4000 - Teachers’ Policies
Table Of Content
Adoption Expense
Full time employees may be granted assistance of 75 percent of the medical and legal expense incurred in the adoption of children if the adoption is completed. The maximum expense on which assistance is granted is the equivalent of up to three times the current monthly Category A remuneration factor and shall be limited to one allowance per child.
Adventist Book Center
The reason your Adventist Book Center exists is to: a) hasten the return of Jesus, b) supply individuals with products to help them in their spiritual growth and nutritional well-being.
The ABC is operated by the Kentucky-Tennessee Conference. The store operates Monday-Thursday, 10:00am-3:00pm. Contact information for the ABC is as follows.
Customer Service: (334) 272-6450
Fax: (334) 244-9925
Toll Free: (800) 467-6450
Credit Terms - Churches and schools are allowed to responsibly maintain a charge account with the ABC. Every effort is made to have a monthly statement sent out within the first week of the month. Payment should be received at the ABC by the last day of the month in order to avoid finance charges.
Worker Discounts - No discount is given by virtue of the fact that you are a worker. Subsidies - The Gulf States Conference targets certain items (usually for evangelistic purposes) to subsidize. Check with your ABC for the current item(s) being promoted.
Shipping - Every effort is made to get your orders out via UPS or the postal service within 24 hours. Actual costs plus $2.00 is added to each UPS package; a $1.00 charge is added to each postal package.
Mailing/ Email List - Provided for the purpose of informing constituents of sale items or new materials. Contact the ABC if you know of someone who needs to be added to this mailing list.
Special Orders - If there are books that you would like to purchase that are not stocked by the Gulf States Conference ABC, please give us the opportunity to acquire them for you. We don't stock many non-SDA titles, but we may be able to special order for you. To find out what is stocked, just ask for a complete catalog of all the SDA books and recordings, and a food price list.
Devotionals/Missionary Books - Each fall a letter and sample of the books will be sent out to each church explaining the program and the pricing. These books are FREE!! All we ask is that they are used to promote these items to the church. Any devotional books that need to be returned should be returned before January 20.
Bookmobile - The bookmobile runs in March and April and again from September to December. Ordinarily, the schedule is presented at Workers' Meeting for your approval. Information will be sent to the Pastor and/or the Church Personal Ministries leader. Please do not let any conflicts arise in your church calendar after you have confirmed the appointment. Pastors are encouraged to attend the bookmobile sale.
Adventist Education Promotion
Employees of the Gulf States Conference are encouraged to actively support and promote Adventist Christian education.
Except for unusual circumstances, employees with children are expected to send them to a Seventh-day Adventist denominational school.
Bus Safety & Operation
Church, Camp, School, and Day Care Bus Safety and Operation:
The definition of church, camp, and school buses includes all vehicles designed for nine or more passengers excluding the driver.
Bus Use – Buses shall be used only for official activities of the Seventh-day Adventist Church and shall not be loaned, leased, or rented to individuals or non-SDA organizations.
Maintenance – Each bus shall be systematically inspected and shall adhere to a regular maintenance schedule with all chassis, suspension, steering, and brake work to be done by qualified mechanics. A copy of the maintenance schedule and all other written records of maintenance shall be kept current and available for review by the Treasury Department.
Driver Qualifications – Each driver shall be properly licensed for bus driving, be at least 21 years of age, and shall have fulfilled prescribed hours of training as required by local law.
Driver Record – Prior to driving, the motor vehicle record of each driver shall be obtained from state records and reviewed. Each driver shall have an acceptable driving record with not more than two traffic citations, one at-fault accident, or a combination of not more than one traffic citation and one at-fault accident during the previous two years. When a driver does not meet the above driving standard while driving any vehicle, he shall not be assigned to or retained for a bus driving position.
Daily Inspection – Before operating the bus, the driver shall ensure that the bus is in safe mechanical condition, is equipped as required by law and that all equipment is in good order. If immediate repairs cannot be accomplished, substitute transportation shall be arranged.
Load Capacity – Buses shall not carry more than the official -rated load capacity.
Restriction – Any passenger van designed to carry 15 passengers is not covered by ARM (Adventist Risk Management) and therefore is not to be utilized for any school or church function.
