items in buildings, and so forth 7. Vehicle accident 8. Medical or emotional emergency (including blood-borne pathogens) 10-1 Safety, Health, and Environment

137 Use of S&I Facilities During Emergencies or Disasters (September 2, 2005) In a community-wide emergency or disaster, the area director may assist legitimate disaster relief agencies by allowing S&I facilities to be used as emergency shelters. S&I retains control, and those who use S&I facilities under these conditions should maintain Church standards. The area director should notify the assistant administrator when the situation occurs and coordinate efforts with the local facility manager. Actions to Be Taken During Emergency Incidents During emergency incidents, attend to injured persons and take steps to prevent further damage and injury to others. Seek help from appropriate local officials. Make written notes, including names of witnesses. Protect the site from disturbance until an investigation is completed. Cooperate fully with any outside investigation that may be required (generally, it is not wise to comment on who might be at fault). Reporting Emergency Incidents (March 31, 2014) Emergency incidents involving personnel, students, or facilities must be reported as soon as it is practical to do so and generally within twenty-four hours. Some incidents may also require a local police report. The employee closest to the incident should report it as follows: 1. Notify supervisor and applicable priesthood leaders. 2. Complete the Field Incident Report (PD ). 3. Send the Field Incident Report to the area director (preferably by ). Within twenty-four hours of receiving the report, the area director should send it by to [email protected] (or fax it to ). The report should also be filed in the area office. For situations regarding Abuse and Emotional Emergencies, please do the following exactly as specified: 1. Do not complete the Field Incident Report (it is not to be completed for incidents in either of these situations). 2. Call the Abuse hotline number at , x S&I-Rented Vehicles (February 22, 2008) Accidents or incidents involving S&I-rented vehicles, regardless of fault, should also be reported as outlined above. The following additional guidelines also apply: 1. Forms required by the vehicle rental agency should be filled out. 2. No damage amounts should be added to the rental agreement, nor should the S&I employee pay for any damage. Vehicles rented through the Church s national contract accounts automatically include collision damage coverage (see Rented Car or Taxi subheading under General Travel Policies in the Finance section). 3. Liability should not be admitted. 4. The names, addresses, and phone numbers of all accident participants and witnesses should be obtained. 5. All claimants should be referred to the vehicle rental agency. Safety, Health, and Environment 10-2

138 Church-Owned Vehicles (September 14, 2007) Please refer to the information in the Finance Section under What to Do If You Have an Accident. Replacing Stolen or Vandalized Equipment (February 22, 2007) See Risk Management Process in the Purchasing Reference Guide for Seminaries and Institutes of Religion on the website Safety, Health, and Environment

139 Human Resource INTRODUCTION (MAY 27, 2013) We recognize that no written set of standards can anticipate and give direction for every situation that may arise. Indeed, the Savior himself declared that it is not meet that I should command in all things... Our Standards apply to all S&I personnel, unless specifically noted, wherever located. OUR STANDARDS OF CONDUCT Statement of Purpose (May 27, 2013) The Lord has promised His people that inasmuch as [ye] are faithful, and exercise faith in me... ye shall obtain power to organize yourselves according to the laws of man so that others may not have power over you and, significantly, that you may be enabled to keep my laws. (Doctrine and Covenants 44:2, 4 5) The Articles of Faith also provide: We believe in... obeying, honoring, and sustaining the law. (Articles of Faith 1:12) It is essential that those who act on behalf of the Church wherever they may be obey, honor and sustain the laws that apply to them. As the Lord has assured us, he that keepeth the laws of God hath no need to break the laws of the land. (D&C 58:21) We should let integrity be our standard, obey the laws of the lands in which we operate, and be ethical and honest in all our dealings. As we do so, we will receive the Lord s protection and help in furthering His work. Our Standards of Conduct has been developed so, by following the standards described, we might better be entitled to the Lord s protection and help. We ask you to read and understand Our Standards of Conduct from beginning to end. These principles, while in some instances going beyond the requirements of the law, represent minimum standards of conduct for all who act on behalf of Church-affiliated entities. [For purposes of this document, the terms Churchaffiliated entities, and legal entities affiliated with the Church, (and equivalent terms) do not include the Church s institutions of higher education, its forprofit entities, and DMBA.] These standards apply to all who have responsibility for the Church s ecclesiastical, temporal, and Seminaries and Institutes of Religion activities, including General Authorities, Area Seventies, general Church officers, S&I employees, and Church-service missionaries and other volunteers in a workplace setting. We recognize that no written set of standards can anticipate and give direction for every situation that may arise. Indeed, the Savior himself declared that it is not meet that I should command in all things. (D&C 58:26) We ask that in every situation you do the right thing always. Overview (May 27, 2013) You may think of Our Standards in this simple way: Ask before acting: Is the action I plan to take legal? Human Resource 11-1

140 Is the action consistent with S&I policy? In my conduct, am I being fair and honest? How would my action be viewed by those outside the Church? Does it appropriately represent the First Presidency? Remember these rules: Learn the legal and S&I standards and policies that apply to you. Ask if you are ever unsure what the right thing to do is. Follow Our Standards. Report if you have a concern or believe someone is violating Our Standards. In summary: There is no right way to do a wrong thing. It is wrong to do a right thing in a wrong way. Do what is right; let the consequence follow. Who Must Follow Our Standards of Conduct? (May 27, 2013) The Church of Jesus Christ of Latter-day Saints operates and conducts its affairs through legal entities, such as Corporation of the President of The Church of Jesus Christ of Latter-day Saints and Corporation of the Presiding Bishop of The Church of Jesus Christ of Latter-day Saints, that have been organized in accord with the laws of various countries where the Church is present. In this section, we use the term the Church to mean the Church and its legal entities, including S&I. What Are the Scope and Purposes of Our Standards? (May 27, 2013) Our Standards are minimum responsibilities S&I personnel are expected to fulfill, both in letter and in spirit. These responsibilities include abiding by applicable legal requirements and demonstrating the highest principles of ethical conduct regardless of whether those requirements or principles are spelled out in Our Standards. S&I personnel should also comply with other Church policies, such as human resource, finance, and computer usage policies. Ignorance of Our Standards does not excuse employees from compliance. No one has the authority to approve illegal or unethical acts by anyone acting on behalf of the Church. If employees are faced with this situation, they need to speak up. What Happens If I Violate Our Standards or the Law? (May 27, 2013) S&I personnel who violate the applicable law or Our Standards may be subject to corrective action, including termination from employment or involuntary release from missionary or volunteer service. Any violation of law is a violation of Our Standards. Failure to report a violation of Our Standards, retaliation against someone else for reporting a violation or cooperating in an investigation, or lying or withholding relevant information in making a report or in an investigation also violate Our Standards. S&I personnel who commit criminal acts may also be subject to criminal prosecution. All S&I personnel are expected to cooperate fully in authorized internal and external investigations of potential violations of Our Standards Human Resource

141 Asking Questions and Raising Concerns (May 27, 2013) The Church can only live up to its commitment to act with integrity if S&I personnel speak up. Employees should speak up if: They are unsure about the proper course of action and need advice. They believe someone acting on behalf of the Church is doing, has done or may do something unlawful or that violates Our Standards. They believe they may have been involved in misconduct, even inadvertently. Each employee should report violations of Our Standards (even if the violation is motivated by a misguided attempt to benefit the Church) by anyone (regardless of their position). Good intentions do not justify improper conduct. If an employee does not report a violation, the employee could be held accountable and subject to corrective action, even though they were not involved in the original violation. Whom Should I Contact for Help or to Raise a Concern? (May 27, 2013) If an employee has a question about how to act ethically and appropriately in a particular situation, ask. Normally, address questions to a supervisor first. If the supervisor cannot answer the question, the employee may consult with his or her supervisor as to whom to contact for assistance. If an employee feels he or she cannot speak with the supervisor, he or she may also contact the human resource representative, area director, another S&I leader, the Church Auditing Department, or the Standards Line described below. S&I leaders who receive reports of apparent misconduct should contact the Standards Officer or the Standards Line regarding how to proceed. What Is the Standards Line? (May 27, 2013) At any time, even if an employee has already asked a question or raised a concern with the contacts suggested above, he or she may contact the Standards Line: or Where applicable laws allow (in most countries), an employee contact may be anonymous if desired. The Standards Line is operated under the Office of General Council s (OGC) direction. Reports will be investigated appropriately. Prompt action, as dictated by the facts, will be taken. If appropriate, an employee will be notified of the resolution of his or her report. For more information about the Standards Line, please refer to the Standards Line website above. No Retaliation (May 27, 2013) S&I personnel who in good faith lawfully and truthfully seek advice or report, including by contacting the Standards Line, or participate in an investigation of any apparent violation of Our Standards, or who seek protection under applicable laws, must not be subjected to any form of retaliation. S&I personnel who engage in retaliation will be subject to corrective action, including termination from employment or involuntary release from missionary or volunteer service. Human Resource 11-3

142 Highest Level of Integrity and Conduct (May 27, 2013) S&I personnel represent the Church at all times not just during business hours. Consequently, S&I personnel must demonstrate the highest level of integrity and conduct at all times, whether at or away from work. Conduct at work or elsewhere that is detrimental to the reputation of the Church, whether or not it results in the loss of a temple recommend, may result in corrective action, including termination from employment or involuntary release from missionary or volunteer service. S&I sets the following standards and they apply whether at work or away from the work place. The standards include, but are not limited to: 1. Honoring, sustaining, and obeying the laws of the land. 2. Observing high standards of taste and decency. Conduct, expressions, or dress that are not in keeping with these standards are not appropriate. 3. Avoid viewing pornography. Those who view, attempt to view or distribute pornography at work, on Church property, or anywhere using Church-provided technology (as defined in the Technology Use policy), will be terminated from employment or involuntarily released from missionary or volunteer service. Those who view, attempt to view or distribute pornography away from work may be subject to corrective action. S&I employees who view, attempt to view, or distribute pornography using personal or Church-owned property will be terminated. 4. Holding and using S&I equipment and buildings on a stewardship basis, maintaining and safeguarding them to avoid damage or loss. 5. Remembering that all facilities, equipment, and supplies are furnished for S&I-designated uses. Any personal use should not interfere with the S&I-designated use. If facilities or equipment are desired for personal use, the employee should obtain prior approval from the appropriate administrator. The employee should reimburse any cost involved in the personal use of equipment or supplies to the proper office. 6. Not using, or allowing anyone else to use, any portion of S&I buildings, grounds, or equipment for commercial purposes (see S&I Building or Facility Policies ). This includes part-time business ventures such as catering and so forth. 7. Being circumspect in business and personal dealings. Employees should not use their S&I positions to influence business or other transactions for personal benefit. They should not become involved in any activity that might compromise, or appear to compromise, S&I or their own abilities to perform their duties or make decisions in connection with their work assignments. 8. Avoiding conflict of interest. A Disclosure of Possible Conflict of Interest (32042) is to be completed by each employee at the time of employment and whenever appropriate thereafter. An online version of the agreement and the accompanying training is found on the S&I website. New employees should complete both a hard copy and an electronic copy of the agreement. 9. Avoid alcohol or drugs. Any employee who is under the influence of alcohol or drugs at work is subject to immediate termination from employment or involuntary release from 11-4 Human Resource

143 missionary or volunteer service. Employees who use or distribute substances prohibited by the Word of Wisdom, even away from work, may also be subject to corrective action. 10. Taking care of personal matters, outside of normal working hours. After-Hours Conduct Employees represent the Church at all times not just during business hours. Consequently, employees are expected to always conduct themselves in a manner consistent with temple recommend standards. After-hours conduct that is detrimental to the reputation of the Church, whether or not it results in the loss of a temple recommend, may result in work-related discipline, including termination. Qualified Applicants Considered for Employment (May 27, 2013) Only members of the Church who are worthy of a temple recommend qualify for employment. Apart from this, the Church is an equal opportunity employer and does not discriminate in its employment decisions on any basis that would violate U.S. or local law. Qualified applicants will be considered for employment and employees will be considered for advancement or other job-related benefits without regard to race, national origin, color, gender, pregnancy, marital status, age, disability, genetic information, veteran status, or other legally protected categories that apply to the Church. The Church will make reasonable accommodations for qualified individuals with known disabilities, unless doing so would result in an undue hardship. S&I reserves the right, in its own discretion, to employ those it deems to be qualified to be religious educators for the Church. Likewise, it may, in its own discretion, terminate any religious educator it deems no longer qualified to be a religious educator. Qualifications may include, as examples, temple worthiness, having an exemplary marriage, living a life exemplary of the teachings of the gospel. Temple Worthiness (May 27, 2013) Employees must either hold a current temple recommend or be certified by his or her bishop or branch president as worthy of holding a temple recommend. This standard has many benefits: Employees who live the Church s teachings are more likely to support its mission at work. Employees who share common values can maximize unity and teamwork, and communication among themselves, members, and leaders. Employees who sustain the leaders of the Church are more likely to support the work-related policies established by those leaders. Employees who live the Church s teachings better represent the values and reputation of the Church to individuals and organizations who deal with the Church. Employees who believe the Church s teachings, and have a testimony of God the Eternal Father and His Son, Jesus Christ, are more likely to pray sincerely for and receive assistance in his or her work responsibilities. An employee who ceases to be worthy of a temple recommend, for whatever reason, may be subject to corrective action, including termination from employment or involuntary release from missionary or volunteer service. Human Resource 11-5

144 Employees must establish worthiness to hold a temple recommend at regularly scheduled intervals and on an as-needed basis. Bishops or branch presidents may be contacted for those employees who do not hold, or show on request, a current temple recommend. Conditions of Employment for Religious Educators (July 15, 2013) For employment, all S&I religious educators are required to meet and adhere to the conditions listed below. This list is not intended to be comprehensive, but to provide some guidance to the high standards S&I expects of religious educators. 1. Meets requirements for a temple recommend. 2. Abide by the objective of S&I. 3. Teach students the gospel of Jesus Christ as found in the standard works, the words of the prophets, and the approved S&I curriculum. 4. Be subject to and governed by all rules and regulations of the Church Board of Education and by the policies and instructions of the administrative officers of the board. 5. Exemplify the teachings of The Church of Jesus Christ of Latter-day Saints, including those regarding marriage and the family, and be a positive example of all gospel principles. Among other things, no mother with minor children living in the home or divorced person may be employed full-time to coordinate or teach seminary or in full-time institute of religion. 6. Maintain a reputation of meeting all financial commitments so as not to bring any negative reflection upon your position. 7. Do not use the name of the Church, the name of the institute of religion or seminary, or your position as an employee to promote your own business or other ventures or to gain the trust of others in the aid of any private business ventures in which you may be involved. 8. In states where at will employment is allowed, your employment is at will which means that it may be discontinued with or without cause at any time either by you or by S&I. 9. Persons convicted of felonies may not be employed to teach or coordinate seminary or institute. 10. No person who has been disfellowshipped or excommunicated from The Church of Jesus Christ of Latter-day Saints may be employed as a religious educator. Annual Worthiness Clearance (July 15, 2013) All employees must maintain their worthiness to hold a temple recommend. S&I will request annual worthiness clearances from priesthood leaders. Area or division directors should discuss matters of concern about employee worthiness with the S&I Human Resource director. If the bishop does not give worthiness clearance, S&I employees may be given as much as 90 days to work with their bishops to become worthy and retain their employment. Otherwise, employment may be terminated. No Discrimination or Harassment (May 27, 2013) Each S&I employee has a responsibility to maintain a workplace that fosters mutual respect. Discrimination and/or harassment in any form, and sexual harassment in particular, are 11-6 Human Resource

145 prohibited. Specifically, the Church prohibits discrimination and/or harassment that is sexual or related to race, national origin, color, gender, pregnancy, marital status, age, disability, genetic information, veteran status, or any other legally protected categories that apply to the Church. Employees should not harass, threaten, or degrade any person. Harassment may include words, gestures, or actions that annoy, alarm, or abuse another person or create an intimidating, hostile, or offensive working environment. Harassment also includes derogatory or degrading remarks, slurs, and inappropriate jokes and epithets. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and any other verbal, non-verbal, or physical conduct of a sexual nature, when submission to that conduct is a term or condition of employment, affects employment decisions, unreasonably interferes with a person s work performance, or creates a hostile or offensive work environment. Examples include but are not limited to: Verbal conduct such as talking about sex or sexual feelings, telling sexual jokes or stories, asking personal questions about dating or sexual life, making sexual comments or innuendoes, whistling or making other suggestive sounds, repeatedly asking for dates or other personal attentions. Nonverbal conduct such as displaying or ing materials with sexually suggestive words or pictures, making sexual gestures, giving items of a sexual or personal nature, staring at a person s body or clothing, leering, looking a person up and down, blocking a person s path, hindering a person s movement, or standing closer than appropriate. Physical conduct such as kissing, hugging, or massaging another person or intentionally touching another s body, clothing, or hair. If an employee feels he or she has been discriminated against or harassed, he or she should immediately report the incident to his or her supervisor. If the supervisor is involved in the alleged misconduct or if the employee is uncomfortable reporting to his or her supervisor, the employee may instead report the incident to his or her next level supervisor, to any other S&I leader, a human resource representative, the Standards Line, or the HR Legal Services and Standards Officer. Employees are encouraged to report immediately any incident of discrimination or harassment they witness. Although not required, employees are encouraged to tell the person engaging in the discriminating and/or harassing conduct that it is unwelcome, offensive, and should stop at once. A supervisor who learns of an alleged incident of work-related discrimination or harassment involving a Church employee (including an incident when the alleged discriminator or harasser is not a Church employee), must immediately report it to the the human resource representative for that area, who in turn must report it to the Standards Line or the director, HR legal services, even if the employee who is the alleged victim requests that it not be reported. A supervisor who fails to report in this way may be subject to corrective action. The Church will investigate all reports appropriately, as confidentially as possible, and will take prompt action, up to and including termination from employment or involuntary release from missionary or volunteer service, against any employee found to engage in discrimination and/or Human Resource 11-7

146 harassment. Any employee who knowingly makes a false claim will be subject to corrective action. If appropriate, supervisor will be notified of the resolution of his or her report. Anti-retaliation Statement Employees who report harassment or discrimination, who participate in an investigation of harassment or discrimination, or who seek protection under state and federal laws governing employment and/or working conditions should not be subjected to any form of retaliation. Retaliation against any employee for filing a complaint or for participating in an investigation is strictly prohibited. Coworkers should not retaliate against an employee who reports an incident of harassment or discrimination. Applicants and Employees with Disabilities (May 27, 2013) Employer is committed to full compliance with the Americans with Disabilities Act (ADA). Employer will conduct its application and interview process so that there will be an equal opportunity for employment consideration of all individuals with a disability who meet the skill, experience, education, and other requirements for the desired position. Employer will make reasonable accommodations to allow qualified applicants with a disability to participate in the application process. A qualified individual with a disability will be given the opportunity to explain or demonstrate his or her ability to perform the essential functions of the desired position. To the extent necessary, Employer will make reasonable accommodations so that qualified applicants with a disability to whom a job offer is extended or a current employee with a disability may perform the essential functions of the job. Reasonable accommodations will also be made for current employees who become disabled, as long as the employee continues to be able to perform the essential functions of the job. Employees desiring an accommodation should work with their human resource representative in requesting accommodations. Employer has established an ADA Accommodations Committee, which will assist human resource representatives. That committee will consider and approve, modify, or disapprove accommodation requests. Employer will be as fair and objective as possible in evaluating requests for accommodation. Workplace Violence (May 27, 2013) Employer has a zero-tolerance policy regarding violence in the workplace. Any employee who engages in or threatens any workplace violence is subject to discipline, including immediate termination. Workplace violence includes physically harming another, shoving, pushing, harassing, intimidating, coercing, brandishing weapons, threatening or talking of engaging in those activities, and any other threatening behavior. Employees who feel threatened by another employee, or by a third person, or who witness any incident that may violate Employer's policy prohibiting workplace violence, are encouraged to report their concerns to their supervisor or to S&I Human Resource Services Human Resource

147 The possession of weapons on Employer's property, except by duly authorized law enforcement personnel, is prohibited. Also prohibited is keeping or transporting a weapon in a vehicle in public or private parking areas owned or provided by Employer. Employees are prohibited from carrying weapons while performing services for Employer away from Employer s business premises. Weapons include guns, knives, explosives, and any other items with the potential to inflict harm. Appropriate disciplinary action, up to and including termination, will be taken against any employee who violates this policy. Personnel should also be aware of and comply with policies of local schools adjacent to S&I buildings including lists of items that may be perceived as weapons. The strictest policy should be adhered to, whether it be the policy stated above or the adjacent school policy. This also applies to object lessons and other class activities. Right to Monitor/Inspect (May 27, 2013) As part of its commitment to employee security, Employer reserves the right to enter and inspect work areas (including but not limited to offices, desks, storage rooms, and lockers) for any reason, with or without notice and whether or not the space has been secured by the employee. Employer may also conduct audio and video surveillance of its premises where permited by law. Under conditions approved bys&i leadership, telephone conversations and communications may be monitored. Voice and electronic messages may be retrieved in the process of monitoring customer service. Any communications that constitute a threat against another person may be used as the basis for termination. Responding to Government Inquiries or Investigations (May 27, 2013) Employee should contact their human resource representative (HR rep) promptly upon receiving a request from a government agency or official that either (a) is for Church Proprietary Information, or (b) is not routine in nature. Contact an HR rep for assistance. The HR rep will contact the Office of General Council (OGC). Any information provided to a governmental agency or official should be completely honest and truthful. Be sure that records relevant to the government inquiry are preserved. Trade Restrictions and Export Controls (May 27, 2013) The United Nations, the European Union, and individual countries, such as the United States, may impose restrictions on dealings with certain countries, entities, or individuals. Trade restrictions take many forms, including bans on transfer of goods, services, or technology. Before having dealings with governments, financial institutions, firms, or individuals that might be on the list of sanctioned countries, contact your human resource representative who will then contact OGC. U.S. Anti-Boycott Regulations (May 27, 2013) Employees should not take any action, furnish any information, or make any declaration that could be viewed as participation in an illegal foreign boycott of Israel or other countries. Illegal requests may be very subtle, such as requests regarding the nationality, national origin and/or Human Resource 11-9

