cuc lay chaplaincy program

CUCCUCLAY CHAPLAINCYLAY CHAPLAINCY

PROGRAMPROGRAM

Mission Statement

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.

Origin• Started in 1971

• Few ministers in Canada

• Requests from other fellowshipsrequiring significant travel time

Registration for Performing Marriages

• CUC applies to provincial authorities

• Executive Director signs as “Ecclesiastical Authority”

• In Nova Scotia, PEI and Quebec, congregations may apply directly

Lay Chaplain• The term ‘chaplain’ was selected

in1970

• In 2001, the term was changed toLAY CHAPLAIN to differentiate from hospital, prison chaplains whose role is very different

• The terms ‘celebrant’ and ‘officiant’ were considered

Lay Chaplain• All lay chaplains must be approved and

do training, even if they do not require registration for performing marriages

• As soon as the congregation and CUC approves, the individual is a lay chaplain, although they cannot perform weddings until approval from provincial authority

Purposes• Provide quality rites of passage:–Promote or showcase

Unitarian and Universalistvalues

–Assist non-Unitarians to connect with our Unitarian and Universalist congregations

– Enhance spiritual growth and development of members who serve as Lay Chaplains

The Program is Not About…

• A free-lance business

• Augmenting the operating budget

• Providing counselling

• Providing “ministerial” leadership in a congregation

CUC Task Force on (Lay) Chaplaincy• 1998: CUC Board decided to

review the chaplaincy program

• 1999: Task Force struck

• 2000-01: Published report andrecommendations

• May 2001 Annual Meeting inMontreal adopted theserecommendations as resolutions

Purpose• Lay Chaplains prepare and lead “rites

ofpassage” (e.g., weddings, funerals and memorial services, child dedication services, etc.)

• For the general public and, in congregations without ministers, for members of the congregation

• Following CUC guidelines and policies and congregational policy and guidelines

Relationship to Their Congregation• Accountable to congregation through

the Board

• Supervised by congregation’s Lay Chaplaincy Committee (or Board, in a small congregation)

• Consult with minister(s) andstaff to ensure coordinationof activities and events

QualificationsLay Chaplains must:• Be members (some congregations have

minimum length of time ranging from 1 to 5 years)

• Have access to a car and hold a driver’slicence (or other reliable transportation)

• Be able to work evenings and weekends• Have considerable time available –

sometimes on short notice• Adhere to the code of practice

Lay Chaplains Must Be: • Committed to and able to

articulate our faith• Mature and able to cope in

challenging situations• Able to communicate easily

with empathy, helpfulness and concern

• Effective public speakers

• Able to favourably represent the congregation and our religion through appearance and conduct

CUC Training• Lay Chaplains are expected to

successfully complete “basic training” – Designing & Leading Rites of Passage

• Regular enrichment training sessions when time and cost are reasonable (Memorials, Voice Work, Retreat)

• Experienced Lay Chaplains are expected to contribute to the training program

Specific Responsibilities

• Provide information on rites of passage in the Unitarian and/or UU tradition

• Arrange for and conduct rehearsals of wedding services

• Assist in the musical arrangements for services if required

• Ensure arrangements are well coordinated

Specific Responsibilities• Officiate at rites of

passage (weddings, funerals and memorial services, child dedication services)

• Ensure the integrity and security of the congregation’s premises

Registrations and Reporting

• Provide the necessarydata to meet thereporting requirementsof the congregation’sBoard of Trustees, the Treasurer and the Lay Chaplaincy Committee

• Ensure the legal requirements for registration of marriage

• Maintain the civil register and a record of services, fees and expenses

Application, Selection, Appointment and Licensing• The CUC’s Manual

provides suggestions to help congregations recruit and select heir Lay Chaplains, an application form and a memo that explains the procedures

• The application form is also at www.cuc.ca

Term of Appointment• Lay Chaplains serve a maximum

6-year term, affirmed annually bythe congregation

• 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

Why Maximum Terms?• Many members will get opportunity

to serve the congregation and have personal growth

• Prevent the Lay Chaplaincy position from becoming an income source for the individual

• Clarify that the designation does not belong to an individual and that the appointment is temporary

Counselling and Consulting• Support and encouragement are integral

to consulting

• The contract should state that lay chaplains do not engage in counselling beyond consulting on rites of passage, even if qualified

• The training program covers the distinction between counselling and consulting

Consulting is Necessary

• Restrict to the subject matter of making arrangements for a dignified ceremonyand allowing for the informed understanding and participation of those involved