Child Labor Law — Alabama, Florida, & Mississippi
Certain restrictions apply for employing children under age 18. Restrictions on hazardous work apply for children regardless of whether they are employed or volunteers. Complete an I-9 form and attach photocopy of document showing proof of age. Children must be paid minimum wage. Children asked to tidy up classroom or gardening/raking, etc., as a part of their educational experience are not considered employees and, therefore, these laws do not apply as long as time periods are minimal.
The Gulf States Conference entity must comply with the Federal and state labor laws. Where state laws are more restrictive than Federal law, the state law supersedes. Generally, Child Labor Laws would apply whether the child is employed or providing volunteer services.
The following summary of Child Labor Laws is not all-inclusive.
Non-Agricultural Work Guidelines:
Employment of Minors Under Fourteen (14) Years of Age
A minor under fourteen (14) years of age may not be employed in any gainful occupation,
except:
In housework in a minor's own home.
By a parent or guardian in a non-hazardous occupation (see section on Hazardous Occupations).
In the distribution or sale of newspapers.
In errand and delivery work.
In self-employment in non-hazardous occupations.
As a musician and entertainer.
Employment of Minors Fourteen (14) and Fifteen (15) Years of Age
A minor who is either fourteen (14) or fifteen (15) years of age may be employed in non- hazardous occupations under the following conditions:
After school hours.
Between the hours of 7:00 AM and 7:00 PM on a school day.
Between the hours of 7:00 AM and 9:00 PM and at all other times when school is not in session.
A maximum of three (3) hours per day on school days.
A maximum of eighteen (18) hours per week during each school week.
A maximum of eight (8) hours on non-school days.
A maximum of forty (40) hours per week each non-school week.
A minor aged 14 or 15 may only work when school is “not in session.”
Employment of Minors Sixteen (16) and Seventeen (17) Years of Age
Minors who are sixteen (16) and seventeen (17) years of age are not subject to any limitation on the number of hours per day or week which they may work. However, they are prohibited from working on certain jobs considered to be hazardous. There are exceptions for certain student learners and apprentices.
Hazardous Occupations
Students working in a hazardous occupation must be at least eighteen (18) years of age unless the student is sixteen (16) or seventeen (17) years of age and is a student enrolled in a training program. (Such students must be employed under a written agreement, a copy of which must be retained by the employer/trainer in the students’ records.)
Defined as hazardous are the following categories which are not all-inclusive*:
Manufacturing and storing explosives.
Driving motor vehicles or serving on such vehicles.
Mining.
Logging and saw milling.
Power-driven equipment, woodworking machines, hoisting apparatus, metal-forming, punching and shearing machines, fork-lifts, bakery machines, paper product machines, circular saws, band saws, and guillotine shears.
Exposure to radioactive substances.
Manufacturing bricks, tile, and kindred products.
Wrecking, demolition, and ship-breaking operations.
Roofing and excavation operations.
All work requiring the use of ladders or scaffolds.
Loading and unloading goods from conveyances.
Working in freezers or coolers for extended periods of time.
*Federal penalties are up to $10,000 for each violation. Any fine will be responsibility of local
entity involved. Additional information can be obtained from the federal Department of Labor
or the State Department of Employment. Work permits are required for Alabama residents.
Christian Leadership Standard
Any Gulf States Conference worker by virtue of position is a representative of the church to the laity of the Gulf States Conference and the general public. No position is exempt from holding the high standards of our church in a spiritual, mental, financial, moral, physical and social practice. “...But be thou an example of the believers in word, in conversation, in charity, in spirit, in faith, in purity.” 1 Timothy 4:12, “...Rather, that no man put a stumbling block or an occasion to fall in his brother’s way.” Romans 14:13.
Spiritual - Time should be taken each day for prayer and Bible study, the reading of inspired literature and meditation on heavenly things/
Mental - Each worker must constantly seek for self-improvement in their professional responsibility. However, no full time worker should spend so much time in this pursuit as to detract from their current responsibilities.
Attitude - Often the attitude of church members toward the Gulf States Conference and its administration, as well as the Lord’s work in general, is quite largely a reflection of the worker’s attitude. It is, therefore, expected that Gulf States Conference workers be loyal to their employing organization. Insinuations of doubt and unfavorable and/or unjust criticism are detrimental to the Lord’s cause and should have no place in a worker’s life. A sunny, cheerful Christian attitude can be reflected throughout the entire Gulf States Conference if the workers possess such a spirit.
