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UCV Adult Religious Education Manual – Short Version of 14

Unitarian Church of Vancouver

Adult Religious Education / Exploration Manual

ARE ManualShort Version

Image source: 199749173balancingbouldershttpwww.flickr.comphotospeternijenhuis.jpg

Contents (Revised 20150408)

1. ARE contact Information - committee members and UCV office staff ...............................................22. ARE Committee Terms of Reference....................................................................................................33. ARE Policy and Procedure....................................................................................................................64. ARE Related Forms

Event Planning & Approval Form....................................................................................................8Page 1 Summary Page 2 UCV Event Service Request

Standard Contract Form...............................................................................................................10Political Activity Authorization Form.............................................................................................11The ARE Host Role........................................................................................................................12Yoga Waiver and Information Form..............................................................................................14

5. Related Policies & Procedures [See Full Version – 26 pages]

Filename: document.docx


UCV Sanctuary InteriorBanners design: Catherine Stewart

Banner mounts: Rob Taylor, Buildings & Grounds CommitteeBanners construction: Big Bold Beautiful Banner Company

Pulpit hanging: Partner Church, Brasov, RomaniaFlowers: UCV Sunday Flower Committee

Photo: Dianne Donaldson ©2014

Contact informationARE Committee members (1 Mar – 30 Sep 2015)

Chair: email Phone / textMary Bennett [email protected] 604-617-0142 MMembers: Cheryl Amundsen [email protected] 604-523-0123 HKeith Wilkinson [email protected] 604-838-5643 M

Rev Steven Epperson On sabbatical until Sep 2015

UCV Office StaffRavina Sangara [email protected] 604-261-7204Tara McNiven [email protected] 60r-261-7204


mailto:[email protected]






ADULT RELIGIOUS EDUCATION/EXPLORATION (ARE) COMMITTEE TERMS OF REFERENCE1. Policy

1.1. The Church sponsors adult education for members, adherents and the public in a manner that is consistent with the official purposes of the Church. [See the church Constitution for a statement of these official purposes.]

1.2. Under the current contract with the Church, the Parish Minister is accountable for directing the child, youth and adult religious education and exploration programs of the church. Accordingly, membership in all religious education/exploration committees of the Church must have the approval of the Parish Minister as well as the Board. These committees provide consultation and assistance to the Parish Minister in planning, implementing and evaluating the relevant religious education/exploration programs.

2. Goals 2.1. Provide advice to the Parish Minister on policy related to the Adult Religious

Education/Exploration (ARE) Program2.2. Provide advice to the Parish Minister on the implementation of the ARE Program.2.3. Provide coordination and support to specific programs.

3. Membership and Structure3.1. Selection and appointment of members - The chair or co-chairs shall be appointed by the

Board. Committee members shall be recruited and recommended to the Board by the Chair and Parish Minister. Committee members shall serve no more than 3 years.

3.2. Committee Roles – Committee roles include the following positions: Chair or Co-Chairs (to be appointed by the Board) Secretary (responsible for taking and distributing minutes of meetings) Members at large (up to 6) Parish Minister and Board President ex officio

3.3. Meetings - The committee shall meet at least 4 times a year. Consensus will be sought on key matters and issues. A majority decision will be used on less critical matters.

3.4. Sub-committees and task forces - From time to time, the Committee may establish sub-committees or project/work groups to plan and develop specific project activities or events.

4. Accountabilities The committee is accountable to the Board of the Unitarian Church of Vancouver for the following:

4.1. To support the Parish Minister in the development and implementation of a high quality adult religious education/exploration (ARE) program for the congregation;

4.2. To work in a collaborative manner with the Parish Minister and other Church groups in the planning and implementation of ARE program activities;

4.3. To provide input into an annual planning and program evaluation process.4.4. To provide input into the annual budget of the Adult Religious Education Program and to

review the expenditures of the program.4.5. To affirm and promote the Principles and Sources of the Canadian Unitarian Council and adhere

to the Covenant of Healthy Relations of the Unitarian Church of Vancouver in the work and process of the committee.