148 religion of employees or representatives who will be sent to a country, or regarding the origin of goods being shipped, the origin of other parties in a transaction, or other similar terms. OGC s Guidelines Concerning the U.S. Anti-Boycott Regulations, available on the Intranet, contains more detailed information. If an employee has questions, or if an employee receives a request to take action or give information that is boycott-related, he or she should notify OGC immediately. Customs (May 27, 2013) As a general rule, the importation into a country of Church materials and products is subject to various customs fees and regulations, such as import duties, value added and excise taxes, and the requirement to use the proper valuation of goods imported. If involved in this process, employees should ensure that imports comply with these fees and regulations and that information provided to customs and tax officials, including the declared valuation of imported goods, is accurate and truthful. For questions, contact OGC before declaring a value. Updating Our Standards (May 27, 2013) S&I may change Our Standards of Conduct and other HR Policies over time in order to meet changing needs or requirements. Our Standards are not intended to create contractual or other legal obligations on the Church. Proper Relationships (May 27, 2013) All employees should take care that their actions are consistent with gospel standards at all times and do not have even the appearance of improper behavior. A friendly atmosphere can be fostered without a teacher or administrator trying to become a member of a student s peer group in actions, dress or vocabulary. The following guidelines are for the protection of all concerned: 1. Avoid being alone with an individual student in a building, car or other similar circumstance. 2. Maintain proper teacher and student relationships. Avoid secluded, lengthy or frequent visits with students. Being alone with a student in a room or office where employee cannot be clearly seen by others is prohibited. Avoid giving undue attention to anyone in a way that could be misinterpreted or cause speculation or rumor. 3. Inappropriate physical contact with any student, parent, support specialist or faculty member is strictly prohibited. 4. Any form of electronic communication by employees (such as phone calls to student s personal cell phones, ing, texting or instant messaging) with seminary students is prohibited. When electronic communication is necessary, it must be for professional use only and must be done through the student s parents or legal guardian. Any communication to parents should be done using Church communication systems (see Technology Resources Use and Internet Communications, in section 7) Human Resource

149 Counseling Students Relationship of S&I to Parents and Church Leaders Parents and Church leaders have the primary responsibility to oversee the social development, interpersonal relationships, and dress and grooming standards of students and to answer their doctrinal questions. The S&I teacher s primary role is to teach students the doctrines and principles of the gospel as found in the scriptures and the words of the prophets. S&I teachers follow approved curriculum and answer routine questions that arise from normal S&I classroom discussions. They also encourage students to seek counsel, when needed, from appropriate sources. In addition, teachers should be able to give information and encouragement on educational opportunities. Relationship of S&I to Bishops (November 13, 2009) Bishops have the primary responsibility for students in areas of worthiness. When students seek counsel from an S&I teacher regarding transgression, confession, or other issues of a sensitive or personal nature, the teacher should encourage them to visit with their bishops. While teachers should be concerned and understanding, they should never try to assume the role of a bishop or violate a student s confidence. They should be patient, sensitive, and reassuring about the great blessing it is to be able to go to the bishop. Reporting Child Abuse (June 7, 2010) Whenever S&I personnel become aware of an instance of alleged child abuse in North America, they should immediately call the Church Help Line at , extension (or in the Salt Lake City area). Those who staff the help line will 1) advise on how to assist the victim, 2) help determine whether a report to civil authorities is necessary, and 3) help facilitate a report, if needed. S&I personnel are not to complete or submit a Field Incident Report. S&I personnel are to stay current on local laws regarding responsibilities and liabilities for reporting child abuse. In most states, S&I teachers will have the same reporting responsibility that public school teachers have. Local child abuse reporting information should be discussed periodically during inservice meetings with all full-time, part-time, and stake seminary and institute of religion teachers and administrators. In all discussions and reporting, concern for the victim should be the top priority. When it appears a student might talk to a teacher about personal or family involvement with child abuse, the teacher should carefully explain local abuse reporting laws. The teacher should also inform the student that his or her bishop or branch president is the best person with whom to discuss these types of circumstances. The teacher may even choose to facilitate a conversation between the student and the priesthood leader. Documentation of Child Abuse (June 7, 2010) For reported instances of child abuse, S&I personnel are not to maintain any notes or other records. All documentation of calls by S&I personnel will be maintained solely by the Church Help Line. Church legal counsel will inform S&I administration whenever abuse is alleged to have occurred on S&I property or involve S&I personnel, or if S&I personnel fail to report in a timely manner or otherwise handle an allegation of abuse appropriately. Human Resource 11-11

150 Student Medication (October 2, 2009) Specific guidelines, based on state laws in the United States, have been established for the administration of prescription or over-the-counter medication to students by teachers and administrators in many school districts and at many colleges and universities. Most state laws indicate that medications cannot be given without (1) specific written instructions from medical personnel and (2) written consent from a student s parent or legal guardian. Because of these guidelines, S&I personnel are requested not to administer any prescription or over-the-counter medication to their students. This responsibility is to be left to authorized school, college, or university personnel. ESTABLISHING THE EMPLOYMENT RELATIONSHIP At-Will Employment (May 27, 2013) The employment relationship is based on mutual respect and consent and continues only as long as both parties find the relationship to be satisfactory. Each employee is free to terminate his or her employment whenever the employee feels it is in his or her best interest to do so. Likewise, in states where it is allowable, employer has the right to terminate the employment relationship at any time, with or without cause. This is known as employment at will. Nothing in these policies and code of business conduct nor any other oral or written statement to an employee may be viewed as creating or implying a contract of employment for any specific period of time. An agreement for employment for a specific period of time can be established only by a written document signed by both the employee and S&I administration. Employment Expectations for Full-Time Teachers and Administrators (May 27, 2013) S&I is committed to hiring the most capable and effective teachers available to teach the youth. It is expected that teachers will have at least a bachelor s degree. Full-time seminary teachers are generally drawn from applicants who have successfully completed the preservice training courses for prospective S&I teachers and have had a successful student teaching experience. Stake teachers who have demonstrated special aptitude may also be considered. (It is preferable to have stake teachers teach a daily class for at least a year before they are recommended to the area director and the preservice director.) Some potential candidates are given the opportunity to teach on a temporary basis so they may be evaluated by the preservice director or by a designated S&I observer. Full-time institute of religion teachers, coordinators, and seminary principals, should have at least a master s degree. There may be some circumstances (i.e., smaller seminary programs) where this may not apply. They are generally drawn from the ranks of experienced full-time S&I teachers. Former Teachers and Administrators If a former S&I teacher or administrator desires to be considered for full-time teaching employment within one year of past S&I employment, the following items need to be reviewed by the S&I Placement Council before a decision to rehire is made: 1. A letter of request for rehire from the former employee 2. A current Worthiness Clearance for New Teachers or Administrators in S&I (00140SI) Human Resource

151 3. The person s past record and Employee Action Request (PD ) 4. The person s conformity to the S&I conditions of employment. If the former teacher or administrator has been gone from S&I employment for more than one academic year, clearance by a General Authority and approval by the Church Board of Education may be required for that person to be rehired. In addition, completion of any or all of the following may be required, as determined by the S&I Placement Council: 1. Religion Religion Student teaching 4. Classroom observations 5. Home visit by an S&I representative Workload for Religious Educators Exempt employees (typically S&I religious educators) are expected to work the time necessary to accomplish their assigned teaching and administrative responsibilities. Exempt employees are not eligible for overtime. Please refer to FTE Calculator for assistance with workload expectations. At the discretion of S&I administrators, days when school is not in session may be used for such things as inservice, professional development, lesson preparation, encouraging student enrollment, completion, and annual leave. Released-time Seminary Teachers The following guidelines for determining the workload for full-time teachers in the releasedtime seminary program were established to create some uniformity between areas and the various released-time schedules and programs: 1. Released-time teachers are expected to work faithfully in approved teaching and administrative activities. Every effort should be made to develop a harmonious working relationship with students and parents, priesthood leaders, S&I staff, the adjacent educational institution, and the neighborhood in general. 2. Those in a trimester system should teach four of the five trimester classes each trimester. Those in the eight-period block system should teach six of the eight classes each semester. Those in a seven-period day should teach a minimum of six classes. Modifications in the number of classes taught should be discussed by the area director and an assistant administrator. 3. When possible, the student to teacher ratio should be approximately to 1. It is recommended that there be no more than thirty-five students per class. Seminary Principals Seminary principals are expected to teach classes and fulfill administrative duties. The seminary principal should counsel with the area director regarding a proper teaching load. The area director should consider the number of teachers in the seminary, the number of students enrolled, inservice responsibilities, contact with priesthood leaders, and so forth. In many cases, the following guidelines would be helpful: 1. A principal without supervisory responsibilities should normally carry a full teaching load. Human Resource 11-13

152 2. A principal supervising one or two teachers should normally carry at least 80 percent of a full teaching load. 3. A principal supervising three to five teachers should normally carry 60 percent of a full teaching load. 4. A principal supervising six to eight teachers should normally carry 50 percent of a full teaching load. 5. A principal supervising nine or more teachers should normally carry 40 percent of a full teaching load. Institute of Religion Teachers Full-time institute of religion teachers should: 1. Teach sixteen classroom hours per week. 2. Teach at least one scripture course each term. 3. Teach each of the four basic scripture courses at least once every five years. 4. Assist the institute director with administrative assignments or committee responsibilities. The number of class preparations and the number of students enrolled in the classes should be taken into consideration. Institute of Religion Directors Institute of religion directors are expected to teach classes and fulfill administrative duties. The institute director should counsel with the area director regarding a proper teaching load. The area director should consider the number of teachers in the institute, the number of students enrolled, inservice responsibilities, contact with priesthood leaders, and so forth. In many cases, the following guidelines would be helpful: 1. A director without supervisory responsibilities should normally carry a full teaching load. 2. A director supervising one or two teachers should normally carry at least 80 percent of a full teaching load. 3. A director supervising three to five teachers should normally carry 60 percent of a full teaching load. 4. A director supervising six to eight teachers should normally carry 50 percent of a full teaching load. 5. A director supervising nine or more teachers should normally carry 40 percent of a full teaching load. Coordinators Coordinators have flexibility in scheduling their hours so they can fulfill regular, earlymorning, late-night, and weekend responsibilities. Student Teachers and Part-Time Teachers/Administrators (April 7, 2014) The following four classifications of part-time positions may work up to an average of 28 hours per week: Human Resource

153 1. Student teachers: Approved pool of part-time teaching positions in released-time seminary programs. Generally the pool from which full-time religious educators are selected. Student teachers are not eligible for retirement benefits. 2. Part-time teachers/administrators: Approved in released-time seminary programs that are not large enough to justify a full-time employee or that cannot be handled as part of the load of a full-time employee. 3. Part-time teachers: Approved when stake seminary and institute of religion teachers are not available. 4. Part-time teachers special needs: Approved where students are not mainstreamed and when stake seminary and institute of religion teachers are not available. Part-time positions (fractional FTE) are approved at the annual budget review. Involvement in area inservice and days to work prior to the start of the school year are at the discretion of the area director. Summer hours should not exceed 160 hours. No S&I part-time employee may work for other CES or Church entities. Requirements for Employment 1. Be worthy of holding a temple recommend. 2. Have adequate experience, knowledge, and talent to ensure effective teaching in the classroom or effective supervision of teaching. 3. Have a commitment to the spiritual growth of youth and a demonstrated ability to relate to and communicate with them. 4. Be willing to assist priesthood leaders in encouraging students to enroll in and complete courses. 5. Be willing to comply with S&I dress and grooming standards. 6. Complete new hire documents and orientation. Annual Worthiness Clearance (May 27, 2013) Student and part-time teachers are expected to maintain temple worthiness standards. Instructions for obtaining this clearance will be sent annually from the central office. Substitute Teachers Stake Teachers (December 6, 2010) Substitutes for stake seminary and institute of religion teachers should be cleared for worthiness by their stake president. For Full- or Part-Time Personnel (April 7, 2014) Each area should compile and maintain a list of approved substitute teachers. These stake seminary and institute of religion teachers should be cleared for worthiness by their stake president. If a sufficient number of stake seminary and institute of religion teachers are not available, a list of acceptable paid substitutes should be compiled and cleared in the same manner. Close relatives may not be used as paid substitutes for the employees to whom they are related. When using student teachers as substitutes, an effort should be made to protect their time. Generally, substitutes should not be kept on duty to participate in student activities Human Resource 11-15

154 outside of class. Substitute teachers are not eligible for Deseret Mutual Benefit Administrators retirement benefits, paid holidays, or annual leave. Substitute Teacher Pay Full-time salaried personnel who substitute during the absence of a colleague will not receive remuneration for teaching such classes. When it is necessary to hire a substitute teacher from the cleared list for classes otherwise taught by full or part-time S&I personnel, the daily rate of pay is the same for substituting in seminary or institute and is not affected by academic degrees. The daily rate will be sent to area directors annually. Pay Schedule The pay schedule for substitute teachers is three hours (units) for 135 minutes or less of class time and six hours (units) for 136 minutes or more. Each substitute is required to submit a time sheet for the days worked. When part-time or student teachers substitute for full-time teachers, they will enter the additional time on their time-sheet that corresponds with the allowed hours (units). They will be paid their regular hourly rate for the time they substitute. Advertising for and Recruiting Applicants for Non-teaching Positions (May 27, 2013) S&I Human Resource Services will assist S&I in filling job openings and recruiting qualified temple-worthy individuals without regard to race, national origin, color, gender, age, or disability. It is the responsibility of those involved in the hiring process to select candidates who meet or exceed the job requirements and all other qualifications outlined by the Church Board of Education. Information about job openings will be posted at Church headquarters, on its Web site ( and in such other locations as may be necessary to attract qualified candidates. Posting should be done in such a manner that a wide variety of potential applicants are exposed to the posting. Definition of an Applicant For a person to be an applicant, the following conditions must exist: 1. Employer must have acted to fill a particular position, such as by posting information about a particular job opening. 2. An individual followed Employer's standard procedure for submitting an application by completing an online application and, if requested, submitting a resume. 3. The application was for a specific, open position. Persons submitting applications for any job will not be considered applicants until they request consideration for a specific, open position. Interviews By request, the S&I human resource representative will conduct preliminary screening of applications, interviews and refer selected applicants to the area office or division hiring department. S&I Human Resource Services may also conduct Talent telephone interviews if requested for support specialist finalists or other positions. The area director, division director, or other supervisor will conduct the final interviews and make the hiring decision Human Resource

155 Applicant Reimbursement Prospective employees invited from outside the local area for job interviews by Employer may receive reimbursement for the cost of airfare or approved mileage when a personal car is used, car rental (when appropriate), and food and lodging expenses during the time required for the visit. Costs or reimbursements will be charged to the department concerned. When feasible, transportation should be arranged in advance through Church Travel Services. Worthiness and Employment Verification Before an employment offer is made, the prospective employee will be asked to verify his or her temple worthiness. An area director or S&I human resource representative may check with the applicant's ecclesiastical leader to determine whether the applicant is worthy of a temple recommend. The applicant's previous employment history may also be verified. Sensitive information will be handled confidentially. Extending the Job Offer (December 4, 2012) For support staff positions, the area director or division director, in consultation with the S&I human resource representative, will agree on the salary in accordance with established guidelines and will determine who will extend the job and salary offer to the selected candidate. Requirements for Employment 1. Be worthy of holding a temple recommend. 2. Be qualified by having the necessary secretarial and computer skills. 3. Be mature, loyal, and capable of keeping confidential matters private. 4. Be willing to comply with Seminaries and Institutes of Religion dress and grooming standards. Full-Time Equivalent (FTE) Guidelines FTE Definition One full-time support specialist FTE (1.0) is equal to forty hours per week for fifty-two weeks (2,080 hours a year). Partial FTE is figured as a percentage of 2,080 hours based on the student enrollment multipliers in item 3 of the guidelines under FTE Formula below. The guidelines help identify sites where additional support specialist FTE may be needed. Any increase in support specialist FTE should be requested as an expanded program in the annual budget review. FTE Formula (March 12, 2012) The support specialist FTE formula is based on workload, as determined by the number of students. The formula allows for a greater amount of institute support specialist help per student because of the different needs associated with institutes (building functions, student organizations, choirs, young single adults, and so forth). Support specialist FTE is allotted to each area based on the following guidelines: 1. The total number of seminary students enrolled the previous year 2. The total number of postsecondary students enrolled in institute the previous year 3. A multiplier for each seminary student ( ) plus a multiplier for each institute student (0.0013) Human Resource 11-17

156 4. Approval by the Administrator of Seminaries and Institutes of Religion and the Church Board of Education Expanded Program FTE Any increase in total FTE allotted to the area is considered to be an expanded program. The area director must complete an FTE Summary (RE12) and Expanded Program Request for Expanded FTE Summary (RE11) for each request, and submit it with the area s annual request for continuation budget. Requests for expanded programs made at times other than with requests for annual budgets are only considered when an emergency need arises. Seminary Principal or Coordinator Support Specialist FTE For seminary principals or coordinators, the minimum support specialist FTE is generally 0.20, which will provide help amounting to two hours per day for approximately 197 days (approximately 395 hours). For those on year-round or other nontraditional schedules, the minimum FTE formula is two hours per day, multiplied by the number of school days, plus twenty hours, divided by 2,080 hours. Institute Director or Coordinator-with-Building Support Specialist FTE For institute directors and coordinators with a classroom building (or rented office space with a classroom) in which the support specialist is housed and institute classes are held during the daytime hours, the minimum secretary FTE is generally Area Director Support Specialist FTE Support specialist FTE for area directors will be determined individually in consultation with an assistant administrator and the Administrator of S&I. The human resource representative may assist with these issues as needed. Full-Time Definition for Support Specialists Support specialists who work 1,560 hours per calendar year (0.75 FTE) or more are considered full-time. Temporary Support Specialists At times, support specialists may be employed on a temporary or occasional basis. They should meet the same requirements for employment as other support specialists. Before a temporary support specialist may work, a new hire short form must be completed and sent to S&I Human Resource Services. Hours worked should be entered on a time sheet and submitted to the area office for time input. General Conditions of Employment Misrepresentations or Omission of Information Misrepresentations or omission of information during the application process may disqualify an applicant. If a misrepresentation or omission is discovered after an applicant is hired, he or she may be subject to immediate dismissal. Verifying Authorization to Work (May 27, 2013) Before new employees begin work, they must complete an electronic I-9 in the Global Human Resource (GHR) system. The area office and the S&I human resource representative reviews and verifies the electronic form to make sure it is complete. All employees must be authorized Human Resource

157 to work in the country in which they will be employed. All conditions of immigration laws must be met. Employer does not sponsor immigrants. Hiring Individuals under 16 Years of Age Individuals under 16 years of age will not be hired. Hiring or Transferring Ecclesiastical Leaders Applicants or existing employees who hold the positions of Area Seventy, stake presidency member, or bishop and who would be required to relocate or otherwise disrupt their Church calling to accept employment or transfer may be considered for employment or transfer only after the situation has been reviewed with the appropriate presiding Church authority. The Office of the Quorum of the Twelve should be contacted if the individual is an Area Seventy or a stake president. If the individual is a bishop or stake presidency counselor, the situation should be reviewed with the stake president under whose jurisdiction the individual is serving. Such contact should be made only if the individual is a viable candidate for the position. Reemployment after Retirement Employees who have activated their retirement from Employer (those who have applied for and are receiving a monthly retirement benefit) are not eligible for rehire. Terminated employees who are eligible for and accept mandatory lump-sum distribution of their Master Retirement Account benefits are eligible for reemployment. Exit Interviews When an employee terminates employment, the immediate supervisor should arrange for an exit interview between the employee and a designee of the assistant administrator. The purpose of the exit interview is to express appreciation and expedite the termination process, which may include obtaining the terminating employee's ID badge, parking pass, keys, computer passwords, and such; and identifying the employee's reason for leaving Church employment. After the exit interview, the S&I human resource director or representative should make a decision on rehire eligibility and insert a note regarding the decision in the employee's records. Employees in Close or Family Relationships (May 27, 2013) Employees in close or family relationships may not be employed in proximate supervisory relationships or locations. They may not be employed in positions when there would be cause for S&I leadership concerns about preferential treatment in hiring, promoting, allocating salary, assigning duties, arranging schedules, disciplining, or terminating. Single employees in proximate supervisory relationships who choose to date one another must disclose this relationship to the area or division director. The Employer reserves the right to transfer one or both employees to another position, department, or location. Definitions: 1. Close or family relationship includes near relatives (parents, children, siblings, first cousins, nieces, nephews, uncles, aunts, grandchildren, and grandparents); persons related by marriage (spouses, daughters-in-law, sons-in-law, parents-in-law, brothers-in-law, sistersin-law); persons dating one another; and persons living in the same home. Human Resource 11-19

158 2. The phrase proximate supervisory relationships refers to reporting relations within the same department, where one employee has authority to make decisions about the terms and conditions of the other s employment. 3. The phrase proximate locations means in the same department and close geographic location where the employee would regularly be interacting with each other on work matters. Family Members at the Work Site Except for brief visits, employees should not bring family members to the workplace. Employees should not have any of their work tasks performed by a family member. MAINTAINING THE EMPLOYMENT RELATIONSHIP Dress and Grooming Standards (February 17, 2014) S&I personnel are expected to dress modestly and in a conservative, professional manner that is consistent with the customs and standards of the country in which they work. Extreme clothing of any kind or style should be avoided. Shoes should be in good repair and shined. Athletic or similar shoes, regardless of color, should be avoided. Clothing should be clean, well cared for, and neatly pressed. The fit and style of clothing for both men and women should be modest. The following guidelines should be followed: Men Ties and suits or sport coats and dress slacks (It is expected that a suit or sport coat will be worn when teaching unless classroom temperature dictates otherwise.) White or light-colored dress shirts In the central office a suit or sport coat should be worn when leaving the department area (On a hot day, it is appropriate to remove the coat when leaving the building.) Casual pants (such as Dockers ) are not acceptable Women Skirts or dresses of at least knee length (Skirts with immodest slits are inappropriate.) Casual sandals or flip-flops are not acceptable Pants, pantsuits, and split skirts are not acceptable (Consideration may be given for teachers during inclement weather.) In situations where dress standards may need to be modified for modesty, safety, health, or other work-related reasons, individual areas may submit modified guidelines to S&I Human Resource Services for approval. Extreme hairstyles are not acceptable. Hair should be clean and neatly combed. Sideburns below the earlobes and beards are not acceptable. Mustaches, where worn, should be neatly trimmed and not extend beyond the corners of the mouth. Men's hair length should be above the collar. High standards of personal hygiene and cleanliness are expected. Cologne and perfume should be used sparingly, with sensitivity to allergies of coworkers Human Resource