Appearance - Dress, like many other social customs, must have regard to time, place and occasion. What may be accepted without question as fitting and proper under one set of circumstances may be quite unacceptable in another situation. Both “acceptable” and “unacceptable” dress might be equally modest by serious Christian standards.
Hair should be groomed in good taste, shunning fads and extremes. Cosmetics and nail polish, if used, should be as close to natural as possible and not draw attention. Jewelry and showy dress should be avoided.
Workers should be careful to ensure that their dress and physical appearance is appropriate for the situation, and is consistent with the church’s standards of modesty. (Please refer to the GSC Employee Policy on Self-Adornment).
Self-Adornment: All employees of the Gulf States Conference of the Seventh-day Adventist Church are expected to live their lives in harmony with the principles of Scripture:
“Do not let your adorning be external--the braiding of hair and the putting on of gold jewelry, or
the clothing you wear-- but let your adorning be the hidden person of the heart with the
imperishable beauty of a gentle and quiet spirit, which in God’s sight is very precious.”
-- 1 Peter 3: 3,4 ESV
“But take care that this right of yours does not somehow become a stumbling block to the weak.”
– 1 Cor. 8:9 ESV
Scripture calls for a people whose hearts are submitted to God and most importantly His work within their hearts. Adornment, enhancing the appearance, especially with beautiful objects, shifts the focus from Christ’s work of adorning the heart to self. Jewelry and other adornments attract attention to ourselves, not because of what Christ is doing within, but rather what we have done for ourselves. If anything should draw attention to us, it should be Christ in us.
Therefore, employees in observing the dress code of the Gulf States Conference will refrain at all times from wearing clothing and hair styles, etc. which draw undue attention as well as outward adornment that includes necklaces, earrings and other piercings, ornamental bracelets, engagement and other rings. It is our preference that our employees also refrain from the wearing of wedding bands; however, those who feel convicted to do otherwise are requested to follow the admonition below:
The wearing of a simple wedding band is a matter of conscience and personal conviction between a husband and wife as some feel that the absence of a wedding band suggests impropriety to those whom we are trying to reach with the Gospel [As implied by a statement of exception in the Seventh-day Adventist Church Manual, Revised 2005, pg. 177].
However, employees, especially pastors, should be conscientious of their witness, and as with all Christians, strive to avoid being a stumbling block to others (1 Cor. 8:9). Pastors, in deciding whether or not to wear a simple wedding band, should respect the culture of their particular congregation.
Recreation - Recreation should be of an uplifting type that will help the worker be a more valuable asset to the proclamation of the Gospel. Activities which are not consistent with the Christian lifestyle should be avoided.
All functions sponsored by the church and Gulf States Conference should be beyond reproach so as not to cause someone to stumble in their Christian experience.
Sidelines - Individuals elected or appointed to leadership positions have a greater responsibility to refrain from any side line, business or activity, either denominational or extra-denominational which has the effect of diminishing their influence and/or infringing on the time and efficiency of the work to which they are assigned. Those who are expected to work only for specific time periods on a regular schedule are exempt except that they must not spend Gulf States Conference time on personal enterprises or deal in occupations outside of Adventist Christian standards.
Soliciting Personal Gifts - Workers shall not in any way seek or solicit personal gifts from our people. When it is necessary for workers to discuss their financial affairs, this should be done with the Gulf States Conference rather than with the members of the church. Personal advances and check cashing should never be taken from the local church offerings.
Church & School — Building & Purchase Project
Please request a checklist for “Purchasing a Church/School Building” or a checklist for “Building a Church/School Building.”
Properties - The title to all churches, parsonages, schools, and all other owned properties shall not be held by local churches, local schools, individuals or trustees. Titles to such properties shall be held in the name of the Gulf States Conference Association of Seventh-day Adventists.Because of legal implications, great care must be exercised in the purchase and selling of properties owned by the Gulf States Conference Association. It is imperative that any agreement to sell or purchase properties be first approved by the Gulf States Conference Association Board, whose officers alone have the right to sign all legal documents for the Gulf States Conference Association.
Building Projects - In the purchase of properties or buildings, or the construction of buildings -- whether for churches, schools, or otherwise -- great care should be exercised to not undertake financial obligations which would embarrass the constituent members of such entities. In all building undertakings, the Gulf States Conference Executive Committee shall give careful counsel; as the case may warrant, taking into consideration the size of the congregation, its financial strength, and location of the proposed building, and other pertinent matters.
