CUC Lay Chaplaincy Introduction


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  • CUC Lay Chaplaincy Introduction

    2. 2. Mission Statement <ul><li>The Canadian Unitarian Council Lay Chaplaincy Program helps clients, couples and families in need of meaningful rite of passage ceremonies , at places chosen by them, by recognizing their personal beliefs and wishes, while being sensitive to the needs of others who attend the ceremony, and reflecting Unitarian and Universalist values . </li></ul>
    3. 3. Origin <ul><li>Started in 1971 </li></ul><ul><li>Few ministers in Canada </li></ul><ul><li>Requests from other fellowships requiring significant travel time </li></ul>
    4. 4. Purposes <ul><li>Provide quality rites of passage: </li></ul><ul><ul><li>Promote or showcase Unitarian and Universalist values </li></ul></ul><ul><ul><li>Assist non-Unitarians to connect with our Unitarian and Universalist congregations </li></ul></ul><ul><ul><li>Enhance spiritual growth and development of members who serve as Lay Chaplains </li></ul></ul>
    5. 5. The Program is Not About… <ul><li>A free-lance business </li></ul><ul><li>Augmenting the operating budget </li></ul><ul><li>Providing counselling </li></ul><ul><li>Providing “ministerial” leadership in a congregation </li></ul>
    6. 6. Relationship to Their Congregation <ul><li>Accountable to congregation through the Board </li></ul><ul><li>Supervised by congregation’s Lay Chaplaincy Committee (or Board, in a small congregation) </li></ul><ul><li>Consult with minister(s) and staff to ensure coordination of activities and events </li></ul>
    7. 7. Purpose <ul><li>Lay Chaplains prepare and lead “rites of passage” (e.g., weddings, funerals and memorial services, child dedication services, etc.) </li></ul><ul><li>For the general public and, in congregations without ministers, for members of the congregation </li></ul><ul><li>Following CUC guidelines and policies and congregational policy and guidelines </li></ul>
    8. 8. Lay Chaplain <ul><li>The term ‘chaplain’ was selected in 1970 </li></ul><ul><li>In 2001, the term was changed to LAY CHAPLAIN to differentiate from hospital, prison chaplains whose role is very different </li></ul><ul><li>The terms ‘celebrant’ and ‘officiant’ were considered </li></ul>
    9. 9. <ul><li>Lay Chaplain/Celebrant: </li></ul><ul><ul><li>That the name ‘Chaplain’ be replaced with ‘Lay Chaplain’ in English and ‘Célébrant/ Célébrante’ in French. </li></ul></ul>Recommendation…
    10. 10. Lay Chaplain <ul><li>All lay chaplains must be approved and do training, even if they do not require registration for performing marriages </li></ul><ul><li>As soon as the congregation and CUC approves, the individual is a lay chaplain, although they cannot perform weddings until approval from provincial authority </li></ul>
    11. 11. Lay Chaplains must: <ul><li>Be members (some congregations have minimum length of time ranging from 1 to 5 years) </li></ul><ul><li>Have access to a car and hold a driver’s licence (or other reliable transportation) </li></ul><ul><li>Be able to work evenings and weekends </li></ul><ul><li>Have considerable time available – sometimes on short notice </li></ul>
    12. 12. Lay Chaplains must: <ul><li>Adhere to the code of practice </li></ul>
    13. 13. Lay Chaplains Must Be: <ul><li>Committed to and able to articulate our faith </li></ul><ul><li>Mature and able to cope in challenging situations </li></ul><ul><li>Able to communicate easily with empathy, helpfulness and concern </li></ul><ul><li>Effective public speakers </li></ul><ul><li>Able to favourably represent the congregation and our religion through appearance and conduct </li></ul>
    14. 14. Responsibilities <ul><li>Provide information on rites of passage in the Unitarian and/or UU tradition </li></ul><ul><li>Arrange for and conduct rehearsals of wedding services </li></ul><ul><li>Assist in the musical arrangements for services if required </li></ul><ul><li>Ensure arrangements are well coordinated </li></ul>
    15. 15. Responsibilities <ul><li>Officiate at rites of passage (weddings, funerals and memorial services, child dedication services) </li></ul><ul><li>Ensure the integrity and security of the congregation’s premises </li></ul>
    16. 16. Recommendation… <ul><li>Lay chaplains only perform ceremonies which are considered suitable and with which they are comfortable. </li></ul>