4.6. To review and recommend updating of the Committee’s terms of reference annually.



4.7. To oversee the planning and implementation of the ARE program during any extended absence of the Parish Minister.

4.8. To promote ARE events within and outside the congregation. Communication with the congregation shall take place through one or more of the following UCV Events (or other regular church print publications) Orders of Service UCV website Informational displays Brochures & flyers Official UCV social media accounts (e.g., Facebook, Twitter, chat-groups,)

4.9. To communicate with relevant committees, staff members and groups (e.g., Program Coordinating Council, Worship Services Committee, Congregational Administrator, Office Assistant, Music Assistant, Choir Director) and with the Board and membership about the Committee’s plans and activities. This shall be done through the circulation of Committee minutes and the preparation of an Annual Report of committee activities. Minutes are to be circulated to the Chair of Program Coordinating Council, the Board President, the Parish Minister and the Congregational Administrator. [See also the table of authorities and responsibilities below.]

5. Table of authorities & responsibilitiesFollowing are the authorities and responsibilities of the ARE Committee in key areas.

Area of authority & responsibility Recommends Is consulted regarding

Liaises with

Decides

Implementation of religious education program activities

X

ARE program promotion XARE curriculum XAnnual planning process XProgram evaluation process XAnnual budget and expenditures XARE Committee Terms of reference XUCV Worship Services Committee XUCV Membership Committee events XUCV social & arts planning groups XUCV alternative spiritual practice groups (meditation, circle dance...)

X

Implementation of special events X

6. Procedures 6.1. The Adult Religious Education/Exploration (ARE) Committee in conjunction with the Parish

Minister reviews and approves plans for all ARE classes, courses, programs and events.6.2. All classes, courses, programs and events (hereafter referred to as “programs”) approved,

sponsored or con-sponsored by the ARE committee shall be open to all interested Church members and adherents, subject to availability of seats. Programs may also be open to members of the wider community. [See Policy re Co-sponsorship of Events/Benefit Events.]

6.3. Fees charged for ARE programs will be credited to the Church’s ARE account to support current and future programming.



6.4. Program charges may be applied to cover the cost of materials or books provided by the group leader.

6.5. All persons interested in participating in a program are welcome regardless of their ability to pay fees. Fees will be adjusted or waived to ensure equal opportunity for participation.

6.6. When a program leader requests payment for services, participants must be aware that the fees are being charged to pay the program leader. Program leaders are responsible for declaring this as income and no income tax will be deducted nor will T4 slips be provided by the Church.

6.7. Historically, program leader who charge fees are requested to donate 10-20% of the income generated back to the church.

6.8. Participants must register for ARE programs through either the UCV Office or the program leader.

6.9. A record of fees collected will be maintained by the UCV office.

7. References and additional resources: UCV Constitution UCV Communications Policy & Procedures UCV Co-Sponsorship of Events and Benefit Events Policy & Procedures UCV Social Media Policy & Procedures West Shore Unitarian Church, Rocky River Ohio, Practicing a Unitarian Universalist Religious

Life (PUURL). [An ARE model serving mind, body, heart & spirit.]Available at: http://www.wsuuc.org/religious-education/practicing-uu-life.php


http://www.wsuuc.org/religious-education/practicing-uu-life.php


ADULT RELIGIOUS EDUCATION/EXPLORATION POLICY 1. Policy

1.3. The Church sponsors adult education for members, adherents and the public in a manner that is consistent with the official purposes of the Church. [See the Church Constitution for a statement of these official purposes.]

1.4. Under the current contract with the Church, the Parish Minister is accountable for directing the child, youth and adult religious education and exploration programs of the church. Accordingly, membership in all religious education committees of the Church must have the approval of the Parish Minister as well as the Board. These committees provide consultation and assistance to the Parish Minister, and to education staff and contractors in planning, implementing and evaluating the relevant religious education and religious exploration programs.

1.5. Multi-generational programs are encouraged.

2. Procedures 2.1. The Adult Religious Education/Exploration (ARE) Committee in conjunction with the Parish

Minister reviews and approves plans for all ARE classes, courses, programs and events.2.2. All classes, courses, programs and events (hereafter referred to as “programs”) approved by the

ARE committee shall be open to all interested Church members and adherents, subject to availability of seats. Programs may also be open to members of the wider community. Programs may also be approved for specific populations (e.g., men, women, those who meet specified pre-requisites, etc.) and shall be open to all who meet the specified criteria. [See Policy re Co-sponsorship of Events/Benefit Events.]

2.3. Fees received for ARE programs will be credited to the Church’s ARE account to support current and future programming.