Commitments to purchase or build shall not be made, or building operations begun, until:
The purchase has been approved by the Gulf States Conference Association Board of Trustees.
All financial and building plans have been approved by the Gulf States Conference Executive Committee.
Fifty percent of the entire cost of the project, including initial furnishings, is in hand, either in cash or in readily convertible assets; provision for paying the remaining 50 percent must be arranged to the satisfaction of the Gulf States Conference Executive Committee. In the case of construction, the work shall proceed and financial obligation be incurred only as funds are available.
In cases wherein the judgment of the Gulf States Conference Executive Committee shall deem it advisable, a church may be authorized to borrow up to 300 percent of its annual tithe, or 50 percent of the project cost, whichever is less. In special cases an exception may be made to the percentage by the Union Committee if a recommendation by the local Gulf States Conference is involved.
Approval:
Projects exceeding $50,000 - shall be approved by the Gulf States Conference Executive Committee.
Projects exceeding $3,000,000 - shall be approved by the Union Committee.
Borrowing may be for a period not to exceed fifteen years. The Southern Union Revolving Fund, with its lower interest rate, has been developed to assist in these construction projects.
Liability insurance coverage for all building contracts, Builder’s Risk Insurance for the building under construction, and proof of contractor’s and subcontractor’s workers’ compensation coverage, must be submitted for approval to the Gulf States Conference Executive Committee and Adventist Risk Management before final acceptance of building contracts can be made.
Building Subsidy - The Gulf States Conference gives assistance to churches and schools (excluding daycare centers) that embark on building, adding, or major remodeling or repairing projects. The source of funding for this assistance is the Church Development Funds and is subject to the approval of application submitted to the Gulf States Conference Executive Building Committee. It is based on the actual building cost* excluding volunteer labor and the availability of funds and at the following percentages:
1. Ten percent of the first $50,000 of actual building cost
2. Five percent of remaining actual building cost
3. The ceiling for Gulf States Conference subsidy is $100,000 to any one church or school for any single project.
4. The total assistance for GSC Building Project is $ 7,500
*In cases where a congregation sells its present facilities the actual building cost will be calculated by subtracting the selling price of the present facilities from the total cost of the construction of the new facility.
Note: These funds are not loans but are in fact gifts to the church and will be provided only so long as funds are available.
Sources of Funding for Local Building Projects
Southern Union Revolving Fund Loan - See “Revolving Fund.”
Laymen’s Church Development Foundation (LCDF) Loan - These funds are provided through special donations from individuals in our Gulf States Conference. When a church requests an LCDF loan the Gulf States Conference Secretary will present the request to the Gulf States Conference Executive Committee to vote approval of the loan request.
Requests for Southern Union Revolving Fund, LCDF or Church Development Fund loans or grants must be applied for through the Gulf States Conference Executive Secretary’s office and approved by the Gulf States Conference Executive Committee.
Rent
Churches who would like to rent their facilities out need to first contact the Conference Executive Secretary’s office for further instructions.
Church & School — Building Use by Other Organization
If denominational facilities are leased, rented, or loaned to non-denominational organizations, they shall be required to provide a certificate evidencing general liability insurance of $3,000,000, and an “additional insured” endorsement naming the Gulf States Conference Association of SDA which holds the title to the facility as “additionally named insured.” In addition the non-denominational organization shall sign an agreement holding the denominational owner harmless from any liability resulting from use of the facility. Insurance shall be from an insurer rated a Class VII or better from A.M. Best. Coverage shall remain in force for the duration of the usage.
Also, see section under Insurance.
Church & School — Employees
Courtesy Payroll by Gulf States Conference - Employees vs. Independent Contractor
“Churches and schools often hire employees to perform certain functions for their organization. Duties for which individuals often get paid include treasury, secretarial, and janitorial duties. Employers are required to withhold the appropriate taxes from employees and remit the taxes to the IRS and the State Department of Revenue. In addition, employers are required to comply with wage and hour regulations (including paying time-and-a-half for over 40 hours in a week), submit a 941 form quarterly, issue W-2 forms at year end and provide Workers Compensation Insurance to cover job-related injuries.” (Treasurer’s Manual for Local Churches and Schools, II.16)
Since most local organizations are not set up to easily handle these withholding and reporting functions, the Gulf States Conference is willing to process the local entity’s payroll and the corresponding reporting as a courtesy. Before payroll for an individual may be processed, properly completed W-4 and I-9 forms must be forwarded to the Gulf States Conference within 3 days of start of employment. Then the church or school simply needs to complete a “Local Payroll Report” and submit it with a check for the appropriate costs to the Gulf States Conference by the 15th of each month the individual is to be paid. The Gulf States Conference will then issue the paycheck and take care of the rest of the responsibilities.