    17. 17. Registrations and Reporting <ul><li>Provide the necessary data to meet the reporting requirements of the congregation’s Board of Trustees, the Treasurer and the Lay Chaplaincy Committee </li></ul><ul><li>Ensure the legal requirements for registration of marriage are met </li></ul><ul><li>Maintain a register (when required) and records of services, fees and expenses </li></ul>
    18. 18. Marriage Act <ul><li>Each jurisdiction has a separate Marriage Act </li></ul><ul><li>Lay Chaplains and Congregational Lay Chaplaincy Committees need to be familiar with the content of the Act </li></ul><ul><li>Monitor for changes with regard to officiant qualifications, eligibility for marriage, record keeping, etc. and publicize to other congregations and colleagues in your jurisdiction </li></ul>
    19. 19. Requests for Service <ul><li>Each congregation should establish how requests are received and recorded </li></ul><ul><li>Records could include: </li></ul><ul><ul><li>how the caller learned about the program </li></ul></ul><ul><ul><li>information-only inquiries and cancellations </li></ul></ul><ul><li>The statistics will be useful in evaluating many elements of the program, including workload and promotion </li></ul><ul><li>Note: Toronto First has an online form </li></ul>
    20. 20. Reporting and Record Keeping <ul><li>Annual or other reports required by the congregation and the CUC </li></ul><ul><li>Marriage Act requires Lay Chaplains to maintain register(s) of all marriages performed </li></ul><ul><li>These registers are legal documents, and failure to maintain them can result in serious consequences </li></ul>
    21. 21. Congregational Administrative Support <ul><li>Lay Chaplains are often provided with daytime and after-hour access to the congregation’s office and meeting spaces, computers, telephone, photocopier and fax machines, postage and stationery supplies </li></ul>
    22. 22. Confirmed Ceremonies <ul><li>Lay Chaplains should provide a current listing of their confirmed ceremonies, including: </li></ul><ul><ul><li>Type, date, place and time of the ceremony </li></ul></ul><ul><ul><li>Names, addresses and contact numbers of key persons involved </li></ul></ul><ul><ul><li>Name, address, contact person and telephone number of the venue </li></ul></ul>
    23. 23. Emergency Backup <ul><li>In the event of illness or extreme emergency, it is good practice, public relations, and protects corporate and individual liability if you have emergency backup plans </li></ul><ul><li>This includes: </li></ul><ul><ul><li>CUC has always recommended at least TWO Lay Chaplains, even if the number of services is small </li></ul></ul>
    24. 24. Contacts <ul><li>Maintain a list of the names and contact numbers of other area Lay Chaplains and professional ministers </li></ul><ul><li>Available in the CUC Directory – just ask [email_address] </li></ul>
    25. 25. Officiating at Funerals, Memorial Services, and Child Dedications <ul><li>Whenever someone is officiating as a Unitarian Lay Chaplain, they must be registered with the CUC and subject to all other guidelines </li></ul><ul><li>Legally, anyone reaching the age of majority may officiate </li></ul>
    26. 26. Counselling and Consulting <ul><li>Support and encouragement are integral to consulting </li></ul>
    27. 27. Counselling and Consulting <ul><li>The contract should state that lay chaplains do not engage in counselling beyond consulting on rites of passage, even if qualified </li></ul><ul><li>The training program covers the distinction between counselling and consulting </li></ul>
    28. 28. Consulting is Necessary <ul><li>But restricted to making arrangements for a meaningful and dignified ceremony and allowing for the informed understanding and participation of those involved </li></ul>
    29. 29. To Give Support During Grief Need Not Involve Counselling <ul><li>Be a good listener and deal with matters that involve only preparing for the service </li></ul>
    30. 30. Information and Training <ul><li>Dealing with grief is addressed in Lay Chaplaincy training </li></ul><ul><li>Most funeral homes have information about grief counselling </li></ul>
    31. 31. Congregational Polity <ul><li>Each congregation is independent and responsible for managing its own affairs </li></ul><ul><li>The CUC is an association of congregations; its purpose is to support those congregations </li></ul><ul><li>CUC must ensure its members are acting consistently within their obligations, legal and otherwise </li></ul><ul><li>It must ensure that congregations are responsibly working with governmental authorities </li></ul>