To Give Support During Grief Need Not Involve Counselling• Be a good listener and deal with

matters that involve only preparing for the service

• Dealing with grief isaddressed in LayChaplaincy training

• Most funeral homeshave informationabout grief counselling

Model Lay Chaplaincy Contract• A Model Contract may be printed from

www.cuc.ca

• Revise to suit the needs of your congregation

• Forward a copy of the contract to the CUC

• A copy of the Model Lay Chaplaincy Contract is in the CUC Congregational Lay Chaplaincy manual

Congregational Polity• Each congregation is independent and

responsible for managing its own affairs• The CUC is an association of

congregations; its purpose is to support those congregations

• CUC must ensure its members are acting consistently within their obligations, legal and otherwise

• It must ensure that congregations are responsibly working with governmental authorities

Congregational Lay Chaplaincy Committee• Appoints, renews, reviews and removes (if

necessary) its lay chaplains (only congregations can recommend lay chaplains to the CUC)

• Ensures lay chaplains reflect Unitarian principles in their contacts with the public

• Communicates with the CUC’s Lay Chaplaincy Committee

Note: In a small congregation, the Board may take on this role.

Congregational Lay Chaplaincy Committee

Should include:• People with knowledge of the

program• Leaders in the congregation• Former lay chaplains, board

members,retired ministers

• The professional minister

Congregational Lay Chaplaincy Committee• Provides support, consultation and a forum

for working through performance issues • Ensures training opportunities are available• Speaks for lay chaplaincy program to board

or congregation• Recruits, selects, ensures quality services,

training, evaluation and outreach

CUC Lay Chaplaincy Committee Support

• The CUC Committee responds to questions and offers support

• Each CUC LCC member has regular contact with 4 to 6 congregations

Role of the Minister• The minister is the person best equipped

to evaluate the quality of rites of passage

• Assures the highest quality of rites of passage

• Usually the primary resource and consultantto the Lay Chaplains

• Provides training, support, and mentorship

• The congregational committee shares this role

The minister should be • Consulted at evaluation

time• Available to answer

questions and consult with Lay Chaplains concerning difficult situations

Role of the Minister

Lay Chaplains’ Support to the Minister• Lay Chaplains may, if asked by the

minister, perform rites that the minister is unable to do

• They may, on request, provide congregational rites of passage

• They may share their experience as Lay Chaplains with the congregation in various ways

Community Lay Chaplaincy Support

• Education given by funeral homes for conducting memorial services

• Courses on the meaning of ritual given by universities and colleges

• CUC offers about 8 workshops per year

Training Programs• Fees submitted by congregations cover

cost of travel expenses and honoraria to presenters

CUC Lay Chaplaincy Committee (LCC)

• Implements the LayChaplaincy program and related policies

• Is accountable to the ExecutiveDirector

• Ensures communication among various parties

Responsibilities• Approve or decline applications

for registration• Administer training• Provide support for strategic

planning• Administer the fees collected by

CUC from rites of passage

Evaluation

Purpose: • Maintain the quality of service• Resolve any problems quickly• Highlight strengths and

identifygrowth points

• Provide support and recognition

Complaints

The Congregational LCCommittee may:• Determine that no further action is

needed• Try to resolve the complaint informally• Refer the complaint to their Board • With the knowledge of the

congregation’s Board, refer the complaint to the CUC’s Lay Chaplaincy Committee for further investigation and recommendation

Recommendations May Include:• Dismissal of the complaint• A written caution or reprimand• A suspension of Lay Chaplaincy privileges• A revocation of Lay Chaplaincy privileges• A continuation of privileges on condition• Direction for further training• Any combination of the above or• Such other action as appropriate and

necessary

Promotion, Marketing and Advertising• CUC provides a training module on

outreach

• Brochures available from CUC for adaptation

• Materials now beingshared through emailgroups and “wiki”

Marriage Act• Each jurisdiction has a separate

Marriage Act• Lay Chaplains and Congregational Lay

Chaplaincy Committees need to be familiar with the content of the Act

• Monitor for changes with regard to officiant qualifications, eligibility for marriage, record keeping, etc. and publicize to other congregations and colleagues in your jurisdiction

Officiating at Funerals, Memorial Services, and Child Dedications

• Whenever someone isofficiating as a UnitarianLay Chaplain, they mustbe registered with theCUC and subject to allother guidelines

• Legally, anyone reaching the age of majority may officiate

Congregational Administrative Support• Lay Chaplains are often provided

with daytime and after-hour accessto the congregation’s office andmeeting spaces, computers,telephone, photocopier and faxmachines, postage and stationerysupplies

Fees for Service• Congregation’s committee should

establish and annually review the fees

• 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.