159 Avoiding Conflicts of Interest General Guidance and Disclosure of Potential Conflicts (May 27, 2013) Employees should not engage in any activity that creates a conflict of interest with Church responsibilities. A conflict of interest arises when employees either use their Church position or employment for personal or family gain or to further personal or family interests that are inconsistent with the Church s interests. Employees should promptly report to their supervisor, by completing a Disclosure of Possible Conflict of Interest form, any situation that constitutes a potential or actual conflict of interest involving them or anyone else. Full, complete, and immediate disclosure reduces the likelihood that potential conflicts will become actual conflicts, and protects employees from allegations that they acted improperly. Employees should complete the Disclosure of Possible Conflict of Interest form at defined intervals or whenever their circumstances change. Second Employment (May 19, 2014) Second employment is a potential conflict of interest and must be disclosed on the Disclosure of Possible Conflict of Interest form. Second employment will not be considered an actual conflict of interest as long as the employee's work schedule does not have to be adjusted to accommodate the second employment and the second employer is not a Church operating entity (Corporation of the President, Corporation of the Presiding Bishop, LDS Family Services, or other related entity throughout the world) or does not do business with Church operating entities. Please review the guidelines below regarding employment with multiple Church employment entities. 1. No part-time employee of a Church Operating Entity (CPB, COP, and so forth) shall have concurrent employment with any other Church Operating Entity or with any Churchaffiliated Entity (BYU, Deseret Book, and so forth) without the prior written approval of the department head of both organizations. 2. Full-time employees of a Church Operating Entity may have concurrent part-time employment with a Church-affiliated Entity if it is consistent with other Church policies, including the Conflict of Interest Policy. Full-time, salaried employees of a Church Operating Entity may perform work for another department or another Church Operating Entity, but without additional compensation, so long as such work is performed consistent with other Church policy, including the Conflict of Interest Policy. 3. If an individual, whose employment with a Church Operating Entity or a Church-affiliated Entity terminates during the current Affordable Care Act (ACA) measurement period, is thereafter hired by a Church Operating Entity into a part-time position within twenty-six weeks after such termination, that employee cannot average twenty-eight or more hours of service per week when all the hours worked during the measurement period for Churchaffiliated Entities and Church Operating Entities are combined. 4. If the employment of a full-time medically benefitted employee of a Church Operating Entity or a Church-affiliated Entity terminates, that employee cannot have part-time employment with a Church Operating Entity for at least twenty-six weeks after the termination of the prior full-time employment. Human Resource 11-21

160 5. However, the restrictions described in items 3 and 4 above shall not apply if an employee described in these paragraphs is hired between four and twenty-six weeks from the referenced termination and the duration of the prior employment is shorter than the break in service (the time between such termination and the date such employee is hired by a Church Operating Entity). If an employee is in a position to influence the amount or nature of the business relationship between Employer and his or her secondary employer, the employee has an actual conflict of interest that must be disclosed and resolved. Employees must be careful not to use Church facilities or equipment for second employment. Second employment must not be carried out during hours the employee works at his or her Church employment. Receiving Gifts, Favors, and Entertainment (May 27, 2013) The receipt by employees of gifts, favors, and entertainment (collectively referred to as Favors ) from contractors, potential contractors, or those whose interests may be affected by Church actions can create a conflict of interest. Favors include anything of value, including cash, gift certificates, discounts or favorable terms on purchases, loans, services, prizes, transportation, meals, entertainment or athletic event tickets, use of vehicles or vacation facilities, stocks or other securities, personal, home or office items, or home improvements. The potential list is nearly endless these are just examples. Employees should not request or hint for a favor from contractors or others who seek to do business with the Church. Favors offered to employees and their family members generally fall into either of two categories: Usually Permissible. Favors from any one source in a calendar year with a combined market value less than $100 (or other, lower established level for your area) are usually permissible, if lawful and not otherwise contrary to the interests of the Church. (This does not include a gift of cash or its equivalent in any amount, which is always wrong, as noted below.) Examples in the usually permissible category may include: Occasional, reasonable meals with a business associate even if Church business is not discussed. Sports, theater, and other cultural events, when the giver accompanies you to the event. Discounts or other benefits offered by the contractor to the public or to all of its customers. Common business gifts of nominal value such as promotional or commemorative items (pens, calendars, sweatshirts, candy, and so forth). (Where practical, share such items with others in the office.) Always Wrong. You may never accept or request: Cash or cash equivalents (gift cards or certificates, loans, stock, and so forth etc.) in any amount. Any favor that would be illegal or result in any violation of law. Any favor with an understanding for you to do anything in return Human Resource

161 Any favor that is unsavory, is sexually oriented, or would reflect poorly on the Church. Any favor you know or believe would violate the standards of the giver s employer. If employees are offered a favor that does not clearly fit into one of these two categories, they should ask their human resource representative or supervisor whether it is appropriate to accept it, or contact the Standards Line. If employees are offered a favor that violates Our Standards, the employee should promptly inform his or her supervisor and human resource representative. Employee should follow the direction received in responding to the person who offered or gave the favor to them. Employees should also promptly return any cash or cash equivalent. If employees work in an area where offers or favors inconsistent with Our Standards are common, employees should inform all contractors of the applicable Standards. Use of Church Property, Facilities, or Assets (May 27, 2013) Employees should not use the Church s property, facilities, or assets for personal benefit or financial gain. For example, employees should not: Engage, during working hours, in business activities that are not a part of their assigned duties. Display merchandise, solicit co-workers, distribute literature, or participate in fund-raising for personal interests (business, political, charitable, or other) during work time or in work areas. Use Church-owned computers, copiers, phones, or other equipment for personal benefit or financial gain. Avoid Bribery, Kickback, Fraud, and Other Misconduct (May 27, 2013) Just as it is improper to accept favors that may influence employees work for the Church, employees should not provide improper favors to people who work for entities with which the Church interacts, such as governmental authorities or agencies or private contractors. Employees must not provide any favor anything of value as a bribe, kickback, or other benefit designed to influence or compromise the conduct of the recipient. Employees also should not arrange to do it indirectly, or allow anyone else to do it. Examples of inappropriate favors include: Giving any money, gift, loan, favor, or thing of value to influence decisions or judgment. Giving a rebate, kickback, or other favor for obtaining favorable treatment for the Church. Providing improper favors to a public official indirectly, such as by benefiting someone the employee may suggest or with whom they have a close personal relationship. The laws of the United States (applicable globally to Church activities) and of virtually all countries where the Church operates prohibit bribes or favors to public officials. Public officials include government officers or employees, political candidates, political parties and their officials, employees of government-owned businesses, and officials or employees of international organizations such as the United Nations or European Union. A violation of these anti-corruption laws is a serious criminal offense that can result in criminal prosecution, substantial fines and imprisonment, damage to the good standing of the Church, and Human Resource 11-23

162 termination from employment with the Church or involuntary release from missionary or volunteer service. Consult the Church s U.S. Foreign Corrupt Practices Act Guidelines, available on the Intranet and from OGC, for help in compliance in this regard. Employees should immediately report a possible or actual violation relating to providing favors to other persons in connection with Church matters. Making Accurate Records and Reports (May 27, 2013) S&I records, reports, and other means of keeping information or providing it to others should be accurate and honest. Applicable document retention policies should be followed in retaining, discarding, or destroying documents. Protecting Property and Information Proprietary and Personal Information (May 27, 2013) The Church produces valuable ideas, strategies, and other operational information that is not released to the general public ( Proprietary Information ). Such proprietary information is owned by the Church and may be sacred or otherwise confidential. The Church protects this information from use by outsiders. Personal information is also confidential, and privacy of such data may be protected by law. Examples of proprietary information are: Administration and operations information and strategies Growth and development information and projections Anticipated building plans for temples, meetinghouses, and other Church facilities Financial information Employee records Statistical and membership records information Research and technical data Intellectual property such as patents, trademarks (including key identifiers, such as the Church s name and logo, the Book of Mormon, and Liahona), service marks, and copyrights. Policies relating to the use the Church s intellectual property are established by the Church s Intellectual Property Division ( IPD ). Trade secrets of any kind Employees should protect the confidentiality of, and the Church s legal interests in, the Church s proprietary information. Only reveal proprietary information to another employee who has a specific need to know to perform his or her work. Sharing proprietary information with a third party may only be done with the S&I administrator s approval, usually under a written confidentiality agreement or other arrangement approved by OGC or IPD. Employees may be required to sign a document acknowledging these obligations. While employed with or in service for the Church, individuals may generate work product such as written materials, plans, computer programs or codes, photographs, artistic creations, or inventions ( Work Product ). All work product is owned solely by the Church and should be returned at any time upon request or when employee stops providing services for the Church, whichever first occurs (see section on Employee Produced Materials for some additional information on work products). Each employee must sign an Assignment of Work Products Human Resource

163 Agreement (form 00330SI), which contains a definition of confidential information and sets forth the employee s obligation to not reveal such information except as may be required by the employee s job responsibilities. Employees should be diligent in safeguarding information entrusted to them so as to avoid even the accidental disclosure of confidential information. Questions on whether a particular item is a work product should be directed to the employee s supervisor, who may seek assistance from the Church's Intellectual Property Office. Use of Proprietary and Confidential Information and Intellectual Property of Others (May 27, 2013) We respect the proprietary and confidential information and intellectual property of others. Accordingly: Do not use any proprietary or confidential information (including computer records) from prior employers. Do not load any unlicensed software on any Church computer. Do not accept or use proprietary or confidential information of another except under an agreement approved by the Administrator and IPD. Do not use the trademark or service mark of a third party, without approval of the employee s administrator and IPD. Do not use or copy copyrighted documents and materials (including computer software, audio, video, and off-the-internet or off-the-air recordings) without written permission from the copyright owner. Virtually all movies, TV shows, books, magazines, comics, newspapers, and so forth are copyrighted. Copying or using these materials without permission is a form of theft. If you have questions in regard to copying or use, ask IPD. Do not request an applicant s Social Security number, date of birth, or driver s license number ( Personal Information ) until we have extended a job offer or requested from the applicant permission to conduct a criminal background check, credit history, or driving record check. Do not use personal information obtained during the hiring process for any reason other than determining whether we will hire the applicant as an employee. Prohibited uses include marketing, profiling, or reselling the information. Do not share confidential or personal information collected during the hiring process except with those you have a legitimate need to know it. Unless required by law, do not retain information collected about an applicant for more than 2 years if the applicant is not hired during the 2-year period. Destruction of personal information should be done in a secure manner that reasonably protects against public dissemination of the information. Political Neutrality (May 27, 2013) The Church has always encouraged its members to vote when they have that opportunity. The Lord has said, Honest men and wise men should be sought for diligently, and good men and wise men ye should observe to uphold (D&C 98:10). To protect the political neutrality of the Church and S&I, however, the following guidelines have been established for S&I personnel who wish to be involved in political activities: Human Resource 11-25

164 1. S&I personnel may run for public office or accept opportunities to work in the political campaigns of others if these activities do not interfere with their S&I assignments. Before accepting a position as an officer, trustee, or director of any legal entity, including nonprofit entities, personnel must advise their human resource representative, who may consult with OGC to determine if acceptance of such a position would constitute an unacceptable conflict of interest with the Church. The same procedure applies if personnel are asked to accept a public position or political appointment or if personnel decide to run for public office. 2. Employees who receive approval to run for office should be especially careful to protect the S&I position of neutrality and impartiality in political matters and issues. 3. The S&I name or logo should not be used in any way to show support for any candidate or partisan political issue. Nor should S&I supplies, equipment, S&I accounts, personnel, buildings, or grounds be used for partisan political purposes. 4. Candidates for public office or their supporters are not to use S&I records, databases, or directories to obtain lists of names or any other information for use in political campaigns. Keeping Political Activity Personal (May 27, 2013) The Church does not endorse or oppose any political candidates or parties. Church contributions, either direct or indirect, to political parties or candidates are illegal in most jurisdictions and prohibited by Church policy. Employees may participate in the political process and make voluntary contributions to candidates and political causes of their choice. In such political involvement, employees should make clear they do not act or speak for the Church. Employees should not use Church resources, such as Church and other communication systems, for participation in any political campaign or process. Employees also should not engage in political activities during their Church work time or on Church property. Coaching and Refereeing Area directors should approve employee s participating as coaches or referees. Time taken cannot interfere with S&I work assignments. Participation in these activities should be disclosed on the Conflict of Interest disclosure form. CES Continuing Education (May 27, 2013) CES Continuing Education is a resource to priesthood leaders and members to provide continuing education opportunities for youth and adult members of the Church. These opportunities comprise approved optional enrichment activities (see Optional Activities in section 13.5 of Handbook 2: Administering the Church [2010]. Specific CES Continuing Education programs, dates, and locations are listed on the Internet at: For additional information about these programs, local S&I representatives or priesthood leaders should contact CES Continuing Education at Annual S&I Approval of Names for Participation in CES Continuing Education Programs (May 27, 2013) Each year CES Continuing Education should receive prior approval from S&I administration before inviting any S&I teacher or administrator to participate in continuing education programs Human Resource

165 CES Continuing Education will provide a list of potential S&I participants for CES Continuing Education programs as follows: 1. The list will be sent to the appropriate area director for tentative approval. The area director should be aware of any participation in continuing education programs that could affect the performance of S&I personnel and should note any specific dates that would not be approved. There should be clear communication that an individual s primary assignment takes precedence over any participation in a continuing education program. 2. The area director will forward the list to his supervising assistant administrator for final approval. 3. The assistant administrator will return the approved name(s) to the CES Continuing Education office. Teaching for Continuing Education The Continuing Education program is under the direction of the Church Educational System (CES). Each year (1 January to 31 December) up to twelve workdays are available for full-time S&I teachers and administrators to participate as teachers or directors in CES Continuing Education programs. These programs include Especially for Youth, Education Week, and so forth. Participants are to abide by the following policies: 1. The employee must obtain approval from his or her immediate supervisor and area director in order to use any days for continuing education purposes. These days should generally be non-teaching days and should not interfere with current assignments or other program needs such as inservice meetings. 2. The twelve workdays are considered part of the regular S&I employee s workload and no honorarium is to be received from Continuing Education. The employee should report Especially for Youth Leave into self-service time entry. 3. Any workdays taken for continuing education programs beyond the approved twelve days must be taken as annual leave or leave without pay. Every effort should be made to take them on non-teaching days. The employee s immediate supervisor and area director must approve them. 4. Before leave without pay is granted to participate in approved continuing education programs, the employee must first have used all twelve approved continuing education days, as well as any available annual leave. 5. Days available for teaching in or directing continuing education programs cannot be c carried over from one year to the next. 6. If a substantial portion of a regular workday is missed due to the need to travel long distances to or from a continuing education assignment, one of the twelve approved workdays should be applied. If most of the employee s responsibilities in the day are completed before leaving or after returning, it is not necessary to use one of the twelve workdays. Whether a travel day is to be used as one of the continuing education days or not is to be determined in consultation with the employee s immediate supervisor. Classes taught during the regular workday other than the twelve approved workdays. Teaching for CES Continuing Education programs during the day is considered part of the regular S&I Human Resource 11-27

166 employee s workload and extra pay will not be given to those teaching these classes. There should be no reduction in an employee s regular workload to accommodate continuing education classes taught during the day. Prior approval from the employee s immediate supervisor and area director must be obtained for such classes. Only one adult religion class per semester will be approved. Hiring a substitute. When approved participation in continuing education programs necessitates missing regularly scheduled classes, a substitute teacher may be hired and paid at the current rate for the classes taught. Payment will be made from a central office account. Additional pay from CES Continuing Education for teaching evening and Saturday classes. Employees may receive additional pay from CES Continuing Education for classes taught in the evening and on Saturday. Employees directing Especially for Youth programs may receive additional pay for evening or Saturday work in conjunction with those assignments as determined by CES Continuing Education. Adult Religion Classes in Utah For information about organizing adult religion classes in Utah, priesthood leaders should be referred to CES Continuing Education at Adult Religion Classes Outside of Utah The S&I stake representative or coordinator should directly assist priesthood leaders in understanding, organizing, and maintaining adult religion classes outside of Utah. These S&I personnel should take responsibility for processing all forms and funds involved and should be sure priesthood leaders understand the following guidelines: 1. Adult religion classes are noncredit classes. 2. Adult religion classes are to be financially self-sustaining. 3. Each adult religion student must pay the tuition fee; audits are not allowed. (Exceptions include full-time S&I employees and their spouses and S&I retirees and their spouses, who may have Special Admission cards that permit them to attend without charge.) 4. The registration fee for adult religion classes is set by CES Continuing Education and cannot be changed locally. 5. An adult religion class should typically consist of one class of approximately ninety minutes per week for a period of ten to seventeen weeks. 6. The course of study must be selected from the institute of religion Approved Courses list. 7. The local stake president should approve the course of study and the class day and time and recommend a teacher to the S&I stake representative. The recommended teacher should be strongly encouraged to utilize the institute student manuals as a guide and a resource in their teaching. 8. The S&I stake representative should help the recommended teacher get the following forms to the area office for approval six weeks before the class begins (if the class is to be taught by an S&I employee, only the forms in items c, d, and e are needed): a. Teacher Information Form Human Resource

167 b. Bishop s worthiness clearance (this form must be received by CES Continuing Education before a commitment is made for a non-s&i employee to teach an adult religion class) c. Church Educational System Faculty Agreement d. Employee s Withholding Allowance Certificate (Form W-4) e. Employment Eligibility Verification (Form I-9) 9. After the teacher is approved by the area director, the area office should send the forms to CES Continuing Education. Priesthood leaders may then advertise the class, register adults using the CES Continuing Education Noncredit Registration Form, and collect the registration fees (the teacher may assist in this process). The pink copy of the registration form is to be given to the adult. No minimum number of adult registrations is required. 10. By the third week of class, the S&I stake representative should ensure that the white copy of each registration form and all registration fees have been forwarded to the area office. 11. After deducting actual teaching material and advertising expenses already reimbursed to the teacher (up to 15 percent of the registration fees collected), the area office will forward the balance to CES Continuing Education. 12. After the class has been completed and all forms and fees have been received, CES Continuing Education will pay the teacher an honorarium based on the number of adults registered. A copy of the honorarium schedule is available to S&I personnel from CES Continuing Education. Private Travel Tours (May 27, 2013) S&I personnel may direct tours sponsored by a private company according to the following guidelines: 1. Days used directing private tours: a. Must be taken as annual leave or leave without pay. Before leave without pay is granted, the employee must first use all annual leave days (none of the twelve day allotment for involvement with continuing education programs can be used in connection with private tours). b. Should be non-teaching days. 2. S&I personnel who choose to participate in tours sponsored by a private company must do so in a manner that will not detract from a full commitment to their S&I assignments. They should avoid activities that would cast an improper light on the Church or on S&I or that would in any way cause the employee to have an unfavorable relationship with parents, students, or priesthood leaders. 3. S&I personnel may not advertise or recruit for these tours in any S&I building or class. 4. S&I personnel may not use time during the normal workday to prepare for, organize, or recruit for the tour. 5. S&I personnel must make up their own recruitment lists, which may include students that they personally know are interested in a tour. S&I personnel may not, however, use S&I personnel lists or directories, student lists or directories, websites, or lists of participants in previous Travel Study tours in preparing their own lists. They must clearly identify the Human Resource 11-29

168 sponsoring organization, disclaim any connection with the Church or any S&I program, and avoid putting any pressure on students or their parents to participate in tours. 6. The words seminary, institute, and Seminaries and Institutes of Religion, and any S&I title, S&I letterhead, or other S&I reference may not be used in tour recruitment letters, advertisements, or in making travel, housing, or food arrangements. Reference should not be made to any course of study in S&I. S&I credit may not be given as part of any tour. Employees may make general reference to past experience in teaching or directing tours to various locations. 7. Individuals directing private tours to Israel should adhere strictly to the non-proselytizing agreement the Church has with the state of Israel. Boards, Associations, and Committees Service on boards, associations, and committees is consistent with our obligation to be good members of the communities in which we live. Such service often presents opportunities for professional development, recognition, and improvement of job-related skills and knowledge. To ensure that membership on a board, association, or committee does not conflict with employment, employees who are asked to serve or who desire to serve should obtain approval, including approval for any necessary work schedule changes, from his or her area or division director. Non-Disclosure Agreement The S&I Non-Disclosure Agreement (00331SI) document is an addendum to the existing confidentiality agreement and Assignment of Work Products that provides additional protection of confidential information. This Agreement is governed by and construed in accordance with the laws of the State of Utah. Failure to strictly abide by the terms of this agreement will result in disciplinary action including dismissal from employment and/or legal action. Use of Employer-Provided Computer and Network (May 27, 2013) Employer's electronic communication ( , voice mail, intranet, and Internet) and computer systems are intended for business-related purposes. Incidental and occasional use of these systems for personal communications within and without Employer's organizations is permitted. However, such messages will be treated the same as business communications, which are the property of Employer. Employer reserves the right to access and, when appropriate, disclose all messages, data, and files created on, sent by, or received by its electronic communication and computer systems. Employees should have no expectation of privacy in such messages, data, and files. For further information, employees should review Employer's separate policies on electronic systems. The system should not be used for personal commercial use. No personal communication is permitted with seminary students or institute students under the age of eighteen. must not be used for counseling or discussing personal matters with seminary or institute students of any age. Also, impersonal group announcements may be sent to all institute students of any age. Both and Internet use is subject to review. Viewing Human Resource

169 inappropriate Web sites or inappropriate use of the system may lead to disciplinary action, including termination. Work Schedules Employer's offices will be open as necessary to support the Church's worldwide operations. The hours of operation for each division or area and for each employee will be established by the employee s immediate supervisor as necessary to meet these needs. Standard Workweek and Workday The standard workweek begins Saturday at 12:01 a.m. and ends the following Friday at 12:00 midnight. The typical workweek is five eight-hour days but may vary by location as dictated by clear business need with prior approval of the area director, division director, or assistant administrator. Lunch Breaks A 45-minute lunch break is authorized for employees working more than five hours in a shift or day. The lunch break should not be taken at the end of the workday. Employees may be asked to schedule lunch breaks to accommodate department needs. The timing of lunch breaks is dictated by the laws of some states. Employees and management should comply with such laws. Work Breaks Non-exempt employees are authorized a 10-minute break for each four hours they work. These breaks should be scheduled with the employee's supervisor to accommodate department needs. The length and timing of breaks may vary according to local or state laws. An employee should not move one or both of these breaks for the purpose of extending the lunch break, shortening the workday, or taking one 20-minute break. Van or Car Pools Employees in van or car pools are expected to work a standard work-day and workweek. Some variance from the department's expected arrival and departure times may be approved by the employee's supervisor. Work-at-Home Work-at-home, cottage industry, telecommuting, or similar employment is not authorized. If employees have unusual needs that can be met only through this type of employment, the Human Resource Department of the Church must give prior written approval. This general policy does not prevent exempt employees from taking necessary work home to be completed after hours. Travel Employer's funds come from sacred donations of Church members. All employees who travel on Employer's business should spend travel funds prudently. Employer will pay travel costs for employees traveling on Employer's business in accord with the approved travel policy. (For further information see Travel in the Finance Section of this policy manual.) Human Resource 11-31