    32. 32. Congregational Lay Chaplaincy Committee <ul><li>Appoints, renews, reviews and removes (if necessary) its lay chaplains (only congregations can recommend lay chaplains to the CUC) </li></ul><ul><li>Ensures lay chaplains reflect Unitarian principles in their contacts with the public </li></ul><ul><li>Communicates with the CUC’s Lay Chaplaincy Committee </li></ul><ul><li>Note: In a small congregation, the Board may take on this role. </li></ul>
    33. 33. Congregational Lay Chaplaincy Committee <ul><li>Should include: </li></ul><ul><li>People with knowledge of the program </li></ul><ul><li>Leaders in the congregation </li></ul><ul><li>Former lay chaplains, board members, retired ministers </li></ul><ul><li>The professional minister </li></ul>
    34. 34. Recommendation 3.7 <ul><li>3.7 That [professional] ministers serve on the congregation’s [lay] chaplaincy committee and provide quality assurance, training and advice to chaplains within their own congregations and, where feasible, assist in these roles with chaplains in neighbouring congregations with no minister. </li></ul>
    35. 35. Congregational Lay Chaplaincy Committee <ul><li>Provides support, consultation and a forum for working through performance issues </li></ul><ul><li>Ensures training opportunities are available </li></ul><ul><li>Speaks for lay chaplaincy program to board or congregation </li></ul><ul><li>Recruits, selects, ensures quality services, training, evaluation and outreach </li></ul>
    36. 36. CUC LCC Responsibilities <ul><li>Approve or decline applications for registration </li></ul><ul><li>Administer training </li></ul><ul><li>Provide support for strategic planning </li></ul><ul><li>Administer the fees collected by CUC from rites of passage </li></ul>
    37. 37. Role of the Minister <ul><li>The minister is the person best equipped to evaluate the quality of rites of passage </li></ul><ul><li>Assures the highest quality of rites of passage </li></ul><ul><li>Usually the primary resource and consultant to the Lay Chaplains </li></ul><ul><li>Provides training, support, and mentorship </li></ul><ul><li>The congregational committee shares this role </li></ul>
    38. 38. <ul><li>The minister should be </li></ul><ul><li>Consulted at evaluation time </li></ul><ul><li>Available to answer questions and consult with Lay Chaplains concerning difficult situations </li></ul>Role of the Minister
    39. 39. Lay Chaplains’ Support to the Minister <ul><li>Lay Chaplains may, if asked by the minister, perform rites that the minister is unable to do </li></ul><ul><li>They may, on request, provide congregational rites of passage </li></ul><ul><li>They may share their experience as Lay Chaplains with the congregation in various ways </li></ul>
    40. 40. <ul><li>That ministerial students not be appointed as lay chaplains. </li></ul><ul><li>[Student and intern ministers may be approved for registration to perform marriages through the CUC Executive Director on request of congregation board and parish minister.] </li></ul>Recommendation…
    41. 41. <ul><li>Congregations have clearly defined policies on allocation of rites between [professional] minister and lay chaplains and among lay chaplains [and contracts with ministerial students or interns clarifying rotations and supervision]. </li></ul>Recommendation…
    42. 42. Model Lay Chaplaincy Contract <ul><li>A Model Contract may be printed from </li></ul><ul><li>Revise to suit the needs of your congregation </li></ul><ul><li>Forward a copy of the contract to the CUC </li></ul><ul><li>A copy of the Model Lay Chaplaincy Contract is in the CUC Congregational Lay Chaplaincy manual </li></ul>
    43. 43. Application, Selection, Appointment and Licensing <ul><li>The CUC’s Manual provides suggestions to help congregations recruit and select their Lay Chaplains, an application form and a memo that explains the procedures </li></ul><ul><li>The application form is also at </li></ul>
    44. 44. Appointment Procedure <ul><li>Lay Chaplains, appointed or elected, are responsible to the Board of Trustees and the Lay Chaplaincy Committee in their congregation, and are registered with their congregation’s provincial government by the Canadian Unitarian Council (or by congregation in PEI, Quebec and Nova Scotia) </li></ul>
