Frequently Asked Questions

Youth


FAQs - Pastoral Relations
An occasional newsletter of *Frequently Asked Questions* in the area of Pastoral Relations … As we prepare our Annual Reports and Church Directories we have questions about the privacy act. How does it affect the information circulated within the congregation? The final phase of the Personal Information Protection and Electronic Documents Act commonly referred to as PIPEDA came into effect January 2004. The Act applies to The United Church of Canada and as a result we are obliged to implement its provisions. Essentially, the Act gives individuals a right to privacy in the collection, use and disclosure of their personal information. The United Church established a Working Group at the General Council Office and they have developed policy for the United Church. The Privacy Working Group sent out a Privacy Bulletin and an FAQ on March 3, 2004 to each pastoral charge. This FAQ answers specific questions around the Privacy Act and how it impacts your activities in the pastoral charge. If you do not have a copy of the Privacy bulletin and FAQ please call the Conference Office at 1-888-759-2444 and we will see that you get a copy. We’ve been told that the M&P committee should do an Annual Review of the Ministry Personnel and employees of the pastoral charge. Why do we have to do this? The Handbook for Ministry and Personnel Committees recommends that an Annual Review be part of the ongoing work of the M&P committee. It states in the Handbook, “Feedback is important for all of us in the work that we do. Helpful feedback occurs in a climate of openness and trust. The Annual Review is a process by which feedback can be gathered and shared in a positive and constructive manner. It is the responsibility of the Ministry and Personnel Committee to design and conduct the Annual Review in a way which will foster positive and constructive results.” What does the Annual Review entail? You should consult with Ministry Personnel and Staff and reach agreement on the evaluation tool you will be using. Your review will focus on the way the work has related to and reflected the mission and goals of the Pastoral Charge as defined in your Joint Needs Assessment and or Mission Statement. How do we solicit the feedback to share with our minister and employees? Can we take a congregational survey? A survey is not a good way to gain the information. The review is not a popularity contest. The review should focus on the inter-relationships between the Ministry Personnel and staff members themselves and the groups and persons to whom they relate in the course of their activities and ministry. You could talk with the committees and individuals that relate most closely to the Ministry Personnel and Staff members. Any information gathered is reviewed by the M&P committee with the Ministry Personnel and Staff members in a conversation that will not be overheard or interrupted. As always in this work confidentiality is very important. What if we have recommendations as a result of the review? Matters may surface and you may as an M&P committee have recommendations to make. These should be fully discussed with all parties concerned before reporting to the Official Board or Church Council. Every effort should be made to reach a common understanding. Recommendations should be recorded. They are most helpful when they are specific and they have clear guidelines regarding expectations.

FAQs - Pastoral Relations

An occasional newsletter of Frequently Asked Questions in the area of Pastoral Relations …

As we prepare our Annual Reports and Church Directories we have questions about the privacy act. How does it affect the information circulated within the congregation?

The final phase of the Personal Information Protection and Electronic Documents Act commonly referred to as PIPEDA came into effect January 2004. The Act applies to The United Church of Canada and as a result we are obliged to implement its provisions. Essentially, the Act gives individuals a right to privacy in the collection, use and disclosure of their personal information. The United Church established a Working Group at the General Council Office and they have developed policy for the United Church. The Privacy Working Group sent out a Privacy Bulletin and an FAQ on March 3, 2004 to each pastoral charge. This FAQ answers specific questions around the Privacy Act and how it impacts your activities in the pastoral charge. If you do not have a copy of the Privacy bulletin and FAQ please call the Conference Office at 1-888-759-2444 and we will see that you get a copy.

We’ve been told that the M&P committee should do an Annual Review of the Ministry Personnel and employees of the pastoral charge. Why do we have to do this?

The Handbook for Ministry and Personnel Committees recommends that an Annual Review be part of the ongoing work of the M&P committee. It states in the Handbook, “Feedback is important for all of us in the work that we do. Helpful feedback occurs in a climate of openness and trust. The Annual Review is a process by which feedback can be gathered and shared in a positive and constructive manner. It is the responsibility of the Ministry and Personnel Committee to design and conduct the Annual Review in a way which will foster positive and constructive results.”

What does the Annual Review entail?

You should consult with Ministry Personnel and Staff and reach agreement on the evaluation tool you will be using. Your review will focus on the way the work has related to and reflected the mission and goals of the Pastoral Charge as defined in your Joint Needs Assessment and or Mission Statement.

How do we solicit the feedback to share with our minister and employees? Can we take a congregational survey?

A survey is not a good way to gain the information. The review is not a popularity contest. The review should focus on the inter-relationships between the Ministry Personnel and staff members themselves and the groups and persons to whom they relate in the course of their activities and ministry. You could talk with the committees and individuals that relate most closely to the Ministry Personnel and Staff members. Any information gathered is reviewed by the M&P committee with the Ministry Personnel and Staff members in a conversation that will not be overheard or interrupted. As always in this work confidentiality is very important.

What if we have recommendations as a result of the review?

Matters may surface and you may as an M&P committee have recommendations to make. These should be fully discussed with all parties concerned before reporting to the Official Board or Church Council. Every effort should be made to reach a common understanding. Recommendations should be recorded. They are most helpful when they are specific and they have clear guidelines regarding expectations.