170 Role Descriptions (December 4, 2012) Role descriptions are used to establish the essential functions of each job within Employer s organization and to assist in determining the value of each job. Role descriptions are necessary to assign grade levels and compensation. All S&I positions should have a role description on file. Compensation (December 4, 2012) Employer s compensation program is designed to compensate employees fairly, while at the same time acknowledging a measure of consecration by those who earn their living in service to the Church. Compensation is based on the nature of the position and the location of the assignment. Geographical Salary Administration Plans (SAPs) have been established across the United States for determining the cost-of-job in a particular geographical region. Employees working in similar positions will receive comparable compensation, regardless of gender, national origin, race, ethnic status, age, or disability. Compensation may vary based on experience, awarded credentials, location, and/or length of service. Grade Level Adjustments (December 4, 2012) Grade level advancements take place at any time during the calendar year. A grade level advancement is initiated when a religious educator has met both time and effort requirements associated with a particular grade level. Salary Basis Policy The Fair Labor Standards Act (FLSA) is a federal law with requirements that most employees in the United States be paid at least the federal minimum wage for all hours worked and that they receive overtime pay at one and one-half times their regular rate of pay for all hours worked over 40 hours in a work week. The FLSA provides an exemption from these requirements for bona fide executive, administrative, and professional employees and for certain computer employees. To qualify for an exemption, employees generally must meet certain tests regarding their job duties and be paid on a salary basis, as described below. Job titles do not determine exempt status. Rather, an employee's specific job duties and salary must satisfy all requirements of the Department of Labor regulations. Circumstances Where Employer May Make Deductions from Pay (May 27, 2013) According to federal law, deductions from pay are permissible when an exempt employee: 1. Is absent from work for one or more full days for personal reasons other than sickness or disability. 2. Is absent from work for one or more full days due to sickness or disability, provided the deduction is made in accordance with a bona fide plan, policy, or practice of providing compensation for salary lost due to illness. 3. Receives compensation as jury or witness fees or military pay. 4. Receives a disciplinary suspension without pay of one or more full days imposed in good faith for workplace conduct rule infractions. (See Corrective Action and Termination regarding penalties for workplace conduct rule infractions.) 5. Begins or ends employment in the middle of a workweek Human Resource

171 6. Is subject to penalties imposed in good faith for infractions of safety rules of major significance. 7. Takes unpaid leave under the Family and Medical Leave Act. Employer will comply with the salary basis requirements of the FLSA. Managers and supervisors are prohibited from making any improper deductions from the salaries of exempt employees. An exempt employee who believes that an improper deduction has been made from his or her salary should immediately report this information to his or her direct supervisor, to his or her human resource representative, or to the legal services office of the Church Human Resource Department. Allegations of improper deductions will be investigated promptly. If the allegation is substantiated, the employee will be promptly reimbursed for any improper deduction. Employee paychecks are issued according to the schedule established by Employer. Usually, payment will be made by direct deposit to the employee's financial institution. Pay advice forms are issued each payday, either in paper or electronic form, to advise the employee of the gross amount of his or her pay and any deductions made by Employer. S&I Religious Educator Salaries (December 4, 2012) S&I teacher and administrator salaries are based on the following: 1. Time a. S&I full-time work experience b. Other Church affiliated entity full-time experience c. Years of relevant work experience credited at the time of full-time hire 2. Effort (see Seminaries and Institutes of Religion Credentials section) 3. Salary Administration Plan (SAP) 4. High Cost Area Seminaries and Institutes of Religion Credentials (December 4, 2012) When combined with recognized years of experience, religious educators who complete all the requirements for an approved credential will be eligible for consideration for a salary adjustment. These credentials include the following: 1. Master s degree 2. Doctorate degree 3. Certification 1 4. Certification 2 If a salary adjustment is approved, the salary adjustment will be effective the pay period in which appropriate documentation is received by S&I Human Resource Services. For a master s or doctorate degree to qualify for a salary adjustment, the degree must be from an approved university program found in the current year Higher Education Directory (consult your S&I human resource representative). Human Resource 11-33

172 Employee Salaries Salaries are determined by using the local Church salary administration plan and appropriate salary range based on an employee s global grade level. Salaries are reviewed annually and any annual increase becomes effective in pay period six. Overtime and Callback Pay Employees are encouraged to give a full measure of service during the time they are at work. Supervisors and managers are encouraged to review work schedules and demands so as to properly use the time employees are on the job. Overtime work and callbacks should be requested only when work cannot reasonably be accomplished within the allotted hours. Exempt employees are expected to work the time necessary to accomplish their assigned responsibilities. Exempt employees are not eligible for overtime, callback, or shift differential pay. Overtime (May 27, 2013) Non-exempt employees, as defined in the FLSA regulations, who work overtime will be paid at a rate of at least one and one-half times their regular rate of pay for over-time hours worked during that workweek. Overtime is defined by the laws of the state in which the employee works. Usually, overtime is working either more than 40 hours in one week or more than 8 hours in one day. The following guidelines will assist both employees and supervisors in managing work time: 1. Any overtime work by an employee must be approved in advance by the supervisor. If an employee works unapproved overtime, the employee will be paid overtime pay but may be subject to work-related discipline. 2. The actual time that a non-exempt employee works each day is to be recorded in the time collection system. Hours should not be averaged over several days but should be recorded as actually worked each day. 3. When a supervisor anticipates that a non-exempt employee could work more than 40 hours during a workweek, the employee may be given time off during the same workweek so that he or she works only 40 hours in the week. Comp time (time off during another workweek) is not to be given in lieu of overtime pay. 4. Time reported as sick leave or annual leave will not be counted as hours worked when computing overtime pay. Time reported as holiday, funeral leave, Church assignment leave (not including Church assignment leave of absence), part-time public service leave, jury duty leave, marriage leave, and miscellaneous leave will be counted as hours worked when computing over-time pay. 5. If a fully benefited, non-exempt employee works on a holiday, instead of giving the employee an alternate day off (see Holidays ), the Employer may elect to pay the employee the holiday pay plus the employee's regular pay. In such a case, both the actual hours worked and the holiday hours would be considered hours worked when computing overtime pay. 6. Employees should never be asked to work off the clock. All hours worked should be recorded in the time collection system so that the employee may receive proper Human Resource

173 compensation. Any employee who is asked to work off the clock should report such requests to his or her area director, division director, human resource representative, or the Church Human Resource Department's director of legal services. Callback Pay (May 27, 2013) When a non-exempt employee is called back to work at a time other than normal or regularly scheduled working hours, the employee will be paid either for three hours or for the number of hours actually worked, whichever is greater. (Commuting time is not counted in determining hours actually worked.) Callback hours, whether the three-hour minimum or the actual hours worked, are considered as hours worked when computing overtime pay. When a non-exempt employee is called back to work during previously scheduled annual leave, he or she has the option to reschedule the annual leave (in accord with Leave Policy and Absentee Policy ) or to be paid for the annual leave and the callback hours. If the employee elects to be paid for both the annual leave and the callback hours, the annual leave hours do not count as time worked for purposes of calculating overtime. Employee Benefits Employer s general policy is to provide employees with a benefit package comparable to the average benefit package offered by comparable employers. From time to time the Compensation and Benefits Division of the Church Human Resource Department will obtain information on benefit packages from selected companies. Employer s benefit package may then be increased or decreased. The specific benefits available to employees depend on the nature of the employee's position. Benefits Available to All Employees All employees are eligible to participate in the following benefits: 1. Parking permit, where available 2. Deseret Book Store periodic discount 3. Health Unit Services (The Employee Health Unit provides basic health services and training for employees at the headquarters facility.) 4. Access to the employee cafeteria, if one is on the work site Benefits Available to Designated Employees (January 8, 2013) Designated employees (generally those who work full time and occupy an FTE position and who hereafter are referred to as fully benefited ) are eligible to participate in benefit programs. These include: 1. Health, dental, disability, group term life, supplemental group term life, and accidental death and dismemberment insurance programs. Full-time employees must enroll for benefits, if they desire them, within thirty days of beginning employment. If they do not, they may have to prove insurability or wait for the next open enrollment window to enroll. Enrollment for Deseret Mutual Benefit Administrators benefits is completed online and information will be ed to the employee from the Church Human Resource Benefits office. Human Resource 11-35

174 2. The Thrift Plan. Employees who are at least 21 years of age may be eligible to participate in the Thrift Plan. Specific information about eligibility and participation is contained in the Deseret Mutual Benefit Administrators' Benefits Handbook, available from the Compensation and Benefit Division of the Church Human Resource Department. Some part-time employees are eligible to participate in the Thrift Plan. Employees who are at least 21 years of age, are regularly scheduled to work 20 or more hours per work-week, or work 1000 hours or more in a calendar year, and are not in an excluded class of employment, as defined by the Thrift Plan, are eligible to participate in the Thrift Plan. 3. The Master Retirement Plan. Specific information about eligibility for retirement benefits and other retirement matters is contained in the Deseret Mutual Benefit Administrators' Benefits Handbook. Some part-time employees are eligible to participate in the Master Retirement Plan. 4. Paid holidays. 5. Paid time off for annual, sick, and other types of leave. 6. Membership fees for professional associations. Employer will participate in the cost of dues or membership fees for professional associations when doing so benefits Employer and the employee. Employer will not pay fees for social or civic organizations. Decisions regarding the value of membership in professional associations are made by the S&I administration. The following guidelines apply: a. If Employer requests that the employee participate in a professional organization, if participation is a legal requirement for the employee to perform his or her work, or if the organization or association relates to the primary function of the employee's work assignment and benefits Employer, Employer will pay 100 percent of the cost. b. If the organization or association relates to a secondary function of the employee's work assignment and is of more value to the employee in maintaining a professional status than providing an avenue of information and services to Employer, Employer will pay up to 50 percent of the cost. 7. A special death benefit. If an active, fully benefited employee (not on disability or on extended leave without pay) dies, in addition to payment of vested, unused annual leave, a special death benefit will be paid according to the following schedule: a. If the employee has worked less than one year, no benefit is paid. b. If the employee has worked at least one year but less than two years, a benefit equivalent to one week's salary will be paid. c. If the employee has worked two or more years, a benefit equivalent to two weeks' salary will be paid. 8. If an employee who has terminated employment returns to fully benefited employment within 12 months of his or her termination date, benefits based on length of service will be restored as if there had not been a break in service. For example, sick leave balances will be restored to the pre-termination amount, annual leave accrual rate will be restored, and entitlement to other length-of-service benefits will be determined based on the total length Human Resource

175 of actual service. If more than 12 months pass between termination and rehire, all nonvested benefits begin as if the employee was a new hire. 9. Service Awards. A current employee may qualify for a 20- or 30-year service award if both of the following criteria are met: a. The employee must have been employed by the Church for a minimum of 20 years for the first service award and 30 years for the additional award (including part- and fulltime employment). b. The employee must have been employed by S&I for at least the 10 previous years. 10. Retirement Gifts. A full-time retiring employee must have worked for S&I for at least the previous five years in order to be eligible for a retirement gift. No additional length of service is required. A part-time retiring employee must have worked for S&I for at least the previous 10 years in order to be eligible for a retirement gift. No additional length of service is required. The framed First Presidency retirement letter is only for employees who have worked for the Church for 20 years or more. Service Recognition The S&I administration is grateful for the dedicated service rendered by support specialists, teachers, and administrators throughout the world. It is fitting that appropriate recognition be given for twenty and thirty years of service and that special tribute be paid at an employee s retirement. Instructions regarding recognition for years of service and for retirement will be provided by memo to area offices several months before an employee is to be honored, so the proper recognition can be given. S&I personnel in the area should be invited to attend recognition events. In addition, for retirement, retirees may invite family members (spouse, parents, children, and spouses of children) to attend. S&I funds are not, however, authorized to be used for the travel or housing expenses of family members. Benefits at Termination Generally, insured benefits continue to the last day of the month in which employment ends. Noninsured benefits end on the last day worked. For information on specific benefits, consult the Deseret Mutual Benefit Administrators' Benefits Handbook. Unused vested annual leave will be paid out at termination. Employees who are at least 21 years of age, are regularly scheduled to work 20 or more hours per work-week, and are not in an excluded class of employment as defined by the Thrift Plan are eligible to participate in the Thrift Plan. Reductions in Force (May 27, 2013) As the Church grows, the Church is faced with the increasing emphasis on obtaining efficiencies in the manner in which work is performed within the Church's organizations. These efforts may result in reductions in force (RIF) for certain departments or divisions. All reductions in force must be approved by S&I administration in consultation with S&I Human Resource Services. Human Resource 11-37

176 The Employer may assist employees who lose their job as a result of a RIF. These efforts will include reviewing all open positions within the Church's organizations, providing assistance through LDS Employment Services, and contracting for the services of outside placement firms, if appropriate. Employees who lose their job as a result of a RIF may be eligible for severance pay. Severance Pay Full-time, fully benefited employees whose positions are eliminated due to a reduction in force (RIF) or as a result of a realignment or restructuring of their area or division may be offered severance pay. Some employees whose skills no longer meet the Church's needs may be offered severance pay as part of an outplacement plan. An employee, who is terminated involuntarily, other than as part of a RIF, will not receive severance pay. The amount of severance pay that may be offered depends on the reason for severance. Severance pay offers may equal one or two weeks of pay for each complete year of service, up to a maximum of 26 times the employee's weekly average pay for the past 12 months. Severance pay, if any, will be determined by S&I Administration. If the employee is reemployed by the Church in a job that is comparable in pay and status to his or her prior position before passage of the period of time covered by the severance pay (for example, an employee receives 15 weeks of severance pay and is rehired to a comparable position in 10 weeks), the employee will be expected to reimburse Employer for the prorated unused portion of the severance pay. At the time of rehire, the employee should make payment arrangements through the S&I human resource representative. Retirement (May 27, 2013) When an employee indicates a desire to retire, the employee should notify Deseret Mutual Benefit Administrators as early as possible, preferably at least four months before the desired retirement date. An employee's retirement benefits are governed by the terms of the Deseret Mutual Benefit Administrators Master Retirement Plan. An employee's insured benefits will be effective through the last day of the month in which the employee works. Noninsured benefits typically end on the last day worked. Unused, vested annual leave will be paid out upon retirement. Unused sick leave will not be paid out. Early Retirement Options (May 27, 2013) Employees may apply for early retirement through S&I Human Resource Services. Once approved, the following options may be available. These options are intended to be an unfunded and nonqualified deferred compensation arrangement that will enhance, in combination with other programs such as Social Security and personal savings, the income of those seminary and institute employees who decide to retire before reaching age 66. The options are established and maintained by S&I solely for the purpose of providing additional income to participants to assist them in making the transition from full employment income to retirement income. S&I may amend, alter or terminate any provision of these options at any time Human Resource

177 Master Retirement Plan Supplement Benefit (May 27, 2013) The Church Board of Education has approved an addition to the Master Retirement Plan administered by Deseret Mutual Benefit Administrators. The Master Retirement Plan Supplement Benefit is intended to make up the difference of the reduction factor in the Master Retirement Plan benefit due to early retirement and is governed by The Seminary and Institutes of Religion Early Retirement Plan. The Master Retirement Plan Standard Benefit is reduced when a participant retires at age 60 to 83 percent of the Standard Benefit. At age 61 the Standard Benefit is reduced to 87 percent. There is no reduction in the Standard Benefits at age 62 or older with 30 years of benefit credit or age 61 or older with 40 years of benefit credit. To be eligible, a participant must be at least 60 years of age and have at least 30 years of DMBA benefit credit. The participant will be able to choose to receive this supplemental benefit through an annuity option paid over six (6) years, eight (8) years or ten (10) years. The amount is determined by paying the participant an amount that is near the Net Present Value (NPV) of the difference between the amount the participant will receive under the Master Retirement Plan and the amount the participant would have received under the Master Retirement Plan upon retiring when entitled to full retirement benefits without the reduction factor. If a participant dies before receiving full payment of benefits the remaining benefit will be paid to the participant s beneficiary in a single lump sum amount. Payment will be made within thirty (30) days of when Employer receives written notice of the participant s death. Early Retirement Transition Benefit (December 4, 2012) The Church Board of Education has approved an Early Retirement Transition Benefit for employees who choose to retire between ages 55 to 65 and have at least ten (10) years of service with S&I or a related employer. Recipients must be eligible to receive Master Retirement Plan benefits. This plan is governed by the Seminary and Institutes of Religion Early Retirement Plan. Age Fifty-Five to Sixty-Two. If at the time of retirement the participant is fifty-five (55) to sixtytwo (62) years of age, the participant will receive the following Early Retirement Transition Benefit: During the first 12-month period following retirement, an amount equal to one third (33.3%) of the participant s base salary during the 12-month period immediately preceding retirement, paid in twenty-six (26) equal bi-weekly payments. During the second 12-month period following retirement, an amount equal to one fourth (25%) of the participant s base salary during the 12-month period immediately preceding retirement, paid in twenty-six (26) equal bi-weekly payments. During the third 12-month period following retirement, an amount equal to one fifth (20%) of the participant s base salary during the 12-month period immediately preceding retirement, paid in twenty-six (26) equal bi-weekly payments. Age Sixty-Three. If at the time of retirement the participant is sixty-three (63) years of age, the participant will receive the following Early Retirement Transition Benefit: Human Resource 11-39

178 During the first 12-month period following retirement, an amount equal to one third (33.3%) of the participant s base salary during the 12-month period immediately preceding retirement, paid in twenty-six (26) equal bi-weekly payments. During the second 12-month period following retirement, an amount equal to one fourth (25%) of the participant s base salary during the 12-month period immediately preceding retirement, paid in twenty-six (26) equal bi-weekly payments. Age Sixty-Four or Sixty-Five. If at the time of retirement the participant is sixty-four (64) or sixty-five (65) years of age, the participant will receive the following Early Retirement Transition Benefit: The lesser of: (a) an amount equal to one half (50%) of the participant s base salary during the 12-month period immediately preceding retirement or (b) an amount equal to the participant s Full Retirement Age (FRA) Social Security benefit multiplied by the number of full months until the participant reaches age sixty-six (66). If there will be 12 full months between a participant s retirement and reaching age sixty-six (66), the amount will be paid in twenty-six (26) equal bi-weekly payments. Otherwise, the amount will be paid in bi-weekly payments, with the number of payments equal to one half the number of full weeks between the participant s retirement and reaching age sixty-six (66). If a Participant has less than ten (10) years of service with S&I or a related employer at the time of retirement, the participant will receive a pro rata portion of the Early Retirement Transition Benefit that the participant would have received if the participant had completed ten (10) years of service with S&I or a related employer and qualified for the full Early Retirement Transition Benefit. The participant s pro rata Early Retirement Transition Benefit will be an amount equal to ten percent (10 percent) of the full Early Retirement Transition Benefit for each year of service the participant has completed with S&I or a related employer. The first bi-weekly Early Retirement Transition Benefit payment will be made within thirty (30) days of the participant s retirement, and shall continue until all required bi-weekly payments have been made. All early retirement transition benefits are intended to qualify as social security supplements for purposes of Section 4(l)(B)(ii) of the ADEA (29 U.S.C. 623(l)(B)(ii). If a Participant dies before receiving full payment of benefits, the remaining benefit will be paid to the participant s beneficiary in a single lump sum amount. Such payment shall be made within thirty (30) days of when S&I receives written notice of the participant s death. Retirement Timing Employees are encouraged to retire at a time that would cause the least disruption to program needs. Compliance with the Laws of the Local Jurisdiction (May 27, 2013) Employer is committed to conducting its business operations in compliance with the laws of the various jurisdictions where its operations are located. To the extent that any policy set out Human Resource

179 herein is in conflict with applicable local, state, federal, or national law, the policy will be superseded by the law. Leave Policy and Absentee Policy (May 27, 2013) Regular attendance is an essential function of each employee s job. In most circumstances, if an employee is absent, coworkers must fill in for the missing employee. Employees who are absent, tardy, or leave before completing their regularly scheduled workday are responsible for notifying their supervisors as soon as possible. Normally, notice must be given within two hours of the employee's usual starting time or the employee's early departure from work. Employees who are absent from work and fail to notify their supervisors will be subject to corrective action. Employees who have been absent three consecutive days without notifying their supervisor will be considered to have voluntarily resigned. Fully benefited employees are eligible for various types of paid leave. New employees begin accruing annual and sick leave on their first day of work. If an employee works fewer than 80 hours during a pay period, leave amounts accrue on a prorated basis for that pay period. For example, a benefited employee working thirty hours per week would get 75 percent of the approximate hours earned per pay period. Paid holiday, annual leave, and sick leave are not available to non-benefited employees. They are allowed the same holidays off as benefited employees, but they receive no compensation for these days. If Employer requires such an employee to work on a scheduled holiday, the hours should be reported on their time card so the employee can be paid at the regular rate. Leave Accrual Annual leave and sick leave hours are accrued each pay period as the employee works throughout the year. Individual increments of annual or sick leave cannot be used in the pay period in which they are accrued. Annual and sick leave hours accrue while the employee is using paid leave, but they do not accrue while the employee is on leave without pay. Employees on an approved leave of absence will have their unused sick leave balance and annual leave earning rate restored when they return to work. Time spent on an approved leave of absence will be counted in determining annual leave accrual rate. If an employee who has terminated employment returns to fully benefited employment within 12 months of his or her termination date, the employee s unused sick leave hours and annual leave accrual rate will be restored to the levels existing prior to termination. If more than 12 months pass between termination and rehire, the sick leave balance and annual leave accrual rate will be determined as if the employee was a new hire. Use with Long-Term Disability Employees who are placed on long-term disability leave (LTD) may use annual or sick leave to supplement their disability leave payments. The amount of leave pay, when added to the LTD benefits and any other offsets considered by Deseret Mutual Benefit Administrators, may not exceed 100 percent of the employee's normal pay. In such cases, employees accrue a prorated amount of annual and sick leave. Human Resource 11-41

180 Use with Workers' Compensation Benefits Employees who are receiving workers' compensation Temporary Total Disability (TTD) benefits may not use annual or sick leave to supplement such payments. In addition, they do not accrue leave while on TTD. Employees receiving Temporary Partial Disability benefits accrue leave at prorated amounts. Employees who are participating in transitional work accrue leave at their usual rates unless they are working less than full time, in which case leave hours are accrued on a prorated basis. Use in Calculating Overtime Pay Annual and sick leave hours do not count as hours worked for purposes of calculating overtime pay. Annual Leave (July 15, 2013) Annual leave is provided to allow employees time away from work for rest, renewal, and time with their families. Employees are encouraged to take annual leave, including at least one increment of five consecutive working days each year. Annual leave must be scheduled with the employee's supervisor. In granting approval for leave, supervisors should consider the needs of the program as well as the employee's desires. In scheduling several employees' leave periods that conflict or overlap, supervisors should first consider Employer's needs and then attempt to reach an arrangement that is acceptable to the employees involved. In the event such an agreement is not possible, preference should be given on the basis of length of service. Religious Educators Religious educators accrue 6.77 hours of annual leave per pay period, which equates to 22 days or 176 hours of annual leave per calendar year. The decision to approve annual leave usage rests with the immediate supervisor. Annual leave may be requested when classes are not in session or when there is not a scheduled inservice meeting. Coordinators should request annual leave that minimizes absence from these responsibilities. If an employee requests annual leave which would occur when classes are in session, the supervisor should counsel with the area director to ensure wise decisions that consider the needs of both students and teachers and will foster consistency in applying the leave policy within an area. Employees are expected to report the use of annual leave by making a time entry every two weeks. Annual leave must be reported in full day increments (8 hours). If an employee requests annual leave during scheduled area inservice, approval for the annual leave must be given by the area director. If an employee requests annual leave during scheduled local faculty inservice, approval for the annual leave must be provided by the supervisor. Non- Religious Educators Fully benefitted employees, who are not religious educators, working 40-hours per week accrue annual leave according to the following schedule: Human Resource