All locally funded employees of any institution operated by the Gulf States Conference must be paid through the Gulf States Conference’s payroll program. Institutions may not maintain separate employee payrolls from the Gulf States Conference payroll program. In addition to the forms required for federal and state compliance as described above, locally funded employees must also submit the following forms to the office of the Secretariat for processing:
A completed and signed employment application issued by the Gulf States Conference.
A signed Notice and Authorization Form for Employment Background Screening.
A signed Gulf States Conference Employment Screening Form.
Work authorization from the Immigration and Naturalization Service (INS) is the primary responsibility of the employee to obtain and maintain. Failure to do so will necessitate termination of employment.
Locally funded church and school employees are not eligible for benefits of regular, full-time employees hired directly by Gulf States Conference administration.
The Gulf States Conference does not charge anything for this payroll service; however, there are some normal costs of being an employer the church or school must bear. In addition to the pay amount, the church or school must remit to the Gulf States Conference an amount for the employer’s portion of Social Security taxes (currently 7.65% of the person’s pay), and an amount for Workers Compensation Insurance at current rates.
Some have incorrectly classified certain workers as “independent contractors”, and therefore have not felt the need to withhold taxes and perform the other necessary reporting. Entities must be very careful to ensure that all workers are being handled and reported correctly. Neither the employer nor the worker can “deem” the worker to be an independent contractor. A signed independent contractor agreement does not necessarily free the employer from the legal obligations of being an employer. The fact that a worker is temporary part time does not give the employer the right to treat them as though they were not an employee.
Following are examples of the criteria that would indicate a worker is an employee and not an independent contractor:
Perform services on a regular and continuous basis.
Received instructions as to how and where the work is to be performed.
May have a set number of hours.
Is paid by the hour, week or month.
Uses the organization’s equipment.
Performs services only for the organization and does not make the services available to the general public.
Does not have his or her own Workers’ Compensation insurance.
Has a set schedule or routine established by the organization.
Is not at risk of financial loss.
If a worker in your church or school falls under any one of the descriptions above, more than likely that worker is an employee.
If a worker is “an independent contractor and receives more than $600 in a calendar year, then the church or school is required to issue that individual a 1099-MISC form. The treasurer should insure that this form is issued to the worker and the IRS in a timely manner and in accordance with the tax code.” (Treasurer’s Manual for Local Churches and Schools, II.16)
Church & School - Records
It is strongly recommended to each local church that appropriate and adequate storage facilities be made available for church and school treasurer’s records and supplies, and the records of the church clerk. It is recommended that storage facilities be provided for these records to secure them under lock and key. For church organizations not owning their own property, that church officer should be provided with a cabinet, preferably fire rated, which can be kept locked at all times when not in use.
Ownership of and Access to Records - “All of the accumulated treasury records are the property of the local church or school. The treasurer should deliver all of the records to his/her successor. Any supplies, manuals, and equipment that are not the personal property of the treasurer should also be passed on to the new treasurer. Since most of the records held by the treasurer contain sensitive and confidential information, access to these records should be restricted to the treasurer, assistant treasurer, and pastor or principal.” (Treasurer’s Manual for Local Churches and Schools, II.18, p.12)
Audits (Reviews) - It is the responsibility of the Gulf States Conference treasurer to arrange for regular audits (reviews) of the church and school books. This is scheduled at varying times during the year and is not necessarily when church officers change. It is the responsibility of the organization being audited to have available all the records necessary to make a meaningful audit. Those items must include bank statements, canceled checks, receipts, invoices and statements, savings account statements, tithe envelopes for churches, accounts receivables for schools and minutes for all committee meetings. Other records may be required as requested by the Gulf States Conference auditor.
Retention of Records - Following is a schedule of how long certain church and school treasurer’s records should be kept. Please note that no records should be disposed of until they are audited, even if they meet the retention period criteria.