2.4. Fees may be charged to cover the cost of instructor fees and instructional materials. 2.5. All persons interested in participating in a program are welcome regardless of their ability to pay

fees. Fees will be adjusted or waived to ensure equal opportunity for participation.2.6. Program planners complete a UCV Event Planning & Approval Form detailing the title, purpose,

dates, times, locations, leaders, budget (outlining expenses and revenues including fees), and submit the form to the ARE Committee or designated Committee member for approval prior to promoting the event.

2.7. After a program is approved, the ARE Committee ensures that a copy of the Event Planning & Approval Form is provided to the Office Assistant or Congregational Administrator to facilitate registration and payment processing.

2.8. When program leaders are to be paid, a UCV Standard Contract is approved and signed by the contractor and a representative of the ARE Committee and a copy provided to the Congregational Administrator. Contractors are responsible for declaring fee payments as income. No income tax will be deducted from their payment and no T4 slips will be issued by the church.

2.9. Donations made by contractors to the church will be processed like all other charitable donations.

2.10. Participants must register for ARE programs through either the UCV Office or the program leader. When registering through the program leader, receipts are issued by the leader and a copy is provided to the UCV office staff.

2.11. A record of fees collected will be maintained by the UCV office.



3. Internal References UCV Event Planning & Approval Form

[used for approvals and to facilitate effective administrative support] UCV Standard Contract

[used to facilitate effective administrative support] UCV Political Activity Authorization Form

[used to support mandatory CRA reporting and to protect charitable organization status]

UCV Communications Policy & Procedures [includes guidelines for sensitive topics] UCV Co-Sponsorship of Events and Benefit Events Policy & Procedures

[includes provisions regarding allowable political activities] UCV Social Media Policy & Procedures

[includes guidelines for UCV Facebook. Twitter, chat-groups, etc.]

UCV Constitution [includes statement of official church purposes]

4. Additional Resources West Shore Unitarian Church, Rocky River Ohio, Practicing a Unitarian Universalist Religious

Life (PUURL). [An ARE model serving mind, body, heart & spirit.]Available at: http://www.wsuuc.org/religious-education/practicing-uu-life.php


http://www.wsuuc.org/religious-education/practicing-uu-life.php


UCV Event Planning & Approval FormThis form is completed prior to all events, benefit events and ARE programs sponsored or co-sponsored by UCV and approved by an appropriate person. Upon completion, a copy is provided to UCV office staff to help them provide approved support. Please add explanatory material where necessary.

Title of Event: Purpose of Event:

*Attach program description and content of promotional material for approval.

Committee Sponsoring the Event:

Name of UCV Committee liaison for this event:

Phone: email:

Co-Sponsors (if any):

Dates, times, locations, & space scheduled for event:

Event instructor/leader name(s):

Credentials:

Event open to: a) UCV members & adherents only b) public c) other (specify):

Special enrollment restrictions or pre-requisites (if any):

Budget:** (Summarize here. Expand this space or attach pages as required.)

UCV Event Service Request (subsequent page) completed? Yes No

Name of person completing this form:

Name of Committee member approving this plan:

Approval Signature: Date

**Include: Expenses (leader fees, room rental fees, materials, promotion, refreshments, caretaking, other); Revenues (tuition/entrance fees, donations at the door, committee funds, special funds, co-sponsor contributions, other). If applicable, specify how revenues/surpluses will be shared amongst co-sponsors.



UCV Event Service RequestOffice Contact: T: 604-261-7204 email [email protected]

Services requested for this event Yes No Notes

Office use:Agreed Y/N

SpaceRoom booking service Specify dates and hours including

set-up & take-down time. Caretaking charges may apply.

Kitchen use required? Charges may apply if event is large; dates may be restricted if there are conflicting events

Audiovisual equipment required (specify)

Charges may apply

AV Technician required Charges will applyChildcare required Charges may applyMusician support required Charges will applyCaretaker (required for larger events) Charges will apply including extra

charge if time is exceeded.Room cleanup by volunteers Chairs and tables must be returned

to “at rest” position. Space must be left clean.