181 Grade Level Non-Exempt and Grades Non-Exempt and Grades Non-Exempt and Grades Non-Exempt and Grades 100 MD Days Accrued Hours Accrued Hours Earned per Years of Service per Year per Year Pay Period* 0 through through through through through through *Approximate hours based on a 26 pay-period year Non-exempt fully benefited employees may report annual leave in quarter-hour increments. When a non-exempt employee is called back to work during previously scheduled annual leave, the employee has the option to reschedule his or her annual leave in accord with this policy or to be paid for both the annual leave and the callback hours (see Overtime and Callback Pay ). Accrual Cap Employees are encouraged to use earned annual leave. However, employees may accrue up to 200 percent of their annual leave. If the employee s annual leave reaches the maximum, further accrual of annual leave time is suspended until the employee has reduced the annual leave balance below this limit. By way of example, a non-exempt employee who has worked for the employer for five years will cease accruing additional paid leave once the employee has accumulated 240 (i.e., 120 hours x 200 percent) hours or 30 days. If the employee later uses enough annual leave to fall below the maximum, the employee will resume earning paid annual leave from that date forward. In such a case, no annual leave will be earned for the period in which the employee s annual leave was at the maximum. Other Guidelines Annual leave is paid out only when an employee terminates (whether voluntarily or involuntarily), retires, dies, or, if requested when placed on long-term disability leave or on Church ecclesiastical leave. Employees going on military leave may choose to save vested annual leave or may request a payout of such leave (see Military Leave ). Annual leave is paid out at the employee s final rate of pay at the time of the employee s separation. If a paid holiday falls within an employee's annual leave period, the holiday will not be considered annual leave. Sick Leave (July 15, 2013) Sick leave is provided by Employer to assist employees in case of illness or accident suffered by the employee or an immediate family member living in the employee's home. Sick leave also may be used in case of illness or accident suffered by the employee s parent. Sick leave is not an entitlement to be used without actual need. Rather, it is part of Employer s short-term disability Human Resource 11-43

182 policy and should be viewed as income protection insurance. Employees are encouraged to use their sick leave wisely and to accumulate sufficient sick leave to provide income protection during the 45-calendar-day waiting period necessary in the event the employee needs to apply for long-term disability. There is no limit to the amount of sick leave an employee may accrue. Whenever an employee needs to use sick leave, the provisions of the federal Family Medical Leave Act and its state counterparts may be applicable. These laws provide certain job protection benefits to employees. (See Family and Medical Leave section later in this policy for more information.) Sick leave may be used appropriately in the following circumstances: 1. When an employee is unable to work because of personal illness or injury. 2. When an employee misses work due to pregnancy of the employee or the employee's spouse. A female employee may, without documentation, use up to four weeks of her accrued sick leave for a normal delivery of her child or may use up to six weeks of accrued sick leave for a delivery with complications (e.g., caesarean section delivery). A male employee may use up to five days of his accrued sick leave without medical certification for assisting his wife in delivery and recovery from childbirth or to assist in caring for a new child with health problems. Additional accrued sick leave hours may be used if a health care provider certifies that the employee's wife or newborn child is in need of further medical care. 3. To cover time away from work for medical, dental, and optical examinations, with advance scheduling with supervisors. (When possible, employees should schedule such examinations outside of working hours.) 4. To offset the waiting period under workers' compensation laws between an on-the-job injury and payment of lost-time benefits, but only if the employee returns to regular or transitional work before becoming eligible for lost-time benefits under the workers' compensation laws. 5. To cover time lost from work while caring for other immediate family members (spouse and children) who live in the employee's home. Also to cover time lost from work while caring for sick or injured parents. 6. To make up the difference between LTD benefits and the employee's usual take-home pay (see the Use with Long-Term Disability section of Leave Policy and Absentee Policy ). Non-exempt employees may report sick leave in quarter-hour increments. Exempt employees must report sick leave in 8 hour or full day increments. Exempt employees who work partial days and leave due to illness are paid as if they had worked the entire day. A religious educator working 40 hours per week accrues 3.70 hours of sick leave for each pay period. A fully benefited non-religious educator working 40 hours per week accrues 3.08 hours of sick leave for each pay period, up to a maximum of 80 hours per year. A fully benefited employee working fewer than 40 hours per week accrues a prorated portion of their sick leave for each pay period worked. There is no limit on the number of hours of sick leave an employee may accrue. No payout of unused sick leave is given to terminating or retiring employees Human Resource

183 When an illness exceeds three consecutive workdays, employees may be asked to furnish a medical statement from their health care provider detailing the duration of the illness. Following an absence due to illness or accident, an employee may be asked to provide a doctor's release to return to work, certifying that the employee is able to perform the essential functions of the job. Management also may seek a doctor's release if the employee states that he or she can return to work but with limitations. In order to protect the employee's privacy, medical information is kept in a separate medical file and not in the employee's personnel file. If an employee becomes ill while on annual leave, the employee may, upon medical verification if requested, substitute sick leave for annual leave. An employee who does not have sufficient accrued sick leave to cover the entire time of a medically related absence will first use sick leave and then annual leave until it is exhausted. If additional time is needed, the employee will be on leave without pay. Pregnancy-Related Leave (February 28, 2011) Employees with a pregnancy-related medical condition, or whose spouse has a pregnancyrelated medical condition, may take pregnancy-related leave if they are otherwise eligible for such leave under the Family and Medical Leave Act ( FMLA ) or applicable state laws. Federal and state laws generally run concurrently, and employees are entitled to whichever law provides the employee with greater protection. Likewise, employees who have given birth, whose spouse has given birth, or who have adopted a child may take baby bonding leave if they are otherwise eligible for such leave under the Family and Medical Leave Act or applicable state laws. Supervisors who receive pregnancy-related leave requests should contact their human resource representative to respond to such requests. If an employee is FMLA eligible, the employee may take up to 12 weeks of FMLA leave per year, including for the employee s own pregnancy-related condition, to care for a spouse with a pregnancy-related medical condition, or for baby bonding. Employees must follow all requirements for applying for FMLA leave, as set forth in the Family and Medical Leave Act policy, below. Employees are entitled to applicable state law leave protections if they are eligible for such protections under applicable state law. If an employee is not eligible for pregnancy-related leave under FMLA or applicable state law, the employee may request up to 6 weeks of unpaid leave for pregnancy-related leave or for baby bonding. All requests that are not protected by FMLA or state law will be considered in light of current staffing needs. Time off needed for prenatal care doctor visits, severe morning sickness, doctor-ordered bed rest, childbirth, recovery from childbirth or miscarriage, and baby bonding would all be covered by a pregnancy-related leave. With the exception of baby bonding, pregnancy-related leave does not need to be taken in one continuous period of time, but may be taken on an asneeded basis. Employees taking time off or leave for pregnancy-related reasons are required to use accrued sick leave first. Once sick leave is exhausted, employees must apply accrued annual leave for the remainder of the leave. If an employee exhausts sick and annual leave but must still remain out on leave that is protected by FMLA or state law, the employee shall take this time as leave without pay. Human Resource 11-45

184 Generally, Employer will treat an employee's pregnancy-related condition the same as it treats other medical conditions of similarly situated employees. If an employee is affected by pregnancy or a related medical condition, she may also request a transfer to a less strenuous or hazardous position or to less strenuous or hazardous duties, if this transfer is required by a health care provider certification. The certification should include (1) the date of the medical advisability for the transfer; (2) the probable duration of the period(s) for the advisability of the transfer; (3) a statement that, due to the pregnancy, the employee is unable to perform one or more of the essential functions of her position without undue risk to herself and/or the successful completion of the pregnancy; and (4) a statement that due to her pregnancy, an employee s transfer is medically advisable. All such requests for transfer will be considered in light of current staffing needs. Employer requests that employees provide at least 30 days advance notice of the need for a leave or transfer. If 30 days advance notice is not practicable, Employer requests that notice be given as soon as it is possible. Leave Share Employer has established a leave-sharing program whereby employees may donate a portion of their vested annual leave to a fund to assist other employees whose sick and annual leave balances are exhausted due to unanticipated injury or illness. This fund is administered by the Church Human Resource Department. Disability Benefits and Leave To receive long-term disability benefits, an employee must meet eligibility requirements established by Deseret Mutual Benefit Administrators. In most cases, these requirements include being absent from work for 45 consecutive calendar days. Employees may use their accumulated sick leave and then their annual leave to cover this time away from work. If employees do not have sufficient accumulated leave to cover the entire period, they will be placed on Leave of Absence without Pay (Illness or Accident). Family and Medical Leave The federal Family and Medical Leave Act (FMLA), along with counterpart laws enacted by some states, allow eligible employees to have time away from work to take care of certain personal and family medical situations. Basic Leave Entitlement FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons: For incapacity due to pregnancy, prenatal medical care, or childbirth. To care for the employee s child after birth or for placement for adoption or foster care. To care for the employees spouse, child, or parent who has a serious health condition. For a serious health condition that makes the employee unable to perform his or her job. Military Family Leave Entitlements Eligible employees with a spouse, child, or parent on active duty or called to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week Human Resource

185 leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending postdeployment reintegration briefings. FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties and for which the servicemember is undergoing medical treatment, recuperation, or therapy; is in outpatient status; or is on the temporary disability retired list. Benefits and Protections During FMLA leave, the employer must maintain the employee s health coverage under any group health plan on the same terms as if the employee had continued to work. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms. Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee s leave. Eligibility Requirements Employees are eligible for FMLA leave if they have worked for a covered employer for at least one year and for 1,250 hours over the previous 12 months and if at least 50 employees are employed by the employer within 75 miles. Definition of Serious Health Condition A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of his or her job or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by (1) a period of incapacity of more than three consecutive calendar days combined with at least two visits to a health care provider, (2) one visit to a health care provider and a regimen of continuing treatment, (3) incapacity due to pregnancy, or (4) incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment. Use of FMLA Leave An employee does not need to use this FMLA leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis. Human Resource 11-47

186 Substitution of Paid Leave for Unpaid Leave Employees may choose or employers may require use of accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the employer s normal paid leave policies. Employee Responsibilities Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days notice is not possible, the employees must provide notice as soon as practicable and generally must comply with an employer s normal call-in procedures. Employees must provide sufficient information for the employer to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that (1) the employee is unable to perform his or her job functions, (2) the family member is unable to perform daily activities, (3) the need for hospitalization or continuing treatment by a health care provider, or (4) circumstances supporting the need for military leave. Employees also must inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave. Employer Responsibilities Covered employers must inform employees requesting leave whether they are eligible under FMLA guidelines. If they are, the notice must specify any additional information required as well as the employee s rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility. Covered employers must inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee s leave entitlement. If the employer determines that the leave is not FMLA-protected, the employer must notify the employee. Unlawful Acts of Employers FMLA makes it unlawful for any employer to: Interfere with, restrain, or deny the exercise of any right provided under FMLA. Discharge or discriminate against any person for opposing any practice made unlawful for FMLA or for involvement in any proceeding under or relating to FMLA. Enforcement An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer. FMLA does not affect any federal or state law prohibiting discrimination or supersede any state or local law or collective bargaining agreement that provides greater family or medical leave rights. While on FMLA leave, employees are required to use sick leave, if applicable, and/or annual leave before using leave without pay. Sick leave must be used in compliance with Employer's sick leave policy. Insured benefits, such as medical insurance, continue while an employee is on FMLA leave. For any period of time when the employee will be on unpaid leave, the employee Human Resource

187 is responsible to make arrangements to pay his or her share of the insurance premiums. Employees using FMLA leave may contribute to the Thrift Plan during the time they are on paid leave. In order to administer FMLA leave fairly and consistently, the following guidelines should be used: 1. For delivery and recovery from childbirth, a female employee may use, without documentation, up to four weeks of her accrued sick leave for a normal delivery and up to six weeks for a delivery with complications. Upon certification by a health care provider, additional sick leave hours may be used. Any further time (bonding time), up to the maximum available FMLA leave, is first taken as annual leave and then as leave without pay. 2. For assisting his wife in delivery and recovery from childbirth or to assist in caring for a new child with health problems, a male employee may use up to five days of his accrued sick leave without medical certification. Additional accrued sick leave hours may be used if a health care provider certifies that the employee's wife or newborn child is in need of further medical care. 3. For adoption or bonding with a well child, time is taken as annual leave until it is exhausted. Additional bonding time, up to the maximum available FMLA leave, is taken as leave without pay. Intermittent leave is not available for adoption or bonding with a well child. 4. When caring for a parent with a serious health condition, or for a child or spouse with a serious health condition who lives in the employee's home, time is taken as sick leave until it is exhausted and then as annual leave until it is exhausted. Additional leave, up to the maximum available FMLA leave, is taken as leave without pay. When the child or spouse is not living in the employee's home, the time is first taken as annual leave and then as leave without pay. 5. Where both husband and wife are employees of Employer and both are eligible for FMLA leave, they are limited to a combined total of 12 weeks of leave during the 12-month period if taken for (a) the birth of the employee s child or related care following birth; (b) receiving an adopted child or caring for the child after he or she is placed with them; or (c) the care of the employee s parents. Any sick leave taken by the wife to recover from the birth of the child is not counted as part of this joint time. Likewise, any sick leave taken by the husband to care for his wife following the birth of their child is not part of this joint time. 6. When a husband and wife both use a portion of the 12 weeks of available leave for one of the purposes stated in paragraph 5 above, the remaining available leave for each spouse is the difference between 12 weeks and the portion of the leave taken under paragraph 5 that is allocated to the spouse. 7. If an employee needs intermittent leave, he or she and the supervisor should work together to schedule the leave so that it serves the employee's need while causing minimal disruption to the workplace. Management may transfer the employee to another position in order to accommodate the employee's need to take intermittent leave. Human Resource 11-49

188 8. While on FMLA-Military Leave for a qualifying exigency, the time is first taken as annual leave and then as leave without pay. If the need for the leave is foreseeable, an employee must provide at least 30 days advance notice before the requested FMLA leave is to begin. If 30 days notice is not possible, notice must be given as soon as practical. Failure to give proper notice may result in delay of the requested leave or even cause the employee to be ineligible for FMLA leave. Upon returning from FMLA leave, an employee will be restored to the same position held prior to commencement of the leave unless it was necessary to fill the employee's position. In such case, the employee will be returned to an equivalent position in terms of pay, benefits, and conditions of employment. Leaves of Absence (May 27, 2013) Leaves of absence without pay (LWOP) may be approved by the Administrator of S&I or his designee and the S&I human resource director to help employees in various personal circumstances. LWOP may be approved only after the employee has exhausted sick and/or annual leave, in accord with applicable policies. LWOP may be approved in the following situations: 1. Illness or accident: When an employee has an illness that lasts longer than the combined total of accumulated sick and annual leave, he or she may be placed on LWOP. The provisions of state and federal family medical leave statutes may be applicable to and will govern such leave requests. If the absence due to illness or accident is expected to last more than 45 days, the employee should make application for long-term disability. a. LWOP may last as long as the employee is unable to work because of illness or accident, as verified by a health care professional. If an employee desires to begin leave more than two weeks before scheduled hospitalization, surgery, or estimated delivery of a baby, the request must be accompanied by a doctor's statement regarding the need for early leave. If the leave is to continue more than four weeks after the hospitalization, surgery, other illness, or delivery of a baby (six weeks for baby delivery with complications), the employee must provide a doctor's statement regarding the need for the extended leave. As allowed by applicable statutes, Employer may request recertification by a health care professional of the need for leave. b. Within three days of clearance to return to work, employees are expected to advise their supervisor of a return-to-work date. If an employee can return to work without medical restrictions, he or she will be reemployed as soon as possible. To the extent possible, the employee should be returned to the same position or to a position that is comparable in pay, job level, and benefits. If the authorization to return to work contains permanent medical restrictions, management will work with the employee to determine whether reasonable accommodations can be made to allow the employee to perform the essential functions of his or her job. Accommodations may include assignment to another job. c. At no time should employees be asked or expected to work in excess of reasonable medical advice Human Resource

189 2. Employee reasons: An employee may request LWOP for personal reasons unrelated to illness or accident. If such a leave is covered by family medical leave statutes, the provisions of those statutes will be applicable to the request. A request for leave for reasons other than those covered by family medical leave statutes may be approved if the employee is an outstanding performer and it is in Employer's interest to reinstate the employee at the end of the leave. a. These leaves must be approved by the Administrator of S&I and should not extend beyond one year. At the end of the approved leave, the employee should return to work or be terminated. b. An employee may continue participation in the insurance benefits in accord with relevant guidelines issued by Deseret Mutual Benefit Administrators. The following conditions are applicable to LWOP status: 1. While on LWOP, employees do not accrue sick or annual leave. The time spent on approved LWOP will be counted in determining the rate at which employees accrue annual leave. 2. When an employee returns to active status, unused sick leave will be restored to the employee. 3. Time spent on approved LWOP will count in determining years of service for employees eligible to participate in the Master Retirement Plan. 4. Unless otherwise required under family medical leave statutes or under workers' compensation statutes, employees who desire to continue insurance coverage must make arrangements to pay the insurance premiums. Employer will pay its share of the premium only for the duration of approved leave under family medical leave statutes or while an employee's application for disability benefits is pending (including initial application and any appeal). If long-term disability benefits are approved for an employee, insurance premiums are paid in accord with the provisions of the LTD plan. If long-term disability benefits are not approved, Employer will not pay insurance premiums after expiration of applicable leave periods under state or federal family medical leave laws. 5. If a paid holiday occurs while an employee is on LWOP status, the employee will not be paid for the holiday. (See Military Leave. ) The following conditions apply to returning to work from LWOP status: 1. When an employee is ready to return to work following LWOP (including LTD) that extended beyond family medical leave or did not qualify for such leave, the employee will be returned to a position as comparable as reasonably possible in pay, job level, and benefits. The job available may not necessarily be in the same geographical location. If such a position is not available in the employee's former department, the Church Human Resource Department will assist in placing the employee in a suitable position elsewhere in Employer's organization. If no position is immediately available, the former department normally is responsible to employ the individual until an appropriate position becomes available. The Church Human Resource Department will help coordinate necessary budget details. Human Resource 11-51

190 2. If the LWOP has been because of illness or accident, before the employee returns to work he or she should provide a medical release or certification from a health care provider indicating that the employee is able to return to work and setting forth any restrictions or limitations. Other Leaves (May 27, 2013) Employer provides several other types of leaves to meet specific needs of employees. These include: 1. Church Assignment Leave of Absence (with and without pay) a. Area Seventies: Fully benefited employees serving as Area Seventies are permitted time off with pay to perform responsibilities assigned and scheduled by the Office of the Council of the Twelve or the employee's area leadership. Such assignments should not affect the employee s performance of his duties. Additional time, beyond that needed for scheduled assignments, such as for side trips or other personal reasons, should be scheduled in advance with the employee's supervisor and taken as annual leave or leave without pay. b. Mission and temple presidents: Fully benefited employees who are called to serve as mission or temple presidents or who are spouses of those called to serve will be placed on Church Assignment Leave of Absence without pay for the duration of the assignment. Upon their release and return to work, they will be reinstated to their previously held position or to a position as comparable as possible in pay, job level, and benefits, provided they continue to meet employment guidelines. They will not accrue sick or annual leave while on leave of absence. If they return to employment within 60 days after their assignment ends or as otherwise agreed upon with S&I Human Resource Services, the following will apply: 1) Sick leave hours accrued and not used before the leave of absence will be reinstated. Annual leave hours earned and not used or paid out will be reinstated. 2) The time spent on leave of absence will be counted in determining years of service for the Master Retirement Plan and the rate of accrual for annual leave. c. Tabernacle Choir, Orchestra at Temple Square, and Temple Square Chorale: Fully benefited employees serving as members of the Tabernacle Choir, Orchestra at Temple Square, or Temple Square Chorale will be permitted time off with pay during normal working hours for scheduled choir, orchestra, and chorale assignments. Additional time beyond that needed for scheduled assignments should be taken as annual leave or leave without pay. d. General board or Church headquarters committee members: Fully benefited employees who are members of Church general boards or Church headquarters committees may receive up to seven days per year of paid leave if required for board or committee assignments, provided the employee does not receive pay for the assignment (e.g., getting paid for being in a Church film) and provided the assignment cannot be completed outside of normal working hours Human Resource

191 e. The portion of the employee's normal workday that is spent on Church assignment leave (except Church Assignment Leave of Absence without pay) will be paid leave and will be considered as time worked for computing overtime. 2. Compliance with the Laws of the Local Jurisdiction a. The laws of the states where Employer does business may provide for leave in other situations, such as leave for victims of domestic violence to obtain restraining orders and leave for victims of crimes to appear in court. Employer s policy is to comply with both the letter and the spirit of such laws. b. An employee departing to serve a full-time mission (other than as a mission or temple president) will need to be terminated from employment. 3. Funeral Leave a. Fully benefited employees will be allowed necessary time off with pay, up to three days, to attend the funerals of close relatives. The following are deemed close relatives : Spouse Child Grandchild Parent Father or mother-in-law Sibling Any relative (blood, step, or in-law) who at death was living in the home of the employee. Funeral leave is a benefit to assist employees in responding to the loss of a loved one. It is not an entitlement. b. Fully benefited employees will be allowed up to one day off with pay to travel to and attend the funeral of any other relative (blood, step, or in-law). c. Time taken to attend funerals of those other than relatives should be taken as annual leave or leave of absence without pay (employee reasons) and should be scheduled with the employee's immediate supervisor as far in advance as possible. d. Funeral leave will be considered as time worked for computing overtime. 4. Jury Duty Leave a. Employees called to jury duty or subpoenaed as witnesses in court trials will be granted time off to fulfill their responsibility. b. Fully benefited employees will receive full pay for the time they are absent from work and may retain any money paid by the court. c. Jury duty leave will be considered time worked for computing overtime. d. Employees wishing to appear voluntarily in court as a witness must schedule the time in advance with their immediate supervisor. The time should be taken as annual leave or leave of absence without pay (employee reasons). e. Absence to appear in court as plaintiff or defendant does not qualify for jury duty leave under this policy. Such time must be taken as annual leave or leave of absence without pay (employee reasons). f. In every case of absence for judicial proceedings, the area director should be notified immediately. 5. Testifying in Court To avoid potential legal exposure, for S&I or employees, employees should adhere to the following guidelines concerning testifying in court: Human Resource 11-53