The following records should be retained according to the schedule listed:
Permanent
Six (6) Years
Six (6) Years
Until Audited
Permanent
Permanent
Permanent
Permanent
Permanent
Employers must retain original I-9 forms for three years after the date of hire, or one year after the date employment ends, whichever is later. The forms should be stored separately from other personnel files.
Permanent
Six (6) Years
Permanent
Audit Reports
Receipt
Checks
Tithe Envelopes
Receipt and Disbursement
Journals/churches
Clerk’s Records Book
Legal Documents
Minutes of Meetings
Personnel Records
W-4’s
Applications
I-9’s
Receipt and Disbursement
Journals/schools
Correspondence
Blueprint
Church records which have met the retention period and have been audited may be destroyed by being shredded or burned. (See Treasurer’s Manual for Local Churches and Schools, II.20)
Church & School - Opening & Closing
The Opening of a Church School
The Gulf States Conference Office of Education must be informed before any decision is made, and a representative must be present when any official action is taken. These procedures must be followed when opening or re-opening any Seventh-day Adventist school, even where the teacher is to be locally church-employed.
The local church and the Gulf States Conference are jointly responsible for the operation of a Seventh-day Adventist church school. Both organizational levels have responsibilities that require long-range commitments, planning, and budgeting. It is essential therefore that a flow of effective communication be maintained as plans progress for the opening or reopening of a church school.
The Gulf States Conference, as the owner of the property and the legal entity responsible for operating the school, must make investments and financial commitments based on budgeted funds and expected payments from the local church. It is important, therefore, that the conference be involved in the planning from the beginning.
The local church bears a large portion of the responsibility and expense for operating the school. It must be determined that the church indeed has the resources and the commitment to fulfill this responsibility before proceeding with any definite plans.
When a church group has an interest in starting or reopening a church school, the following procedures must be met:
Preliminary discussions and needs studies should be conducted in the local church to determine the degree of interest and the viability of the project.
A long-range projection of the school’s future should be determined. Schools should not be allowed to open and close for a year or two, but rather the decision should be made based on at least a three-year projection and a commitment to operate the school. A minimum enrollment of six students should be assured.
As early as possible, a representative from the Gulf States Conference Office of Education should meet with the board or study committee to explain all policy issues and ramifications – specifically those outlined in the Southern Union Education Codes: 3110, 5000, 5002, 5003 and 5005.
A request for conference support to subsidize the Full Time Equivalent teaching position(s) should be made no later than the end of October so that it can be included in the operating budget for the following year. If a locally employed teacher is anticipated, this arrangement and the teacher must be approved by the Gulf States Conference Office of Education and the K-12 Board of Education.
A meeting of the school constituency of the church in business meeting is required before a school can be opened or reopened. Neither the school board nor the church board has the authority to open or close a school.
After the decision has been made to open a school, a school board should be formed to begin making specific plans. The school board members should be informed of all requirements found in the Southern Union Education Code, Southern Union School Board Manual and the operating policies of the Gulf States Conference. The Office of Education should be involved with the school board as definite plans are being laid, to assist in organizing the school, obtaining a teacher, etc.
Closing of a Church School NEW*
The Gulf States Conference Office of Education must be informed and involved early in this process, and a representative must be present when any official action is taken. These procedures must be followed when closing any Seventh-day Adventist school, even where the teacher is locally church-employed.
The local church and the Gulf States Conference are jointly responsible for the operation of a Seventh-day Adventist church school. Both organizational levels have responsibilities that require long-range commitments, planning, and budgeting. It is essential therefore that a flow of effective communication be maintained so that neither organization is caught by surprise when unfortunate situations develop that necessitate closing the school.
The Gulf States Conference, as the owner of the property and the legal entity responsible for operating the school, must make investments and financial commitments based on expected funds from the local church to partially fund these commitments. It is the responsibility of the Conference to make every effort to collect these funds and to give adequate and timely notice before it can close the school for lack of payment of the school account by the church.
Other situations that might necessitate the Gulf States Conference K-12 Board of Education to enact a decision to close a school could include safety problems, disasters, inadequate facilities, failure to comply with governmental and legal regulations, immoral or abusive behavior on the part of the teacher, or a low enrollment (below six students). While these circumstances may require immediate action on the part of the Conference, every effort will be made to make temporary arrangements or replacements as soon as possible.