Keys required Deposit required; holder responsible for locking facilities at end of each event

Storage requirements (specify)

RegistrationRegistration of participants by Office Charges may apply PromotionPromotion in UCV Order of Service Dates:

Attach text <=50 wdsPromotion in UCV Events Contact Promotion on UCV Bulletin BoardsPhotocopyingPhotocopying promotional materials Charges will applyPhotocopying handout materials Charges will applyPhotocopying during the event Charges will applyOther Services - specify

See also UCV Communications Policy & Procedures (regarding sensitive topics)UCV Adult Religious Education/Exploration Policy and ProceduresUCV Co-sponsorship of Events & Benefit Events Policy and ProceduresUCV Political Activity Authorization Form

Comments




Contract between the Unitarian Church of Vancouverand (Contractor Name), dated ( )

Correspondence and invoices must show this number Contract no.

Project AuthorityName of Committee Chair/designate

Financial Code

Complete Name and Address of Contractor/Supplier :

Base Contract Amount $/hourOr…

As this is a self-employed contract, no notice is required from any party beyond meeting commitments agreed to. It is the contractor’s responsibility to deal with income tax deductions. No benefits are provided on contracts.The contractor may work using their own equipment and facilities.Pre-approved expenses will be reimbursed upon presentation of receipts.

During the period starting from: dd-mmm-yyyy Ending: dd-mm-yyyy

Contractor HST Registration No.

DESCRIPTION OF WORK OR SERVICE

End results and criteria to be used to determine acceptability:

Assessment of work: Done on an ongoing basis.

Terms and/or frequency of payments: All hours of contract work are pre-approved by the authorized Committee member. Upon completion of assigned work, the Committee member submits a Cheque Requisition Form to UCV office staff.Signed:

For Unitarian Church of Vancouver

Signed:

Contractor

Date : Date :



Political Activity Authorization FormThe Unitarian Church of Vancouver is a Registered Charity. This makes donations to the church tax-deductible, which is important to our financial health. This benefit comes with conditions.To maintain our Registered Charity status, the church is required to report to the CRA on a number of matters, including political activities including advocacy, letter writing, demonstrations, etc.

Name of the activity ___________________________________________________________________

Names of other sponsoring groups ________________________________________________________

Brief summary

Event Date______________________ Time____________________ Location_____________________

Use of Premises (specify room/s) _________________________________________________________

Use of Staff: specify names and estimated hours (include caretakers)

Use of UCV member volunteers # and hrs _________________________________________________

Advertising expense ___________________________________________________________________

Advertising use of UCV materials, equipment _______________________________________________

Advertising on UCV website _____________________________________________________________

Church funding requested ______________________________________________________________

Payee name and charity number _________________________________________________________

Information provided by _____________________________________ Date ______________________

UCV Board approved ☐ rejected ☐

per________________________________________________________ Date______________________



Adult Religious Education / Exploration – The ARE Host RoleThe ARE Host role is new for this season’s adult religious education/exploration season. It is designed to ensure that each session flows smoothly. Sometimes the facilitator or teacher will fill this role but it is almost always best for another member of the attending group to be the host.

The Host’s Responsibilities1. Before the event

a. Be sure you or the facilitator has a key to the building and room you are using. Some cupboards are locked as well. The Chair of ARE has a key that you can borrow if needed.

b. Check with the facilitator as to what room set-up they wantc. Be clear what the process for the event will be, for instance, whether there’ll be a planned break.d. Decide if refreshments will be offered and how that will be organized. There is tea and coffee in

the kitchen but anything else needs to be purchased (including milk for beverages) and paid for from donations or the ARE budget if planned in advance.

e. Check with the UCV office (Tara) about the list of registered participants. If there’s a fee, find out if people have paid. (Note: policy is that no one will be turned away for financial reasons).

f. If there’s a facebook event, check to see who’s listed there. Optional: post information on facebook to remind people, or to advise if there’s still space or if the even is full.

g. Ask the facilitator if they’d like a chalice. If so, get matches and candle ready. Bring a reading or hymnal. You can offer to do this or ask facilitator or another person to do so.

h. Field potential questions for the facilitator People who wish to drop in or attend later events – is it allowed? Other questions/concerns…

2. At the eventa. Arrive at least 15 minutes before the start of the event to set up.b. Make some tea (if the kitchen is not being used exclusively by another group).c. Set-up the room in a suitable configuration – d. Chairs – often in a circle; sometimes with tablese. Audio visual – projector, screen, power cords (*must reserve with Office well in advance)f. Yoga mats and props – check with yoga instructorg. Note that the wifi code for Hewett Centre is ucvucvucvh. Adjust the lighting to something pleasant depending upon your group’s purpose.