192 a. No employee should volunteer to testify in any legal proceeding involving a Church member without first receiving approval from the area director, who will confer with an assistant administrator. If needed, the assistant administrator will initiate contact with Church legal counsel. b. If an employee is served with a subpoena or other court order to testify in any legal proceeding involving a Church member, the employee should immediately contact the area director. The area director will then contact an assistant administrator. If needed, the assistant administrator will initiate contact with Church legal counsel. 6. Marriage Leave a. Employees who have been in fully benefited employment for at least 12 months who marry and continue employment following their marriage are eligible for two days of marriage leave with pay. Any additional time off should be taken as annual leave or as leave of absence without pay (employee reasons). b. Marriage leave is not available for employees to attend the marriages of children or other family members. c. Time spent on marriage leave will be considered as time worked for computing overtime. 7. Part-Time Public Service Leave a. An employee is eligible for part-time public service leave if the employee has completed a minimum of one year of employment with Employer and the public office will not negatively affect the employee's work. b. Campaign activities must not interfere with work assignments. Employees must not campaign for office while at work. Employer's facilities may not be used to obtain lists of names or other information for a political campaign nor may Employer's facilities be used to distribute campaign literature or to promote votes. Employer's supplies, equipment, and/or employees may not be used for political activities. c. If an employee is appointed or elected to a part-time public office, he or she may be granted up to 5 days a year of leave time with pay, which will be counted as hours worked. Employees may retain any pay received for part-time service. The employee's area or division director must approve the employee's decision to seek office if the employee is to receive leave with pay. For leave in excess of five days a year, an employee is to use his or her annual leave. In exceptional cases, leave in excess of five days a year may be approved as leave of absence without pay (only after the employee has exhausted his or her annual leave). If an employee requests 30 days or more of public service leave, S&I Administration and the managing director of the Church Human Resource Department must approve the request before the leave begins. d. Any outside assignments, activities, or committee meetings should be scheduled after regular working hours. If this is not possible, permission must be obtained from the employee's area or division director before participating in these activities. Time spent counts toward the five days leave referenced above. e. Employees will accrue both sick and annual leave while on approved part-time public service leave Human Resource

193 8. Emergency or Weather-Related Leave a. Occasionally, inclement weather, power failures, or other natural disasters may prevent employees from traveling to work or may result in them being sent home early. The Human Resource Committee must authorize closure of offices in the Salt Lake Valley in such circumstances. The Human Resource Department will apprise other Church departments whenever closure of Salt Lake Valley offices has been authorized. The assistant administrator in consultation with the area director will decide when inclement weather or other situations necessitate closure of offices outside the Salt Lake Valley. b. Fully benefited employees will be paid as if they had worked their scheduled shift. The time will be counted as hours worked. c. Non-benefited employees sent home early from work will be paid for three hours or the hours actually worked, whichever is greater. Non-benefited employees are not paid if they cannot get to work. d. The assistant administrator in consultation with the area director will evaluate the emergency circumstances of individual employees that result in varying arrival and departure times. 9. Non-S&I Convention Leave Leave for attendance at professional conventions, other than those sponsored by S&I, may be authorized at S&I expense if any of the following conditions exist: a. The teacher or administrator has been invited to deliver a paper or be a participant in the convention program, and this participation would be mutually beneficial to both S&I and the individual. b. The teacher or administrator has been invited by S&I to attend the convention for special training or as a representative of S&I. c. The teacher or administrator is requesting S&I-related training. S&I personnel should submit a Non S&I Sponsored Convention/Seminar/Workshop Request (00104SI) to the area director, who should submit it to an assistant administrator at least four weeks prior to the event. Priority will be given to personnel who have not had a previous opportunity to attend. For those requests that are approved, S&I may reimburse the employees for round-trip mileage or airfare, whichever is less expensive, reasonable meals during the convention, reasonable hotel or motel expenses during the convention, and the convention fee. The reimbursement will come from a central office account. The time spent at the event (including travel) would be classified as regular workdays for up to three days and two nights. Additional days taken would be classified as annual leave. Military Leave Employer provides leaves of absence and reinstatement to employment for those serving in the uniformed military services in accordance with federal and state law. In the event of any conflict between Employer's policy and such laws, the statutory provisions will prevail unless Employer's policy is more favorable to the employee. Employees who apply to the uniformed services to perform active duty or initial active- or inactive-training duty or for any other service in the uniformed services, whether voluntary or Human Resource 11-55

194 called to active duty, other than periodic training assignments (see below) will be placed on military leave of absence with pay (M-LWP) for up to two years of cumulative service over the course of the employee s career in Church employment. If an employee s active duty term exceeds two cumulative years, the employee will be placed on military leave of absence without pay (M-LWOP). A fully benefited employee who has periodic military training assignments (inactive duty) may be placed on military leave with pay (M-LWP) for up to 15 working days per calendar year. For training assignment leave in excess of 15 days, the employee may choose to take the time as annual leave (if available) or as M-LWOP. A non-benefited employee who has periodic military training assignments will be placed on M-LWOP. Pay During Leave Employees going on M-LWOP will be paid through the day prior to the day their M-LWOP begins. If that day is a day before a paid holiday, the employee will be paid for the holiday. When military leave with pay is approved for periodic training assignments, the employee will be paid the difference between his or her regular salary and the salary paid by the military unit (base pay plus allowances), provided the pay received from Employer is the greater of the two. The military pay voucher (or certified letter verifying the amount of an employee's military pay) should be submitted to the S&I human resource representative for calculation of leave pay. Benefits During Leave 1. Employees on military leave with pay (M-LWP): a. Sick and annual leave: An employee s sick and annual leave balances will be maintained until the employee returns to full-time employment. The employee will not accrue additional sick or annual leave while on M-LWP because their leaves will be provided according to military policies. b. Medical and dental coverage: If an employee is enrolled in one of Employer's medical and dental insurance plans, the employee and enrolled family members may keep those benefits for up to 24 months or the duration of the employee's active duty assignment (plus the time allowed to apply for reemployment), whichever is shorter. As long as the employee is on M-LWP, Employer will continue to pay its share of the premium for these plans. For employees on active duty, Employer s coverage become secondary to government insurance on the day the employee is activated. For dependents, Employer s coverage continues to be primary and the government insurance is secondary. c. Life insurance and disability: Supplemental Group Term Life Insurance and 24-Hour (AD&D) coverage continues while the employee is on M-LWP and will continue until midnight of the last day of the month in which an employee begins M-LWOP. Group Term Life Insurance and Disability may be continued in the same manner as the medical and dental insurance (see above). War exclusion provisions apply to all coverage. Any disability resulting from injury or illness contracted while in military service will not qualify the employee for Employer's disability benefits Human Resource

195 d. Thrift Plan: The employee may contribute to the thrift plan, based on the differential pay being received from Employer (providing there is net pay left after deductions for taxes and insurance benefits). Employer will base its matching amounts on the differential pay. If the employee desires to make thrift plan contributions based on his or her military pay, the employee may do so either as an ongoing contribution or as a makeup contribution (as set forth below in the section on reinstatement). Contributions based on military pay will be subject to the same employer match as if those contributions were made during active employment. 2. Employees on military leave without pay (M-LWOP): a. Annual leave: Employees may choose to save unused vested annual leave or may make a written request for a lump-sum payout of the unused vested annual leave. This payment will be included with the employee s final paycheck. If military leave begins before the last day of the pay period, the employee will be paid for the prorated amount of leave earned through the last day he or she worked before going on M-LWOP. Upon returning from M-LWOP, time spent on M-LWOP by a fully benefited employee will be counted in determining the rate at which the employee accrues annual leave. b. Medical and dental coverage: If an employee is enrolled in one of Employer s medical and dental insurance plans, the employee and enrolled family members may keep those benefits for up to 24 months or the duration of the employee s active duty assignment (plus the time allowed to apply for reemployment), whichever is shorter. During the first three months of M-LWOP, Employer will pay its share of the premiums. The employee must make arrangements through his or her department to pay the employee portion of the premiums. During the next 21 months, if continued coverage, is desired, the employee is responsible to pay the entire insurance premium (both the employee s and Employer s portion). For employees on active duty, Employer s coverage becomes secondary to government insurance on the day the employee is activated. For dependents, Employer s coverage continues to be primary and the government insurance is secondary. As long as premium payments are made, Employer s coverage will continue until midnight on the last day of the last month in which the employee is on active duty or for 24 months, whichever is shorter. If an employee or dependent is in the hospital on the date that benefits terminate, the employee may extend benefits under Employer s medical and dental plan solely for the injury or illness being treated. (In this case, the employee continues to pay the employee s share of the premium and Employer pays its share.) Extended benefits for an employee will end on the date of release from the hospital. Extended benefits for a dependent will end on the date of release from the hospital or 30 days from the date of termination of insurance eligibility, whichever is sooner. c. Life Insurance and disability: Supplemental Group Term Life Insurance and 24-Hour AD&D coverage continues until midnight of the last day of the month in which an employee begins M-LWOP. Group Term Life Insurance and Disability may be continued in the same manner as medical and dental insurance (see above). War exclusion provisions apply to all coverage. Any disability resulting from injury or illness Human Resource 11-57

196 contracted while in military service will not qualify the employee for Employer s disability benefits. Payment of premiums for Supplemental Group Term Life Insurance and 24-Hour AD&D coverage is the responsibility of the employee. d. Thrift Plan: An employee on M-LWOP may not contribute to the Thrift Plan. Money on deposit with the plan is subject to withdrawal limitations as described in the Thrift Plan section in the Deseret Mutual Benefit Administrators Benefits Handbook. (See information on the Thrift Plan in the Reinstatement section below for provisions regarding making up contributions.) e. Savings Plan loans: An employee on M-LWOP who has a Savings Plan loan may pay off the loan, mail in monthly payments, or delay payment until he or she returns to employment. Reinstatement 1. For an employee to be eligible for reinstatement following military leave, the following conditions must be satisfied: a. Advance notice of the need for military leave must be given. The employee or an appropriate officer of the branch of the military in which the employee will be serving must provide advance notice (written or verbal) to the employee's supervisor of the need for military leave, unless notice is impossible, unreasonable, or precluded by military necessity. b. The total for military leave does not exceed five years. With certain exceptions, the cumulative length of the current absence and all previous absences for military leave from the employee's position with Employer must not exceed five years. c. The employee must return to work or apply for reemployment within the appropriate time (see section on time limits below). d. The employee must have satisfactorily completed his or her military obligation. 2. The following time limits apply for employees returning to work or applying for reemployment following military leave: a. Absence for fitness examination or military service of less than 31 days: Employees should report to work no later than the first regularly scheduled work period that falls eight hours after the employee returns home. b. Military service of days: Employees should submit an application for reemployment no later than 14 days after the service is completed. c. Military service of 181 days or more: Employees should submit an application for reemployment no later than 90 days after the service is completed. d. Hospitalization or convalescence: Employees who are hospitalized for or convalescing from an illness or injury incurred in or aggravated during the performance of military service should, at the end of the necessary recovery period, report for work or submit an application for reemployment according to the preceding time limits. Such period of recovery should not exceed two years. 3. The following time limits and conditions apply concerning the position to which employees will be reinstated after military leave: Human Resource

197 a. Military service of 90 days or less: Employees will be reinstated to a position of employment according to the following order of priority: 1) The position the employee would have held if he or she had remained continuously employed, so long as the employee is qualified to perform the duties of the position or can become qualified after reasonable efforts by Employer; or 2) The position of employment held on the date of the commencement of the service in the uniformed services, so long as the employee is qualified to perform the duties of the position or can become qualified after reasonable efforts by Employer; or 3) If the employee cannot become qualified for either position described above for reasons other than a disability incurred during or aggravated by service in the uniformed services even after reasonable efforts by Employer, the employee will be reinstated to a position that is the nearest approximation to the positions described above (in the order of priority) that the employee is qualified to perform. The employee will receive full seniority. b. Military service of 91 days or more: Employees will be reinstated to a position of employment according to the following order of priority: 1) The position the employee would have held if he or she had remained continuously employed or a position of like seniority, status, and pay, so long as the employee is qualified to perform the duties of the position or can become qualified after reasonable efforts by Employer; or 2) The position of employment held on the date of the commencement of the service in the uniformed services or a position of like seniority, status, and pay, so long as the employee is qualified to perform the duties of the position or can become qualified after reasonable efforts by Employer; or 3) If the employee cannot become qualified for either position described above for reasons other than a disability incurred during or aggravated by service in the uniformed services even after reasonable efforts by Employer, the employee will be reinstated to a position that is the nearest approximation to the positions described above (in the order of priority) that the employee is qualified to perform. The employee will receive full seniority. c. Employees with a disability incurred during or aggravated by military service: These employees will be reinstated to a position of employment according to the following order of priority: 1) The position the employee would have held if he or she had remained continuously employed, so long as the employee is qualified to perform the duties of the position or can become qualified after reasonable efforts by Employer to accommodate the employee's disability; or 2) Any other position that is equivalent in seniority, status, and pay, so long as the employee is qualified to perform the duties of the position or can become qualified to perform the duties of the position with reasonable efforts by Employer; or Human Resource 11-59

198 3) If the employee cannot become qualified for either position described above, even after reasonable efforts by Employer, the employee will be reinstated to a position that is the nearest approximation to the position referred to in item 2 above in terms of seniority, status, and pay. 4. The following conditions apply to the restoration of benefits to fully benefited employees returning from M-LWOP: a. Sick leave: Unused sick leave accumulated prior to M-LWOP will be restored upon the employee's return to active employment. If the employee went on M-LWOP prior to the last day of a pay period, the employee will be given prorated credit for the days he or she worked during the pay period before beginning M-LWOP. The employee will begin accruing sick leave as of the first day back to work. b. Annual leave: The employee will begin accruing annual leave on the first day back to work. Time spent on military leave will be counted in determining the rate of accrual of leave. c. Medical and dental coverage: Employer's medical and dental plans will be effective the first day of the month following the employee's return to work from M-LWOP. Preexisting condition provisions will be waived if the employee: 1) Makes application for reemployment within the time limits for returning to work described above and 2) Enrolls in the plan within 30 days after returning to work. d. Life insurance and disability: The employee becomes eligible for Group Term Life Insurance, Supplemental Group Term Life Insurance, Disability, and 24-Hour AD&D coverage upon return to employment with Employer. It is not necessary for the employee to provide evidence of insurability if he or she: 1) Was enrolled in the plan prior to M-LWOP (under the Disability plan, the employee must be enrolled for two years before preexisting conditions are covered), 2) Makes application for reemployment within the time limits for returning to work described above, 3) Enrolls in the plan within 30 days after returning to work, and 4) Enrolls for the same coverage or less than that held prior to M-LWOP. e. Thrift Plan: Upon return to employment, an employee may immediately enroll in the Thrift Plan. Employees have the opportunity to make up the 401(k) contributions missed while serving on active military duty and receive Employer's match for those make-up contributions. 5. The following conditions apply to the termination of employees who have returned from M- LWOP and were reinstated. All employees reinstated to employment under the terms of this policy should not be terminated from their position without cause: a. Within 180 days after the date of reinstatement if the employee served in the uniformed services for 31 to 180 days or b. Within one year after the date of reinstatement if the employee served in the uniformed services for 181 days or more Human Resource

199 Accruals 1. Accrual of annual leave and sick leave during military leave with pay: A fully benefited employee on military leave with pay accrues sick leave and earns annual leave during the leave and will be paid for holidays. 2. Accrual of annual leave and sick leave during M-LWOP: A fully benefited employee on military leave of absence without pay will not accrue sick leave or earn annual leave during the leave and will not be paid for holidays. The time spent on approved M-LWOP will be counted to determine the rate at which the employee accrues annual leave. 3. Accrual of retirement credit for fully benefited employees on military leave: The time that a fully benefited employee spends on approved military leave of absence with or without pay will be counted to determine the years of service for retirement purposes, including vesting and benefit rate accrual. Time spent performing service in the uniformed services will not be treated as a break in service for retirement purposes. Holidays (May 27, 2013) Employer provides fully benefited employees with paid time off to observe certain local and national holidays. Non-benefited employees do not receive holiday pay. The annual holiday schedule for the United States is established and distributed by the Human Resource Department. Observed holidays usually include: New Year's Day Dr. Martin Luther King Jr. Day Presidents Day Memorial Day Independence Day Pioneer Day Labor Day Thanksgiving (2 days) Christmas (2 days) To be paid for a holiday, employees must work or be on approved paid leave the workday before and the workday following the holiday, unless they are terminating their employment. Terminating employees whose last day of work is the day before a holiday will be paid for a holiday only if the holiday is the last day of the work-week in which they terminate. Any exceptions must be approved by the employee s area director. Fully benefited employees whose regular work schedule is fewer than 40 hours per week will accrue a prorated number of holiday hours. Holiday hours will be considered as hours worked for computing overtime. If a fully benefited employee is asked to work on a holiday or if the holiday falls on his or her regularly scheduled day off, the area or division director should schedule an alternative holiday (day off) for that employee. This alternative holiday should be within 30 days of the original holiday. (Teachers required to work a holiday because school is in session, will be given an alternate holiday. This day off should be taken on a non-teaching day as early as possible after their regular holiday.) With the employee's agreement, in lieu of an alternative holiday, the department may pay holiday pay plus the employee's regular pay. In such a case, both the actual hours worked and the holiday hours will be considered hours worked when computing overtime pay. Human Resource 11-61

200 Relocation (May 27, 2013) S&I employees have the responsibility to utilize the resources of the Church in a way that best meets program and student needs when relocating employees. A relocation occurs when a physical transfer of residence is necessary for a religious educator to accept a new position. S&I tries to minimize the financial impact of the relocation on the family. The main criteria used in determining relocations is meeting program needs. Consideration may also be given to individual and family circumstances. When a relocation is proposed by the Placement Council, the employee and his or her family are invited to consider the offer and determine if it is the right thing to do before committing to the move. If the new job assignment does not require a physical transfer of residence, it is expected that the employee will accept the change. A relocation is an employment decision and not a church calling. The employee must consider what is best for him or her, their family, and their individual circumstances. New Employee The newly hired religious educator will receive a new hire s relocation assistance package if the move meets the IRS distance test which states: If you go to work full time for the first time, your place of work must be at least 50 miles from your former home to meet the distance test. Relocation assistance does not include assistance with the new employee s sale of their current home or the purchase of a home in the new location. Current Employees Responding to a Request to Relocate (May 27, 2013) Current religious educators will receive relocation assistance if they are responding to a request to relocate and the move meets the IRS distance test. The IRS distance test for current employees states Your move will meet the distance test if your new main job location is at least 50 miles farther from your former home than your old main job location was from your former home. For example, if your old main job location was 3 miles from your former home, your new main job location must be at least 53 miles from that former home. If the employee does not own a home at the time of the relocation, relocation assistance will not include assistance with the employee s purchase of a home in the new location. When a relocation offer is extended by the S&I Placement Council and accepted by the employee, the employee will receive from S&I Human Resource Services specific information regarding relocation guidelines (i.e., buying and selling of homes, moving expenses, and so forth) as follows: Home Owner s Relocation Guidelines Those who own a home in their current location and will be selling it with Church assistance within one year after the relocation offer is accepted. OR Those who own a home in their current location and will be buying a home in their new location with Church assistance within one year after the relocation offer is accepted. OR Those who elect to sell their home unassisted by the Church in their current location and/or buy a home unassisted by the Church in the new location. Renter s Relocation Guidelines Those who rent in their current location and will be renting or buying their first home in their new location. OR Human Resource

201 Those who own a home in their current location but will not be selling it and will be renting instead of buying a home in their new location. Note: Church relocation guidelines are revised from year to year. Personnel should be sure they use only information in the current policy received from S&I Human Resource Services rather than comments from those who have moved in the past or from outdated policies. Contact S&I Human Resource Services for questions and explanations regarding the relocation guidelines. Retiring Employees Relocation assistance is not available for retiring employees. Corrective Action and Termination (May 27, 2013) Employees are evaluated on their performance and behavior. Supervisors should treat every employee with dignity and respect, even if corrective action is necessary. Corrective action should be handled in an orderly but direct and honest way, thereby allowing the employee the opportunity, if applicable, to improve unsatisfactory performance or behavior. (See D&C 121:41 44.) It is not required, but corrective action may follow a progressive path including coaching, verbal warning, written warning, probation, suspension, and termination. The level of corrective action to be applied will depend on many factors, including the nature of the offense, past violations by the employee, if any, and length of service. The goal is to allow the employee an early opportunity, if appropriate, to modify performance or behavior so as to avoid more serious disciplinary action. The decision regarding the kind of corrective or disciplinary action to be taken, up to and including termination, is in the exclusive judgment of Employer. Coaching and verbal warnings are usually conducted by the employee's immediate supervisor. Supervisors should be direct in their comments without being unkind or degrading. Specific examples of unacceptable performance or behavior should be cited. As circumstances dictate, supervisors or administrators may issue a written warning. Warning letters should be prepared by the supervisor with the assistance of the human resource representative. Warning letters should list specific details of the unsatisfactory work performance and/or unsatisfactory behavior and should identify the desired performance or behavior. The letters should also contain suggestions to the employee on how he or she can make the required changes and how the supervisor will assist the employee. A warning letter should be delivered to an employee by his or her supervisor and, if possible, the human resource representative. The employee should be given a copy of the letter and should be asked to sign the original, indicating that he or she has received and read the letter. The employee's signature does not indicate agreement with the contents of the warning letter. Probation and Suspension (May 27, 2013) In cases judged by Employer to involve serious misconduct, serious performance issues, or failure to improve performance or behavior after prior corrective action, an employee may be placed on formal probation. Disciplinary probation may be imposed for a period of up to 90 days. In cases of serious misconduct (not including poor performance), the probation may be accompanied by a defined period of suspension without pay. Human Resource 11-63