The local church might find it necessary to close the school for lack of finances, enrollment, or commitment by its members. In such cases, the following procedures must be met:
A long-range projection of the school’s future should be determined. Schools should not be allowed to open and close for a year or two, but rather the decision should be made based on at least a three-year projection. If possible, a way should be found to “prop up” the operation for the short term if it is determined that there is future potential for the successful operation of the school.
As soon as a possible problem is realized, and certainly several months before the end of the school year, the local church, independently or through the school board, should alert the Gulf States Conference Office of Education of the possibility that the school might close.
As early as possible, a representative from the Office of Education should meet with the school board and/or the church board to seek a solution and to explain all policy issues and ramifications. A meeting of the school constituency or the church in business meeting is required before the school can be closed. Neither the school board nor the church board has the authority to open or close a school.
When it is determined that the closing of the school is inevitable, necessary steps must be taken to inform the parents and the teacher(s), to finish the school year, and to close out the operation of the school properly.
Financial obligations and other commitments of the school must be cared for appropriately, or arrangements made to do so as soon as possible.
The Gulf States Conference and the church will assist the teacher and the students in finding other Seventh-day Adventist schools if it is possible.
Church Attendance For Known Sex Offenders
It is the moral and legal responsibility of every congregation in the Gulf States Conference of Seventh-day Adventists to take reasonable steps to provide an environment of physical/emotional safety of its members especially in reference to inappropriate sexual advances from any individual during church activities. These church activities include regularly scheduled events as well as less formal social contacts. When a convicted sex offender attends, or wishes to attend a church, the church board shall require that person to formally agree to the attendance/participation conditions document. A copy of the conditions for church attendance/participation agreement is attached in the Appendix*. Should that person refuse to agree and sign the agreement, that person shall not be allowed to attend church functions.
As long as that person remains honest and committed to God and to others, the local church shall encourage them to move toward treatment and recovery and shall commit their support as they continue. The church shall commit to providing a network of individuals who will hold the individual accountable as they grow in their relationship with Jesus Christ. As Seventh-day Adventists, we believe that spiritual health is attainable for all individuals and our hope and prayer is that we will all “grow in the grace and knowledge of our Lord and Savior Jesus Christ.” 2 Peter 3:18.
While we desire to afford a spiritual ministry to sexual offenders, it is imperative that our churches take reasonable steps to provide all of our members and guests with a safe and secure environment while on the church premises or while participating in Church activities.
The original copy of the agreement shall be sent to the Gulf States Conference of Seventh-day Adventists. Should a person under the jurisdiction of the agreement wish to transfer membership to another congregation, a copy of the agreement shall be furnished to the second congregation. If the person in question has not been convicted of sexual misconduct but is known to have committed such offenses, the church leadership should consult with the Gulf States Conference for guidance in appropriate levels of restrictions and supervision.
Definition of a Chaperone: For the purposes of this agreement a chaperone shall be a mature adult of the same gender as participant, over 30 years of age, designated by the church board or board of elders, with no sexual misconduct history, and not a relative of the person defined in this agreement. A chaperone shall be provided a copy of this agreement, advised of its content and appropriate protocol should concerns arise, and willing to take responsibility seriously.
*Note: Please see pages 132 – 140 for copies of attendance/participation agreement.
Church Manual
Standard and Practices - The standards and practices of the church are based upon the principles set forth in the Church Manual, published by the General Conference. These principles are to be followed in all matters pertaining to the administration of local churches both within the church and in its relationship to the higher organization, the Gulf States Conference. No attempt should be made by any employee to set up standards of membership or to make, or attempt to enforce, rules or regulations for the church which have not been adopted by the general body of believers and which are not set forth in the Church Manual.
Access to the Church Manual can be found by going to this website:
https://www.adventist.org/en/information/church-manual/
Church School — Teacher Subsidy
All schools must have their entire January account balance paid in full by February 28 each year or they must drop one teacher for the following school year.
If a school determines they will be unable to meet this date they must submit a contingency plan by January 1 for approval by the Education Executive Committee. If the contingency plan is not accepted then the school will be required to meet the February 28 deadline for payment or forfeit one teacher for the following year.
This policy requires that all schools keep their payments up to date with the Gulf States Conference; and February 28 coincides with the budget deadline date and teacher contract date. The amount due by February 28 is the actual January 31 Gulf States Conference statement balance which includes the February teacher charge. Preparations to determine how to make this payment should be made one or two months before the due date because of the consequences of not making the payments on time (it may be necessary to borrow the money or to have the church fund the difference). In any case, this date should not be ignored.