3. When participants arrivea. Help participants register and get comfortable. b. Visitors may need to be informed about washroom locations. c. Prepare a sign-in sheet and direct people to it at a suitable time.d. Arrange name tags or name tents and appropriate pens if facilitator wishes.e. Provide copies of the UCV standard release form if they are required (e.g. for physical activities).f. Ensure participants are aware of the suggested donation.g. Have a basket/envelope, etc., for accepting donations.h. Circulate ARE flyers for other events.

4. Starting the workshopa. Start on time: Briefly introduce the facilitator and turn the program over to that personb. Light the chalice and read the reading if these are part of the event.

5. During the sessiona. Help the facilitator in whatever way requested. If there are refreshments, for instance, you could

serve the facilitator so s/he can have a break or talk to participants.



6. Closing the workshopa. Help the facilitator end on time. E.g, remind people of the time when it’s getting near the end. b. Thank the facilitator.c. If it’s a continuing group, remind people of the next session.d. Group members may have announcements they’d like to share, so you may want to leave time for

that (depending on the group).7. After the event

a. Ensure that chairs, tables and equipment are restored to their original state.b. Wash the dishes, run them through the sterilizer, and put them back in the cupboards.c. Turn all donations in to the office in a suitable envelope indicating what event they are from.

Include any receipts for expenses paid from the proceeds. If a caretaker is on duty, you can ask to be let into the office to leave the envelope in the drop-box in the office. Some UCV members also have keys to the office. If there is no caretaker on duty and no member with a key available, seal the materials in an envelope and, within a week (e.g., the following Sunday), bring them to the office and deposit them in the drop-box or leave them with staff.

d. Turn in a brief report to the ARE Committee. This can be as simple as a short email giving number of participants and any issues or questions that need responses. If the facilitator is doing a program evaluation, distribute those on the last session and turn into the ARE committee. Your own suggestions about how we can support ARE hosts, facilitators and programs are definitely welcome.

e. Ensure doors to ALL rooms in the Hall and ALL outside doors are locked. If you are the only group on site, you’ll want to lock the front door after all participants have arrived. If you expect latecomers, put a note on the door with a phone number or the request to knock loudly and wait.

f. If people have asked to be on our email list, pass along the names and email addresses to [email protected]. They’ll be added within a week.

Thanks for being a great host!

ConnectionsARE (Interim) Committee [email protected] ARE listings are on the web at: http://vancouverunitarians.ca/ucv/education/adult-religious-education/UCV ARE facebook events are listed at: https://www.facebook.com/UCVancouver/eventsReferencesIf you are not familiar with the ARE terms of reference, policy and procedure, or process & forms for applying to do an ARE course, just ask [email protected] or any of the committee membersCommittee MembersMary Bennett, ChairCheryl AmundsenTerri Brownell – promotions including facebook posts and formatting brochures.Nan Gregory – liaison to other Unitarian congregationsKeith Wilkinson (until May 10, 2015)Other related documentsARE Committee Terms of ReferenceARE Policy and ProcedureApplication form for proposing an ARE program

These documents are available electronically from the ARE Committee. A binder with a print copy is normally available in the Office and in the Hewett Hall Alcove. Ask for the UCV ARE Manual.



Yoga Class Waiver and Information FormPart A: Participant WaiverRelease of liability, waiver of claims, assumption of risks and indemnity agreement.Please read carefully.

I hereby waive any and all claims I may have against the Unitarian Church of Vancouver Board, volunteers, staff (hereafter called the Church) and contract yoga teachers, release them from all liability and agree not to sue for any personal injury, death or damage to the person or property or loss sustained as a result of my participation in yoga classes and or arising out of or in connection with the use of any services provided by the Church or contracted yoga teachers.

Participants in yoga classes are encouraged to do the following: If you have any concerns about whether yoga is suitable for you, or if you have an injury or a medical

condition or health concern, please consult your physician before beginning your yoga practice. Always inform your yoga teacher before each class of any injuries or health conditions you may have. Consult with your yoga teacher about exercise adaptations to accommodate your needs. Take care in determining your ability to do the exercises offered in class.

I have read and understood all of the above. I also understand that instruction and advice presented in the Church yoga classes is not meant to be used in place of professional medical advice.

Participant Name (please print) Signature Date

Part B: Participant Information:

Street Address City Postal Code

Telephone email address

F MDate of birth Gender

Other pertinent information:


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