202 Employees should be given written notice of the conditions of the probation, the specified standard of performance or behavior to be attained by the employee, and the length of the probationary period. If suspension is being imposed, the length of suspension must be included in the probationary letter. The employee should be asked to sign the original probation letter, indicating that he or she has read and understands the letter and has received a copy. The employee's signature does not indicate agreement with the contents of the letter. Normally, a probationary period will not extend more than 90 days. In certain positions, especially exempt positions, a longer period may be necessary to establish that a change in performance has occurred. During the probationary period, the supervisor should meet regularly with the employee to discuss progress toward the expected standard of behavior or performance. If progress is not being made, the employee may be terminated at any time during the probationary period. At the end of the probationary period, the supervisor and, if possible, an human resource representative should meet with the employee. If the employee has not satisfied the terms of the probation or has not made satisfactory progress toward meeting the terms of the probation, the employee should be terminated. If satisfactory progress has been made but the terms of the probationary period have not been fully met, the probationary period may be extended for a period, usually no more than 45 days. If the terms of the probation have been accomplished, the probation should be ended, with a reminder to the employee that he or she must continue to work or behave at a satisfactory level in order to avoid further corrective action or termination. Resignation Teachers and administrators should make every reasonable effort to complete the teaching year associated with their current assignment. If compelling reasons arise that make it necessary for a teacher or administrator to resign, the supervisor should be notified in writing as soon as possible with a full explanation of the reasons for tendering the resignation. Every effort should be made to allow reasonable time for S&I to employ a replacement. Generally, the replacement should begin duties at the conclusion of a school term or during an extended holiday. Termination (May 27, 2013) Termination may be imposed when an employee engages in conduct inconsistent with the standards of Employer or if an employee who has received prior corrective action fails to make satisfactory progress toward meeting the expected levels of performance or behavior. Involuntary terminations are approved by S&I administration in consultation with the area or division director. All involuntary terminations must be reviewed by the director of Human Resource Legal Services. Involuntary terminations, including those on worthiness grounds, should be reviewed in advance with the Church Human Resource Department's legal services director. If an employee who serves as an Area Seventy, a member of a stake presidency, or a bishop is being terminated involuntarily, the Church Human Resource Department should notify the Office of the Quorum of the Twelve, the Office of the Seventy, or the stake president, as appropriate Human Resource

203 Records of Corrective Action Documentation of corrective action should be placed in an employee's file. From time to time the employee's file should be purged of corrective action documentation if, in the judgment of Employer, such documentation no longer is necessary for administration of the employment relationship. Behavior Prompting Corrective Action (June 17, 2013) It is not possible to make a comprehensive list of behavior that may prompt corrective action, including termination, but examples of such behavior like those listed below may be instructive. An employee may receive corrective action, including termination, if he or she: 1. Does not meet requirements as found in Gospel Teaching and Learning, A Handbook for Teachers and Leaders in Seminaries and Institutes of Religion and Administering Appropriately, A Handbook for CES Leaders and Teachers. 2. Performs employment-related duties carelessly or inefficiently. 3. Is careless or does not attend to employment-related duties, resulting in a waste of materials or loss of or abuse of tools and equipment. 4. Fails to comply with Employer s standards of behavior, including the requirement to be worthy of a temple recommend. 5. Engages in inappropriate or dishonest behavior, which may include but is not limited to the following: a. Engaging in improper relationships with students or others (see Proper Relationships, 11 8). b. Destroying, abusing, stealing, or improperly using Employer s property. c. Intentionally falsifying records, including time reports. d. Being negligent in performing duties, resulting in or creating the possibility of injury to persons or damage to Employer's property. e. Engaging in behavior that is detrimental to the work effort, such as excessive absence, refusal to work, insubordination, persistent tardiness, leaving work without authorization before quitting time, failure to perform assigned tasks, unauthorized extension of lunch and break periods, or similar actions deemed inappropriate by Employer. f. Disclosing or failing to secure confidential information. g. Misrepresenting or withholding pertinent facts in securing or retaining employment. h. Making false or misleading statements concerning one's own conduct or making false or misleading allegations of harassment or misconduct by another. i. Misrepresenting or withholding pertinent facts in responding to an internal investigation. j. Offering, soliciting, or accepting a bribe. k. Misusing leave benefits. l. Disrupting the work of other employees, including harassment or sexual harassment. m. Violating the conflict of interest policy. Human Resource 11-65

204 n. Making malicious, false, or derogatory statements or engaging in any other conduct that may damage the integrity or reputation of Employer, its employees, or The Church of Jesus Christ of Latter-day Saints. o. Loafing, loitering, or sleeping during work hours. p. Failing to immediately report any on-the-job injury or accident involving Employer's equipment, property, or employees. q. Failing to observe safety and security regulations and instructions. r. Bringing a firearm or other weapon to the workplace or onto Employer's property or engaging in threatening or violent behavior. Employee Appeal Process Employees should feel comfortable discussing work-related concerns with their immediate and next-level supervisor, typically the area director, division director, or assistant administrator. Each employee has the opportunity for a prompt, impartial review of work-related concerns through proper management channels. Work-related concerns should be resolved at the lowest possible level in the organization, usually with the employee's immediate supervisor. Except as provided herein, employees should not seek General Authority involvement. Review of Significant Adverse Employment Actions (May 27, 2013) Decisions involving significant adverse employment actions (i.e., involuntary termination, suspension, formal work-related probation, performance evaluation of does not meet expectations, or involuntary demotion or transfer to a lower grade) may be appealed. Absent extraordinary circumstances, the employee should initiate an appeal within 14 calendar days of the adverse employment action. The appeal is directed to the highest non General Authority level of management in the employee's department (usually the Administrator of S&I). The employee initiates an appeal by submitting a written statement of the specific reasons he or she feels the decision reached by management is not correct or proper. Relevant documents should be attached to the written statement. After considering the employee's statement, the Administrator of S&I may meet with the employee and/or the employee's supervisors. The director of S&I Human Resource Services or the human resource representative may be present during any discussions with the employee as determined by the Administrator of S&I. The Administrator of S&I should give the employee a written decision on the appeal. Within seven days of receipt of the written decision, the employee may request that the managing director of the Church Human Resource Department review an unfavorable response to his or her appeal. Unless new facts have come to light, the written appeal statement submitted to the Administrator of S&I will be the basis for the review. The Church Human Resource managing director may consult with his directors, the employee, and the employee's supervisor and the Administrator of S&I. The Church Human Resource managing director should give the employee a written response to the request for review. Within seven days of receipt of the decision by the Church Human Resource managing director, the employee may request that the Commissioner of Education review an unfavorable employment action. The Church Human Resource managing director will explain the situation Human Resource

205 in detail to the Commissioner of Education. The final response will be made by the Commissioner of Education. He may or may not meet with the concerned employee. The final response from the Commissioner of Education should be in writing. The Church Human Resource Department's director of legal services acts as legal adviser at all stages of the appeal and review process. Other Work-Related Concerns (May 27, 2013) Resolving work-related concerns other than significant adverse employment actions begins with the employee's immediate supervisor. The human resource representative is available to assist if the supervisor or employee so desires. Employees who feel that their supervisor is part of the concern may go directly to the next-level supervisor. Allegations of discrimination, harassment, and sexual harassment may be reported directly to the Church Human Resource Department. If the concern is not resolved by discussions with the immediate or next-level supervisor, the employee may request a review of the concern by the area or division director who has responsibility for the employee. (If the area or division director is the first- or second-level supervisor and has been involved in prior resolution efforts, the employee may request that the Administrator of S&I review the concern.) The human resource representative is available to assist if the employee so desires. The decision of the area or division director or Administrator of S&I shall be final. Workers' Compensation (May 27, 2013) An employee who is injured on the job or who suffers a work-related illness may be eligible for benefits under Employer's workers' compensation plan. State statutes and regulations determine the benefits for which an employee may be eligible. Benefits are paid by or through either the appropriate state agency or Employer's workers' compensation insurance claims administrator. Employer provides workers' compensation benefits that meet or exceed state employment laws and/or regulations. An employee must immediately report any on-the-job injury or work-related illness, no matter how minor, to his or her supervisor. Failure to do so within the time required by law may result in loss or reduction of benefits and work-related disciplinary action. Supervisors have the responsibility to ensure that claims are promptly reported to the insurance carrier. S&I leadership investigates unsafe work practices and takes appropriate corrective action. After an on-the-job injury or as a result of a work-related illness, if an employee is unable to perform all of his or her job-related duties, the employee may be eligible for Temporary Total Disability (TTD) or Temporary Partial Disability (TPD) benefits. The exact nature of and qualifications for these benefits will depend on the law of the state where the employee works. Most states require a waiting period between the injury and the commencement of TTD or TPD benefits. In some states, if the employee is unable to work for a period of time longer than the required waiting period, benefits will be paid retroactively to cover the waiting period. (For example, in Utah an employee must be unable to work for more than three days before he or she is eligible for TTD or TPD benefits. If the employee is unable to work for more than 14 days, Human Resource 11-67

206 he or she can receive retroactive compensation for the three-day waiting period.) If the employee returns to regular or transitional employment before the retroactive benefit requirements are met, accrued sick or annual leave may be used to cover the waiting period. An employee receives TTD benefits when he or she is unable to perform the duties of his or her job. TTD produces the following modifications of benefits usually provided by Employer: 1. Recipients of TTD do not accrue annual or sick leave. 2. Holiday pay is not received because TTD benefits are paid instead. 3. The employee must make arrangements to pay his or her portion of any Deseret Mutual Benefit Administrators premiums that come due, unless the employee has also applied for and been approved for long-term disability, in which case the premiums are paid as provided in Deseret Mutual Benefit Administrators' guidelines. 4. Sick or annual leave may not be used to supplement either retroactive lost-wage benefits or TTD benefit payments unless the employee has applied for and been approved for longterm disability benefits. The time fully benefited employees are away from work on approved workers' compensation leave will be counted as years of service for retirement and annual leave accrual purposes. Fully benefited employees who are unable to return to regular work duties or begin transitional work within 45 days of their injury should apply for long-term disability. Temporary Partial Disability (TPD) benefits are paid when an employee can perform some duties but cannot work a full day. When an employee can work a full day but cannot perform all of the duties of the position he or she occupied prior to the injury or illness, the employee may be approved for transitional duty. (See below for information on transitional duty.) When an employee is receiving TPD, the following modifications occur to the benefits he or she would usually receive: 1. Recipients of TPD accrue prorated annual or sick leave based on the number of hours they are able to work per pay period. 2. Prorated holiday pay is received based on the average daily hours worked during the pay period of the holiday. TPD benefits are paid for the hours not worked. 3. The employee must make arrangements to pay his or her portion of any Deseret Mutual Benefit Administrators premiums that come due, unless the employee's pay for hours worked is in excess of the insurance premiums. 4. Sick or annual leave may not be used to supplement retroactive lost wage benefits or TPD benefit payments. Returning to Work (May 27, 2013) It is in the interest of Employer and employees that injured workers return to work either their regular duties or some form of transitional work as soon as they can safely do so. In working with employees to help them return to work, S&I leaders should focus on abilities rather than disabilities. These return-to-work activities are coordinated by the Risk Management Division with S&I local leaders and the insurance adjustor. Before an employee is allowed to return to work, the employee must give his or her supervisor notice that he or she is ready to return to Human Resource

207 work and must provide a fitness for duty certificate from his or her health care provider. The release should list limitations, if any, and should show the date when the employee is cleared to begin working. Workers' compensation lost-time payments stop when the employee returns to work full-time (either at his or her original job or at transitional duty) or when Employer offers return-to-work activities, even if the employee elects not to return to work. Further details are available through the workers' compensation section of the Risk Management Division. Transitional work reduces the impact of work-related injuries on employees and on Employer by allowing injured workers to receive their regular pay for work activities that are within the restrictions of their medical condition. Transitional assignments may occur within the workgroup or across traditional workgroup boundaries, depending on the doctor's restrictions and available work opportunities. Transitional work is temporary in nature. Employees may participate in transitional work for up to 90 calendar days, depending on their medical condition and the treating doctor's recommendations. At the conclusion of the transitional work period, employees must return to their regular job duties, request an extension of transitional work, request accommodation of restrictions, or terminate employment. 1. When the employee is released by the doctor to return to full duty without restrictions and is still qualified to perform the duties of the former position, the employee should be reinstated to a position as comparable as possible to his or her former position in terms of pay, job level, and benefits. 2. In exceptional circumstances, employees may make a written request for extended transitional work. This request should include a written medical assessment by the treating doctor, an itemized list of current restrictions, a prognosis for recovery, and a projected date of maximum medical improvement. It is the injured workers' responsibility to provide the information necessary to consider the request prior to the conclusion of the transitional work period. Requests for extended transitional work will be reviewed by the employee's supervisor, S&I human resource representative, other appropriate S&I leaders, and the Risk Management Division. 3. Employees may request reasonable accommodations, if appropriate, to allow them to perform the essential functions of the job they held when they were injured. The employee should notify the human resource representative, who will, together with administration and the ADA Committee, consider whether reasonable accommodations can be made. Reasonable accommodations may include transfer to an open job that the employee is qualified to perform. If reasonable accommodations can be made, the employee may return to work. In such cases, the human resource representative should notify the workers' compensation section of the Risk Management Division. 4. If an employee is unable to return to regular job duties within 90 days, with or without a reasonable accommodation, if extended transitional work has not been approved, or if transfer to another job is not possible, the employee may choose to resign (or retire, if eligible), or Employer may consider termination of employment where appropriate. If eligible, injured workers continue to receive workers' compensation benefits in accordance with state workers' compensation laws or regulations. Educational Assistance Religious Educators S&I values education and encourages all religious educators to complete at least a master s degree and to continue their professional growth throughout their career. To aid the employee in the pursuit of approved graduate degrees, S&I provide some educational assistance. Human Resource 11-69

208 Eligibility (May 27, 2013) S&I provides educational assistance for full-time teachers and administrators who desire to pursue an approved advanced degree. Employees are not eligible for educational assistance while on probation. To qualify for educational assistance, it is the responsibility of personnel to fully comply with the General Guidelines, Application Process, and Reimbursement Process listed below. Note: Newly hired religious educators must successfully complete either the Apprentice Program or the Coordination Certification Program before they are eligible to apply for educational assistance. General Guidelines (May 27, 2013) 1. Graduate programs will be approved on the following three criteria: a. School accreditation The proposed school must be listed in the current edition of the Higher Education Directory which contains listings of accredited, degree-granting institutions of postsecondary education in the United States. b. Discipline or major S&I allows for programs geared to the individual s interest and ability as long as it will benefit S&I and strengthen the skills of the teacher. There is a broader acceptance for proposed master s degree programs, but a narrower acceptance for proposed doctorate programs. c. Delivery system Traditional programs for on-campus degrees are preferred by S&I. 2. To make the best use of limited S&I funds, personnel are encouraged to apply to other sources for grant or scholarship funds that may be available. If funds are received for tuition from other sources, the amount of assistance will be limited to the per-credit-hour maximum minus the tuition portion of those grant or scholarship funds. 3. Educational assistance cannot exceed a total of twelve semester hours in a calendar year (January through December). Hours are counted in the year the course is started (if a course starts in December and ends in the new year, the semester hours are counted in the year the course started). 4. The dollar amount of assistance will be limited to the per-credit-hour maximum set each year by S&I. The total reimbursement may not exceed the calendar year limits set out in the Internal Revenue Code. Contact your human resource representative to find out the current IRS limit. 5. No participant may be reimbursed for credits beyond the number of hours required by the institution for the degree being sought. Additionally, the total hours of assistance cannot exceed forty semester hours between a bachelor s and a master s degree and seventy-two semester hours between a master s and a doctorate degree. 6. Educational assistance is not available for a second master s degree. 7. Educational assistance may not be used to pay for the continuous hours of registration required in a graduate program unless actual courses are taken or the credit is used for the thesis or dissertation hours required by the program. Educational assistance for thesis or dissertation credit hours will not be provided beyond the minimum number required for the degree (therefore, dissertation extensions do not qualify for assistance). 8. Educational assistance will be granted for tuition and mandatory fees only. It may not be used to pay for books, optional fees, credit card fees, or penalties for late registration. 9. If a graduate degree program is not approved for educational assistance, then completion of the degree may not qualify an employee for a grade level advancement Human Resource

209 Employees working on approved graduate programs both master s and doctorate may take a class as part of their workday on an as needed basis within the following guidelines: 1. When a required class is only offered during normal workday hours (i.e., no evening sections of the class are offered), S&I will make reasonable effort to accommodate class attendance as part of the workday. 2. The employee should work with his or her immediate supervisor and area director to determine how regular workload, inservice attendance, administrative responsibilities, and class attendance can best be coordinated. The employee must receive approval from both the immediate supervisor and area director before registering for any class which conflicts with an employee s work responsibilities. 3. This accommodation does not include Internet classes, reading classes, independent projects, internships, writing a thesis or dissertation, or classes that are not part of a graduate degree. 4. This accommodation applies to graduate classes taken any time during the year (those taken during the summer months as well as those taken during the school year). 5. This accommodation is not available to employees on Professional Development Leave (PDL). Application Process (May 27, 2013) An applicant s graduate program must be approved by the Educational Assistance Committee (EAC) before any educational assistance can be paid. The Educational Assistance Approval Application (00261SI) only needs to be submitted once unless there is a change in the applicant s graduate program as originally submitted and approved. Changes must be submitted in writing through the area director to the EAC for approval. The application process is as follows: 1. Applicant completes and signs the Educational Assistance Approval Application (00261SI). 2. Applicant reviews completed application and graduate program desires with his or her immediate supervisor. The supervisor s signature signifies approval for the application to be sent to the area director. 3. Applicant submits the following to the area director for approval: a. Educational Assistance Approval Application (00261SI). The area director s signature signifies approval for the application to be sent to the EAC. b. Graduate program outline that includes the name and number of each course to be taken for the degree. 4. The area director forwards the application, graduate program outline, and Electronic Funds Transfer Application (EFT) to S&I Educational Assistance, S&I Human Resource Services, 50 East North Temple Street, Salt Lake City, Utah or fax to Applicants should anticipate that it will take 30 days for review and approval of the request. Therefore, it is strongly recommended that an application for educational assistance be submitted several months prior to the beginning date of the graduate program. Applicants that begin course work on graduate degrees prior to receiving approval will not be reimbursed for the tuition costs of the completed courses unless approval is granted for the graduate program. Reimbursement Process Each time a course is completed and reimbursement is requested, the materials listed below should be sent to S&I Educational Assistance, S&I Human Resource Services, 50 East North Temple Street, Salt Lake City, Utah or faxed to Human Resource 11-71

210 1. Completed Tuition Reimbursement Request (00024SI). 2. Grade verification transcript or report card for each course (only courses with a pass or C grade or better will be reimbursed). 3. Official receipts from the school that show the name of the institution; the name of the participant; the number of hours taken; the term, semester, or date of the course; and the amount paid for tuition. If any of the documents are incomplete or missing, the reimbursement request will be returned to the participant to resubmit. If the documents are all accurately received, a reimbursement will be deposited directly into the participant s checking or savings account after processing has been completed. The central office regularly sends updated information to area directors on participants from their area. Graduate Degrees (May 27, 2013) Advanced degrees must be pre-approved by the Educational Assistance Committee to qualify for educational assistance and a grade level advancement. Only graduate programs from accredited universities are considered. The following is the order of preference the Educational Assistance Committee uses when reviewing education assistance applications: 1. Traditional classroom setting at a university or satellite campus within 50 miles of the work location. 2. Traditional classroom setting with less than one-half of the degree credit hours offered online. 3. Predominantly online setting that requires a cohort with students and professors communicating and interacting on a regular basis. 4. Online only setting. Note: Educational assistance is not an entitled benefit; it is a means to improve teacher/administrator capacity. Successful completion of the graduate degree will be determined upon receiving in the central office a copy of the diploma, a certified copy of credits taken, or a copy of an official letter from an accredited educational institution indicating that all work related to the degree is completed. All graduate degrees must be approved by the EAC in order to be recognized by S&I as a qualifying credential. If the degree was received prior to S&I employment, it will generally be recognized if found in the Higher Education Directory. Educational Assistance Non-Religious Educators (May 27, 2013) To assist employees in self-improvement, Employer has established a policy of reimbursing fully benefited employees for up to 75 percent of tuition, books, equipment required for the course, and customary and usual fees for educational courses the employee takes. Employees may be reimbursed for the costs associated with up to two courses per quarter or semester, not to exceed eight credit hours. The total reimbursement may not exceed the calendar year limits set out in the Internal Revenue Code. Contact your human resource representative to find out the current IRS limit. Departments likely will not be able to fund all requests for reimbursement. In addition to budgetary considerations, reimbursement is based upon the following factors: 1. The employee must: a. Be a fully benefited employee who has been employed more than six months. b. Be on the payroll at the beginning and at the end of the course Human Resource

211 2. The course must accomplish at least one of the following: a. Help develop skills that will improve the employee's performance in his or her current position. b. Help the employee qualify for other employment with Employer that realistically may become available. c. Help the employee maintain a license or certification that enhances the employee's work value to Employer. d. Lead to a college undergraduate or master's degree. Employees will not be reimbursed for courses necessary to meet the minimum requirements for their current position. 3. The employee must receive a grade of C or better for graded courses or a pass or completed designation for nongraded courses. 4. Courses must be taken from an accredited institution of higher education, as accredited by a regional agency of the Commission on Institutions of Higher Education. 5. Approval must be given for the course before the first day of class. 6. Employer will not reimburse an employee or pay for a course if the employee receives financial aid for the same course from any other source, such as veterans' benefits, scholarships, and grants. (A repayable loan is not considered financial aid from another source.) If the employee receives partial financial aid from another source, Employer will pay the difference, up to 75 percent of the cost for tuition, books, and applicable fees. 7. Courses should not be taken during the employee's normal workday. The employee's immediate supervisor may approve exceptions if there will be no adverse effect on the employee's work and if the employee arranges to make up time lost from work due to attending the class. Educational reimbursements for some classes may be taxable. The employee is responsible for paying any such tax. Where the reimbursement for a class is taxable, the amount of the reimbursement will be added to the employee's annual tax report form. Tuition Benefits for Children Children of seminary and institute personnel are not allowed tuition benefits at Brigham Young University, BYU Hawaii, BYU Idaho, or LDS Business College by virtue of their parent s employment with S&I. Protection of Employee Privacy Personnel Files (May 27, 2013) To the extent possible and practical, Employer seeks to ensure the privacy of the personnel records of each employee. The Church Human Resource Department is responsible for establishing and evaluating the human resource record-keeping practices of all departments. Generally, an employee's electronic personnel file should contain the application for employment, Employee Action Forms (EAF), Disclosure of Possible Conflict of Interest forms, Assignment of Work Products Agreement forms, performance appraisals, commendation letters and notices, and disciplinary notes and letters. Medical information, such as that submitted in support of a request for family or medical leave, must be kept in a separate file. Employees have access to their entire personnel file upon reasonable request and at reasonable times. Employees may respond in writing to any information contained in their files. These written responses will be included in the files. Human Resource 11-73