    45. 45. Term of Appointment <ul><li>Lay Chaplains serve a maximum 6-year term, affirmed annually by the congregation </li></ul><ul><li>If, following a vigorous search, the congregation’s Lay Chaplaincy committee is unable to find a suitable candidate, a term may be extended annually with the approval of the CUC Lay Chaplaincy Committee </li></ul>
    46. 46. Why Maximum Terms? <ul><li>Many members will get opportunity to serve the congregation and have personal growth </li></ul><ul><li>Prevent the Lay Chaplaincy position from becoming an income source for the individual </li></ul><ul><li>Clarify that the designation does not belong to an individual and that the appointment is temporary </li></ul>
    47. 47. Registration for Performing Marriages <ul><li>CUC applies to provincial authorities </li></ul><ul><li>Executive Director signs as “Ecclesiastical Authority” </li></ul><ul><li>In Nova Scotia, PEI and Quebec, congregations may apply directly </li></ul>
    48. 48. Fees for Service <ul><li>Congregation’s committee should establish and annually review the fees </li></ul><ul><li>Consider past congregational practice and contributions to the congregation’s overhead, the CUC’s Lay Chaplaincy training fund, travel allowances, etc., in addition to the Lay Chaplain’s honoraria. </li></ul>
    49. 49. Evaluation <ul><li>Purpose: </li></ul><ul><li>Maintain the quality of service </li></ul><ul><li>Resolve any problems quickly </li></ul><ul><li>Highlight strengths and identify growth points </li></ul><ul><li>Provide support and recognition </li></ul>
    50. 50. <ul><li>Evaluation be performed annually by the congregation’s committee. </li></ul><ul><li>[Sample evaluation process available from [email_address] and on website] </li></ul>Recommendation…
    51. 51. Complaints <ul><li>The Congregational LCCommittee may: </li></ul><ul><li>Determine that no further action is needed </li></ul><ul><li>Try to resolve the complaint informally </li></ul><ul><li>Refer the complaint to their Board </li></ul><ul><li>With the knowledge of the congregation’s Board, refer the complaint to the CUC’s Lay Chaplaincy Committee for further investigation and recommendation </li></ul>
    52. 52. Recommendations 3.9(a) & (b) <ul><li>3.9(a) That congregations develop complaint and dispute resolution procedures. </li></ul><ul><li>3.9(b) That the CUC Board adopt the complaint resolution process in Appendix 6 of this report. </li></ul>
    53. 53. Recommendations May Include: <ul><li>Dismissal of the complaint </li></ul><ul><li>A written caution or reprimand </li></ul><ul><li>A suspension of Lay Chaplaincy privileges </li></ul><ul><li>A revocation of Lay Chaplaincy privileges </li></ul><ul><li>A continuation of privileges on condition </li></ul><ul><li>Direction for further training </li></ul><ul><li>Any combination of the above or </li></ul><ul><li>Such other action as appropriate and necessary </li></ul>
    54. 54. <ul><li>CUC develop guidelines which include the number of rites of passage requested, the extent of the territory served, the variety of religions and languages normally dealt with, and the availability of suitable candidates for training as factors to be considered in determining the number of [lay] chaplains needed by a particular congregation. </li></ul>Recommendation…
    55. 55. CUC Training <ul><li>Lay Chaplains are expected to successfully complete “basic training” – Designing & Leading Rites of Passage </li></ul><ul><li>Regular enrichment training sessions when time and cost are reasonable (Memorials, Voice Work, Retreat) </li></ul><ul><li>Experienced Lay Chaplains are expected to contribute to the training program </li></ul>
    56. 56. Community Training <ul><li>Education given by funeral homes for conducting memorial services </li></ul><ul><li>Courses on the meaning of ritual given by universities and colleges </li></ul>
    57. 57. A Lay Chaplain Is Expected To: <ul><li>Attend and successfully complete a CUC sponsored training workshop prior to application, if possible </li></ul><ul><li>As a Lay Chaplain-in-training, be mentored by experienced Lay Chaplains and, if available, a minister </li></ul><ul><li>Attend regular enrichment training sessions </li></ul>
    58. 58. <ul><li>CUC develop training and ensure training is offered when and where required. </li></ul><ul><li>Update: </li></ul><ul><ul><li>Weekend sessions </li></ul></ul><ul><ul><li>CUC Annual Conference & Meeting </li></ul></ul><ul><ul><li>Full day sessions and modules </li></ul></ul><ul><ul><li>On request </li></ul></ul><ul><ul><li>Interested in hosting? Contact [email_address] </li></ul></ul><ul><ul><li>3 months minimum notice needed </li></ul></ul>Recommendation…