Requests for Service• Each congregation should establish how

requests are received and recorded• Include how the caller learned about the

program• Also record information-only inquiries

and cancellations• The statistics will be useful in evaluating

many elements of the program, including workload and promotion

• Note: Toronto First has an online form

Reporting and Record Keeping• Annual or other reports required by

the congregation and the CUC

• Marriage Act requires Lay Chaplains to maintain register(s) of all marriages performed

• These registers are legal documents, and failure to maintain them can result in serious consequences

Emergency Backup• Illness or extreme emergency

• Good practice, public relations,corporate and individual liability

• CUC has always recommended at least TWO Lay Chaplains, even if the number of services is small

Confirmed Ceremonies• Lay Chaplains should provide a current

listing of their confirmed ceremonies, including: – Type, date, place and time of the

ceremony–Names, addresses and contact

numbers of key persons involved–Name, address, contact person and

telephone number of the venue

Contacts

• Maintain a list of the names and contact numbers of other area Lay Chaplains and professional ministers

• Available in the CUC Directory – just ask phil@cuc.ca

Recommendation 3.7

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.

Recommendations 3.9(a) & (b)

3.9(a) That congregations develop complaint and dispute resolution procedures.

3.9(b) That the CUC Board adopt the complaint resolution process in Appendix 6 of this report.

Lay Chaplain/Celebrant:

That the name ‘Chaplain’ bereplaced with ‘Lay Chaplain’ inEnglish and ‘Célébrant/ Célébrante’ in French.

Recommendation…

Recommendation…

Lay chaplains only perform ceremonies which would be considered suitable and permitted on the congregation’s own premises.

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.

Recommendation…

That ministerial students not beappointed as lay chaplains.

[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.]

Recommendation…

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].

Recommendation…

Evaluation be performed annually by the congregation’s committee.

[Sample evaluation process available from lcc@cuc.ca and on website]

Recommendation…

CUC develop training and ensure training is offered when and where required. Update:

- Weekend sessions- CUC Annual Conference & Meeting- Full day sessions and modules- On request- Interested in hosting? Contact

lcc@cuc.ca - 3 months minimum notice needed

Recommendation…

•Each congregation contribute a fixed amount [$10] to the CUC Lay Chaplaincy Training Fund from each fee-generating rite of passage

•Used to create a training program and subsidize ongoing training

•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

Recommendation…

Appointment Procedure• 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)

A Lay Chaplain Is Expected To:• Attend and successfully complete a

CUC sponsored training workshop prior to application, if possible

• As a Lay Chaplain-in-training, be mentored by experienced Lay Chaplains and, if available, a minister

• Attend regular enrichment training sessions

A Lay Chaplain Is Expected To:• Attend and participate in

congregation’s Lay Chaplaincy Committee meetings and activities

• Have an evaluation on a yearly basis by the congregation’s Chaplaincy Committee/ Board of Trustees

• CUC recommends a “lay chaplain in training” program

CUC Lay Chaplaincy Committee

CUC LCC - EASTAnne Leslie

Carole Martignacco

Nancy KasperYvonne GreigJohn Mayer

See www.cuc.ca Who’s Who for current Committee members

Email Groups• cuc-lay-chaplaincy-news–1 or 2 messages per month about

training, policies and other events

• regional discussion email groups, e.g.cuc-lay-chaplaincy-east@yahoogroups.com

Wiki

• A do-it-yourself website–For lay chaplains and LCC

members to share resources.

• http://ritesofpassage.pbwiki.com/

Basic Training

“Designing & Leading Rites of Passage”

• CUC offers at least two per year

• Friday night, all daySaturday, Sundayafternoon

Enrichment Training• Weekend sessions on:

– The Challenging Memorial– Right Relations

• Full day or modules on a variety of topics

• Friday before CUC Annual Conference and Meeting (2 or 3 modules)

• At least one enrichment training session in each of the four regions per year

Questions?lcc@cuc.ca

1 - 888 - 568 - 5723or

416 - 489 - 4121

www.cuc.ca/lay_chaplaincy