212 Supervisors have access to all information in their electronic personnel file found in Global Human Resource (HGR) except for the medical information. Medical information may be accessed only upon establishment of an appropriate employment-related need. Supervisors do not have access to the personnel files of employees outside their line of responsibility, except to obtain information on an employee who may be transferred into their line of responsibility. Employees in S&I Human Resource Services may have access to the personnel files of all S&I employees. To the extent appropriate, Employer will comply with any government investigation and will comply with both the spirit and letter of applicable laws regarding release of employee information to government investigators. Under government statute or regulations, access to an employee's personnel files will be granted to government agencies upon proper request. Employer will provide access to employee files in response to a proper subpoena. Letters of Recommendation (May 27, 2013) Requests for letters of recommendation must be directed to the S&I human resource director or the human resource representative. The request should identify the position last held by the requestor and his or her last supervisor. The human resource representative will assist the employee's last supervisor in preparing the letter of recommendation. The Church Human Resource Department's director of legal services should be consulted with any questions. Individual employees responding to a personal acquaintance's request for a letter of recommendation must not use S&I letterhead or express or imply Employer's endorsement for the recommendation. Personnel and Student Information (May 27, 2013) Personnel and student information is to be used for S&I or priesthood purposes only. It is not to be used or distributed for any other purpose (such as for advertising and commercial promotions, wedding announcements, personal needs by students or employees, and so forth). The S&I Personnel Directory located on the website is for S&I use only. Proctoring Exams for BYU Independent Study Courses (May 27, 2013) From time to time, S&I personnel are asked to proctor an exam for a high school student who is taking a BYU Independent Study course or a BYU student taking courses leading to a Bachelor of General Studies degree. S&I personnel should not feel an obligation to assume this role. If an individual decides to accept such an invitation, the proctoring should not interfere with regular work functions. Please be aware that high school teachers and counselors may also function as proctors for these tests. Professional Development Opportunities Newly Hired Religious Educators (December 4, 2012) All newly hired religious educators are expected to participate in either the Apprentice Program or the Coordinator Certification Program. The primary objective of these programs is to provide early and effective support to newly hired religious educators and to give S&I the opportunity to continue to evaluate the performance of new teachers. Some areas of focus include: 1. Excellence in teaching Human Resource

213 2. Gospel scholarship and purity of doctrine. 3. Appropriate and effective relationships with students, parents, priesthood leaders, S&I associates, and so forth. 4. An understanding of S&I religious education philosophy. 5. An understanding of S&I policies and procedures. Apprentice Program (May 27, 2013) Religious educators hired through a preservice center and assigned to teach released-time seminary are to participate in the apprentice program. During this two year experience, new religious educators will work closely with their supervisor and a mentor. They will complete assignments, make and receive classroom visits, and create an apprentice portfolio. At the conclusion of each year the area director will make one of the following recommendations: (1) the teacher has met all employment expectations and should continue employment, (2) the teacher has been placed on probation, or (3) the teacher will not be considered for further employment. Successful completion of the Apprentice Program is accomplished when a teacher has been employed for at least two years, has met the expectations of the area director, has attended the Apprentice Seminar, and has not been placed on probation. Coordinator Certification Program (May 27, 2013) Religious educators hired as coordinators, without having gone through a preservice center, are to participate in the Coordinator Certification Program. During this three year experience, new coordinators will work closely with a mentor, complete assignments, make and receive classroom and office visits, and create a coordinator portfolio. At the conclusion of each year the area director will make one of the following recommendations: (1) the coordinator has met all employment expectations and should continue employment, (2) the coordinator has been placed on probation, or (3) the coordinator will not be considered for further employment. Successful completion of the Coordinator Certification Program is accomplished when a coordinator has been employed for at least three years, has met the expectations of the area director, has attended the Coordinator Certification Seminar (organized by the area or the central office), and has not been placed on probation. Pioneer Trails Workshop (May 27, 2013) The Pioneer Trails Workshop is a one-time, six-day inservice experience. It is for full-time S&I teachers, administrators, and their spouses. Participation in the workshop will count as five working days. Employees may only participate once in this workshop during their S&I career. Additional information is available under Workshops on the website. Note: Newly hired religious educators must successfully complete either the Apprentice Program or the Coordination Certification Program before they are eligible to apply for the Pioneer Trails Workshop. Church History Workshop (May 27, 2013) The Northeastern Church History Workshop and the Midwestern Church History Workshop are six-day inservice experiences that are held on alternating years. These workshops are for full-time S&I teachers, administrators, and their spouses. Participation in the workshops will Human Resource 11-75

214 each count as five working days. Employees may only participate once in these workshops during their career. Additional information is available under Workshops on the website. Note: Newly hired religious educators must successfully complete either the Apprentice Program or the Coordination Certification Program before they are eligible to apply for the Northeastern Church History Workshop or the Midwestern Church History Workshop. Professional Development Leave (May 27, 2013) Because of the value S&I places on the education and professional growth of religious educators, each year a limited number of Professional Development Leave (PDL) positions are available to assist participants in completing certain requirements for certain doctoral degrees. Key considerations in granting PDLs are: Ability of S&I to cover the applicant s current assignment without a negative impact on students or the program. Ability of S&I to provide a part-time assignment for the applicant. An understanding that PDLs are not intended to cover all costs of obtaining a degree. Willingness for personal sacrifice and commitment will be needed. Three options are available for a PDL two options are for one year and one is spread over two years. The two-year PDL does not have to be used in consecutive years but must be applied for before the second year can be used. The following chart shows the options available: Semester 1 Semester 2 Semester 3 Yearly Totals Work Work Work Work Leave Assignment Leave Assignment Leave Assignment Leave Assignment PDL Option 1 Full-time None None Full-time None Full-time 1 sem. 2 sem. PDL Option 2 ½-time ½-time ½-time ½-time None Full-time 1 sem. 2 sem. PDL Option 3 First Year ¼-time ¾-time ¼-time ¾-time None Full-time ½ sem. 2-½ sem. Second Year ¼-time ¾-time ¼-time ¾-time None Full-time ½ sem. 2-½ sem. 1 sem. 5 sem. All PDL options are based on a twelve month work year (three semesters). The order that the semesters are taken can be adjusted. The employee, in consultation with the area director, would determine the start date and the order the semesters will be taken. Spring and summer terms at BYU would be counted as one semester. Full-time S&I religious educators who have earned a master s degree are eligible for a PDL after four years of teaching. An employee can use a PDL once during a career. Personnel can apply by submitting a Professional Development Leave Application (00012SI) to the area director. The area director will forward the application to their human resource representative who will forward it to the assistant administrator. The assistant administrator will bring it into Executive Council for consideration. All applicants should understand and be willing to abide by the following conditions: 1. Applicants must be accepted at an accredited graduate school listed in the Higher Education Directory and have their proposed degree approved by the S&I Educational Assistance Committee Human Resource

215 2. Final approval will be given by the S&I Executive Council and will be based upon S&I needs, requirements, and limitations; applicant needs, interests, and abilities; and any prior assistance provided. 3. The term of a PDL will count as year(s) of S&I service. 4. A PDL must be taken within the country of residence. 5. The part-time assignment for those on PDL may be at a seminary, an institute of religion, the central office, or at a Church college or university. 6. Those on a PDL should not accept any other employment during the leave. 7. Those on a PDL are not restricted to the educational assistance limit of twelve semester hours per calendar year. However, the total reimbursement may not exceed the calendar year limits set out in the Internal Revenue Code. Contact your human resource representative to find out the current IRS limit. 8. Those on a PDL will receive educational assistance at the same rate per semester hour as other S&I personnel receiving educational assistance that year. No other costs will be covered (such as travel, housing, food, books, research, fees, data entry, word processing, printing, or copying). Research Projects (May 27, 2013) Requests are often made by S&I personnel, stake seminary and institute of religion teachers, and other individuals to conduct research in seminaries and institutes of religion. Because of the potential demands placed on the research subjects, all research projects require prior approval from the S&I Education Research Committee. This has been authorized by the Research Information Division of the Correlation Department of the Church to approve or deny research requests in which students, teachers, or administrators are subjects. Requests should be sent to the Education Research Committee in the central office. Approval should not be seen as a commitment by S&I to participate financially in a project. When a project has been approved, the following will be sent to the researcher: 1. Authorization for the individual to proceed with the project 2. Instructions regarding any conditions related to the project 3. A cover letter for surveys, if needed S&I personnel are requested to send a copy of completed research projects, theses, or dissertations to the Education Research Committee. Inservice Training (May 28, 2014) Inservice training is a critical part of the success of S&I. Each area director, in consultation with the area training council, should develop within the approved budget an area inservice training plan. This plan could include local faculty meetings, regional or group meetings, and area meetings. Wherever possible, inservice meetings should be scheduled so as not to interrupt the regular teaching of seminary and institute classes. Consideration should also be given to limiting travel, minimizing the need for overnight accommodations, and holding meetings using distance learning technology (such as Lync, WebEx, Skype, and so forth). Invited speakers or presenters from outside the S&I area should be approved by an assistant administrator. Meetings that include spouses are an important part of inservice. Such meetings are intended to provide opportunities for (1) joint training on the S&I Objective, basic duties and Human Resource 11-77

216 responsibilities, and other items from the administration; (2) reviewing policies especially new ones and those that affect couples and families; and (3) enhancing understanding of the role and responsibilities of couples as they represent the First Presidency (see Ezra Taft Benson, The Gospel Teacher and His Message, address to CES religious educators, 17 Sept. 1976, in Charge to Religious Educators, 3 rd ed., 16). When scheduling such meetings, time away from home and family should be considered. Inservice training should have as its primary purpose the fulfillment of the S&I objective. The training event should not have the appearance of a vacation, resort recreation, sightseeing, or a reward (see Location and Travel below). Where overnight stays are required to reasonably gather, inservice meetings that involve multiple days, long-distance travel, or overnight accommodations are generally held three times each year (two employee inservice meetings and one husband and wife inservice meeting). Area inservice training may alternate between an area-wide meeting and region or group meetings. Whenever reasonable, those attending should travel home and return for meetings the next day. On-site lodging expenses are covered for fulltime employees (and spouses when specifically invited) who cannot reasonably be expected to travel home and return for meetings the next day. Regular faculty meetings are expected in order to achieve the S&I objective. In locations where several individuals work in the same building or within close proximity (such as a releasedtime setting) faculty inservice meetings should be held weekly. Where individuals are separated by greater distances, area directors should form faculty inservice groups. Faculty inservice meetings for these groups may occur less frequently or could be held using distance learning technology. These meetings should be held at times and locations where travel expenses are kept to a minimum and should not involve multiple days or overnight accommodations. Location and Travel The location for inservice training should normally be within the S&I area boundary. Locations, accommodations, food, and activities should be conservative in appearance and cost, and appropriate in every way. Locations should be chosen that minimize the need for travel. Travel should generally be by ground transportation rather than by air. Air travel paid by S&I for spouses is not approved. Any requests for an exception must receive prior written approval from an assistant administrator. Expenses (May 28, 2014) Full-time employees and spouses (when specifically invited to attend inservice training) may be reimbursed for travel, food, and other on-site business expenses as well as any necessary lodging expenses getting to or from the meeting. Expenses for such things as childcare or admissions for entertainment and recreational activities in conjunction with the inservice are the responsibility of the employee. Attendance at these entertainment and recreational activities should be optional. Teachers Visiting Other Teachers Teaching can often be improved by teachers observing other successful teachers in the classroom. This generally happens between faculty members in a building under the direction of the principal/institute director Human Resource

217 On days when a teacher has non-teaching time such as a free period or when their school is on a break, a teacher may be approved by his or her principal/institute director and area director to visit classes being held in other seminaries/institutes in the area. These visiting days would be part of their regular S&I employee s workload. Occasionally, with the approval of the area director, a substitute may be used to cover for a teacher who visits another class. If visiting a class would require the teacher to go outside his or her area, the teacher s principal and area director and the area director of the area being visited must give their approval. Such visits should be for the express purpose of observing other classes, should not involve long travel distances, and should not extend beyond adjacent areas. If travel is approved between the teacher s main teaching assignment location and the location of the class to be visited, S&I will reimburse the teacher for the use of his or her personal vehicle at the current reimbursement rate. Preservice Training (May 27, 2013) Preservice training is the process of identifying, training, evaluating, and selecting teachers and coordinators for full-time employment. Preservice training centers are located in areas of Utah, Idaho, Arizona, and California. Preservice trainers at these training centers provide coursework and training opportunities for interested individuals. Personnel who become aware of interested individuals can direct them to: One of the preservice training centers. Online preservice training information at ldsces.org/careers. The director of preservice training in the central office at Human Resource 11-79

218 Missionaries with an S&I Assignment INTRODUCTION (SEPTEMBER 3, 2008) Missionaries with a Seminaries and Institutes of Religion assignment bring experience and stability wherever they are assigned. Missionaries may be requested under the following conditions: 1. Sufficient stake seminary and institute of religion teachers are not available. 2. Student numbers do not yet justify paid S&I employees as full-time coordinators or teachers. 3. S&I programs are in transition. 4. Local S&I personnel desire assistance with S&I programs. 5. Help is needed in S&I offices. MAKING MISSIONARY NEEDS KNOWN Full-Time Missionaries The area director should counsel with the Area Presidency about his need to fill specific positions with full-time missionaries. Part-Time Church-Service Missionaries When the area director needs part-time Church-service missionaries, he should work locally as follows: 1. In areas where the Church has established decentralized regional centers with multi-stake missionary coordinators, he should make his needs known to them. 2. Where these centers do not exist, he should work directly with local stake presidents. APPLICATION PROCESS Full-Time Missionaries Full-time missionaries (those who serve thirty-two hours or more per week) may live at home or away from home. They should be prepared to serve a minimum of one year if serving in their own countries, and either eighteen or twenty-three months if serving outside their countries. They may apply using a Missionary Recommendation Forms Packet (31957) available from their bishops. Their calls will come from the President of the Church and they will be set apart by their stake presidents. Part-Time Church-Service Missionaries (February 3, 2014) Part-time Church-service missionaries (those who serve eight to thirty-one hours per week) may serve for six, twelve, eighteen, twenty-four, or thirty months. They may apply using a Recommendation for Part-Time Church-Service Missionary (35813) available from their bishops. Their calls will come from their stake presidents and they will be set apart by their bishops. They will live at home while serving. Disability does not generally preclude a member 12-1 Missionaries with an S&I Assignment

219 from serving as a part-time Church-service missionary. In such cases, assignments should be suited to the individual s abilities and location while still encouraging personal growth. Applications are processed in accordance with current guidelines found under Church-Service Missionaries in section 4.12 of Handbook 1: Stake Presidents and Bishops [2010]. TRAINING Full-Time Missionaries After receiving their calls, full-time missionaries will receive name badges and appropriate information from the S&I senior missionary coordinators in the central office. Those who will serve their missions away from home will receive training at the Missionary Training Center (MTC) and from the S&I senior missionary coordinators and other central office staff. Any language training will be coordinated by the MTC. Those who will live at home while serving their missions will not normally go to the MTC but will be trained locally by S&I administrators. If additional training is necessary, the area director may request authorization from an assistant administrator for the missionaries to receive training from the S&I senior missionary coordinators and other central office staff. Part-Time Church-Service Missionaries Part-time Church-service missionaries will receive their initial training under the direction of the area director. FIELD NOTIFICATION The S&I senior missionary coordinators in the central office will send a letter to the mission president and area director notifying them of new full-time missionaries with an S&I assignment. SERVICE GUIDELINES Supervision (February 17, 2014) Missionaries with an S&I assignment serve under the overall direction of the mission president. He may wish to invite them to attend zone and couple conferences within the mission. The area director, coordinator, institute director, or seminary principal will provide local training and guidance. Training intended for missionaries with an S&I assignment should not require travel outside mission boundaries. When missionaries arrive in the field, the area director (or someone he designates) should meet them. When practical, missionaries could stop at the area office for training before they get to their mission assignment. Missionaries should then be introduced to their assignments and to the personnel with whom they will work. Emergencies should be handled through the area director, who will contact the mission president when necessary. The area director, or his representative, should interview missionaries as needed to review their work, respond to their needs, continue their training, and encourage them. Conduct All missionaries called to S&I assignments are representatives of the Church and S&I while in their areas of assignment. Full-time missionaries should not leave the immediately assigned Missionaries with an S&I Assignment 12-2

220 area without approval from the area director or mission president. They are not authorized to travel outside mission boundaries without approval from the mission president and Area Presidency. Transfers (March 30, 2006) Full-time missionary transfers within a mission, or from one mission assignment to another, must be coordinated with the area director, mission president, and a member of the Presidency of the Seventy. Transfers to another mission must be approved by an assistant administrator and by the Church Missionary Department. Travel Arrangements The mission president is responsible for the travel details of all missionaries returning from the field, including those with an S&I assignment. To allow sufficient time for the mission office to make travel arrangements for an S&I missionary who is to be released, the area director should contact the mission president or the mission travel secretary twelve weeks prior to the missionary s release date. The mission office will then make the appropriate arrangements. The mission office is also responsible for handling travel arrangements in emergency situations for missionaries needing to return home. The area director is not to make any of these travel arrangements. Accident Insurance Missionaries are covered with secondary accident insurance under the Church Activity Insurance program. This insurance is only for accidents or injuries sustained while involved in Church-sponsored activities. It is secondary to other health insurance carried by the individual. Expenses remaining after the primary insurance carrier has processed the claim may be submitted to DMBA on a Church Activity Insurance Program Claim Form (A-01). Bishops have the forms and must sign them before they are submitted. Church Vehicles (August 15, 2011) Church vehicles are only assigned to S&I missionaries in unusual circumstances where it is impractical for missionaries to supply their own transportation. All missionaries with an S&I assignment who drive an assigned Church vehicle are to pay a monthly amount determined by the Missionary Department for the use of the vehicle. (The 2010 amount was $150.) Housing (June 17, 2013) Mission offices will locate and secure appropriate housing that is safe, clean, modestly furnished, and economical before couples arrive in the field. Missionary couples from the United States, Australia, Austria, Belgium, Canada, Denmark, Finland, France, Germany, Iceland, Ireland, Italy, Japan, Netherlands, Norway, Sweden, Switzerland, and the United Kingdom pay their assigned housing costs monthly to the missionary fund in their home ward or branch. This amount will only include housing (rent, electricity, water, gas, sewer, garbage, and furnishings) and will not include food, transportation, or any other item. Although the housing amount will vary according to where the couple serves, it will not exceed a maximum amount determined by the Church Missionary Department (currently $1,400) Missionaries with an S&I Assignment

221 Couples from all other countries will be expected to reimburse housing costs based on the amount the couple has committed to pay based on their ability to pay but not to exceed the maximum amount. Housing costs for couples from these countries are paid to the General Missionary Fund through the local unit they attend in the mission field. Other Missionary Expenses (June 17, 2013) In addition to housing (rent, utilities, and furnishings), missionaries are responsible for the cost of the following: Food Transportation within the mission (including S&I related travel) Automobile maintenance Gasoline for personal vehicle Usage fee, oil, and gasoline costs for Church-owned vehicle Insurance (medical and other) Medical and dental expenses Personal internet Cable or satellite Charitable donations Telephone and cell phone (beyond mission-authorized use if one is provided) Personal obligations Personal care items Clothing Entertainment Other similar types of personal items Missionaries pay for these items directly rather than funneling them through a ward or branch. Certain expenses specific to the S&I assignment that go beyond the items listed above will be budgeted and paid for by S&I. Local Church Assignments Missionaries with an S&I assignment are under the priesthood direction of the mission president and may be asked to serve in local Church assignments. Extensions Full-time missionaries may extend their missions in six-month increments up to twenty-three months (part-time Church-service missionaries up to thirty months). After that time a new application is required. There will normally be a six-month waiting period before another call will be extended. Travel following Mission Travel expenses for the trip home from the mission field are paid by the Church. Additional expenses incurred for visiting, touring, and so forth are paid by the missionaries. Missionaries with an S&I Assignment 12-4

222 Release Full- and part-time missionaries with an S&I assignment are released by their home stake presidents. Several weeks prior to the release date, the S&I senior missionary coordinators in the central office will send the area director the necessary release documents for all full-time missionaries. They will also send the release documents for part-time missionaries in areas where there are no decentralized regional centers with multi-stake missionary coordinators. In areas with these centers, the release documents for part-time missionaries are to be prepared locally Missionaries with an S&I Assignment

223 Stake Seminary and Institute of Religion Teachers and Stake Seminary Supervisors APPOINTMENT AND RELEASE (SEPTEMBER 3, 2008) Stake seminary and institute of religion teachers and stake seminary supervisors are to be called, set apart, and released by or under the direction of local stake presidents. TRAINING Stake Seminary and Institute of Religion Teachers (June 17, 2013) Stake seminary and institute of religion teachers are trained by and under the direction of fulltime S&I personnel or stake seminary supervisors. Each stake seminary or institute of religion teacher should receive a copy of the following: 1. Gospel Teaching and Learning, A Handbook for Teachers and Leaders in Seminaries and Institutes of Religion 2. S&I Policy Manual Sections for Stake Seminary Teachers or for Stake Institute of Religion Teachers (depending on the assignments) [available on the S&I website] The handbook and appropriate sections of this policy manual should form the basis for the orientation and training of stake seminary and institute of religion teachers. The training should take place during the summer and at monthly faculty meetings during the school year, on a day other than Sunday. Teachers should attend these training sessions regularly. Stake Seminary Supervisors (June 17, 2013) Stake seminary supervisors are trained by full-time S&I personnel. Each stake seminary supervisor should receive copies of, and become familiar with: 1. Gospel Teaching and Learning, A Handbook for Teachers and Leaders in Seminaries and Institutes of Religion 2. Administering Appropriately: A Handbook for CES Teachers and Leaders (35953) 3. S&I Policy Manual Sections for Stake Seminary Teachers or for Stake Institute of Religion Teachers (depending on assignment) [available on the S&I website] 4. Church Educational System, chapter 11 of Handbook 1: Stake Presidents and Bishops [2010] (also available on the S&I website) REIMBURSEMENT (APRIL 8, 2009) Under the direction of the stake president, reimbursable classroom and local travel expenses may be reimbursed for stake seminary and institute of religion teachers and stake seminary supervisors using the Nonemployee Reimbursement Request (PD ). Appropriate receipts must be submitted with the form to the full-time S&I representative for reimbursement. Stake Seminary and Institute of Religion Teachers and Stake Seminary Supervisors 13-1

224 Classroom Expenses (September 3, 2008) At the discretion of the area director, stake seminary and institute of religion teachers may be reimbursed up to $50 per year for approved expenses associated with their classroom teaching. The full-time S&I representative should instruct teachers as to what constitutes approved reimbursable classroom teaching expenses. Travel (September 3, 2008) Local travel expenses may include travel for teaching classes, attending inservice meetings, visiting classes, meeting with priesthood leaders, and so forth. Personal vehicle mileage at the current S&I volunteer rate, public transportation fares, and tolls may be included in this reimbursement. No other use of these budgeted funds has been approved Stake Seminary and Institute of Religion Teachers and Stake Seminary Supervisors