    59. 59. A Lay Chaplain Is Expected To: <ul><li>Attend and participate in congregation’s Lay Chaplaincy Committee meetings and activities </li></ul><ul><li>Have an evaluation on a yearly basis by the congregational Lay Chaplaincy Committee/ Board of Trustees </li></ul><ul><li>CUC recommends a “lay chaplain in training” program </li></ul>
    60. 60. <ul><li>Each congregation contribute a fixed amount [$10] to the CUC Lay Chaplaincy Training Fund from each fee-generating rite of passage </li></ul><ul><li>Used to create a training program and subsidize ongoing training </li></ul><ul><li>Congregations are encouraged to include funds in their budget designated to send current and potential [lay] chaplains to formal training workshops and to pay for resource materials </li></ul>Recommendation
    61. 61. Training Programs <ul><li>Fees submitted by congregations cover cost of travel expenses and honoraria to presenters </li></ul>
    62. 62. Basic Training <ul><li>“ Designing & Leading Rites of Passage” </li></ul><ul><li>CUC offers at least two per year </li></ul><ul><li>Friday night, all day Saturday, Sunday afternoon </li></ul>
    63. 63. Enrichment Training <ul><li>Weekend sessions on: </li></ul><ul><ul><li>The Challenging Memorial </li></ul></ul>
    64. 64. Enrichment Training <ul><li>Weekend sessions on: </li></ul><ul><ul><li>Right Relations </li></ul></ul><ul><li>Full day or modules on a variety of topics </li></ul>
    65. 65. Enrichment Training <ul><li>Friday before CUC Annual Conference and Meeting (2 or 3 modules) </li></ul><ul><li>At least one enrichment training session in each of the four regions per year </li></ul>
    66. 66. Hosting Training <ul><li>We can bring it to your congregation! </li></ul>
    67. 67. CUC Lay Chaplaincy Committee (LCC) <ul><li>Implements the Lay Chaplaincy program and related policies </li></ul><ul><li>Is accountable to the Executive Director </li></ul><ul><li>Ensures communication among various parties </li></ul>
    68. 68. CUC Lay Chaplaincy Committees Support <ul><li>The CUC Committees responds to questions and offers support </li></ul><ul><li>Each CUC LCC member has regular contact with 4 to 6 congregations </li></ul>
    69. 69. CUC Lay Chaplaincy Committees <ul><li>CUC LCC - WEST </li></ul><ul><li>Joy Silver </li></ul><ul><li>Elizabeth McGugan </li></ul><ul><li>Melynda Okulitch </li></ul><ul><li>Meredith Simon </li></ul><ul><li>Trish McGowan </li></ul><ul><li>Julie Stoneberg </li></ul>CUC LCC - EAST Anne Leslie Carole Martignacco Nancy Kasper Yvonne Greig John Mayer Margo Rivera
    70. 70. CUC Task Force on (Lay) Chaplaincy <ul><li>1998: CUC Board decided to review the chaplaincy program </li></ul><ul><li>1999: Task Force struck </li></ul><ul><li>2000-01: Published report and recommendations </li></ul><ul><li>May 2001 Annual Meeting in Montreal adopted these recommendations as resolutions </li></ul>
    71. 71. CUC Lay Chaplaincy Recommendations Review Implementation Task Force <ul><li>John Hopewell, Chair </li></ul><ul><li>Joy Silver, CUC LCC </li></ul><ul><li>Anne Leslie, CUULCA </li></ul><ul><li>Rev. Debra Faulk, UUMOC </li></ul><ul><li>Rev. Katie Stein Sather, CUC Board </li></ul>
    72. 72. CUC Task Force on (Lay) Chaplaincy <ul><li>Mandate </li></ul><ul><li>Update </li></ul>
    73. 73. Promotion, Marketing and Advertising <ul><li>CUC provides a training module on outreach </li></ul><ul><li>Brochures available from CUC for adaptation </li></ul><ul><li>Materials now being shared through email groups and “wiki” </li></ul>
    74. 74. Promotion, Marketing and Advertising <ul><li>Website Tips </li></ul>
    75. 75. Promotion, Marketing and Advertising <ul><li> </li></ul>
    76. 76. Email Groups <ul><li>cuc-lay-chaplaincy-news </li></ul><ul><ul><li>1 or 2 messages per month about training, policies and other events </li></ul></ul><ul><li>regional discussion email groups, e.g. </li></ul>
    77. 77. Wiki <ul><li>A do-it-yourself website </li></ul><ul><ul><li>For lay chaplains and LCC members to share resources. </li></ul></ul><ul><li> </li></ul>
    78. 78. Questions? <ul><li>[email_address] </li></ul><ul><li>1 - 888 - 568 - 5723 </li></ul><ul><li>or </li></ul><ul><li>416 - 489 – 4121/604-264-0088 </li></ul><ul><li> </li></ul>