This policy will help our schools to remain in a financially solvent condition and by encouraging them not to hire additional teachers or maintain additional teaching staff that they cannot afford. The monthly discount plan will remain in effect.
Church School — Treasurer
The church school treasurer has a very responsible job that requires a good knowledge of accounting and business. He/She is responsible for making up a balanced budget annually in collaboration with the local school board (preferably "weighted") and submitting it to the Gulf States Conference Board of Education for approval. Financial statements need to be presented to the school board monthly.
It is necessary that all accounts with the Gulf States Conference be remitted promptly as teacher's salaries must be paid monthly. If the school cannot monitor closely its expenditures, the operation of the school may be in jeopardy. It is also necessary to be able to collect the tuition charged.
The Gulf States Conference Treasurer's Manual for Local Churches and Schools is available at the conference office. Applicable pages from this policy book will be provided to the treasurer.
Computer & Software Use
General
The Gulf States Conference owns, maintains and operates information systems. These resources are provided to the user for the sole purpose of being a benefit to the Gulf States Conference. The conference maintains policies under which the use of these resources is acceptable. These policies are general in nature and should not be construed to be a detailed list of what can and cannot be done.
Policy Statement
The use of Gulf States Conference automation systems, including but not limited to computers, fax machines, and all forms of Internet/Intranet access, is for conference business and for authorized purposes only. Brief and occasional personal use of the electronic mail system or the Internet is acceptable as long as it is not excessive or inappropriate, occurs during personal time (lunch or other breaks), and does not result in expense to the Conference.
Use is defined as “excessive” if it interferes with normal job functions, responsiveness, or the ability to perform daily job activities. Electronic communication should not be used to solicit or sell products or services that are unrelated to the Conference's business; distract, intimidate, or harass coworkers or third parties; or disrupt the workplace.
Use of Conference computers, networks, and Internet access is a privilege granted by management and may be revoked at any time for inappropriate conduct carried out on such systems, including, but not limited to:
Sending chain letters or participating in any way in the creation or transmission of unsolicited commercial e-mail (“spam”) that is unrelated to legitimate Conference purposes;
Engaging in private or personal business activities, including excessive use of instant messaging and chat rooms (see below);
Violating the laws and regulations of the United States or any other nation or any state, city, province, or other local jurisdiction in any way;
Engaging in unlawful or malicious activities;
Deliberately propagating any virus, worm, Trojan horse, trap-door program code, or other code or file designed to disrupt, disable, impair, or otherwise harm either the Conference's networks or systems or those of any other individual or entity;
Using abusive, profane, threatening, racist, sexist, or otherwise objectionable language in either public or private messages;
Sending, receiving, or accessing pornographic materials;
Becoming involved in partisan politics;
Causing congestion, disruption, disablement, alteration, or impairment of Conference networks or systems;
Maintaining, organizing, or participating in non-work-related Web logs (“blogs”), Web journals, "chat rooms", or private/personal/instant messaging;
Failing to log off any secure, controlled-access computer or other form of electronic data system to which you are assigned, if you leave such computer or system unattended;
Using recreational games; and/or
Defeating or attempting to defeat security restrictions on conference systems and applications.
Using Conference automation systems to access, create, view, transmit, or receive racist, sexist, threatening, or otherwise objectionable or illegal material is strictly prohibited. “Material” is defined as any visual, textual, or auditory entity. Such material violates the Conference anti-harassment policies and is subject to disciplinary action. The Conference’s electronic mail system, Internet access, and computer systems must not be used to violate the laws and regulations of the United States or any other nation or any state, city, province, or other local jurisdiction in any way. Use of conference resources for illegal activity can lead to disciplinary action, up to and including dismissal and criminal prosecution. The Conference will comply with reasonable requests from law enforcement and regulatory agencies for logs, diaries, archives, or files on individual Internet activities, e-mail use, and/or computer use.
If you violate these policies, you could be subject to disciplinary action, up to and including dismissal.
Social Media Policy
Social media is part of sharing working for many of departments now. Sharing what is happening in the Conference, in the Department, special events, etc. It is a good way for sharing of the Gospel message with those you have connections. Social media sites include but are not limited to Twitter, Yelp, Tumblr, Google+, Wikipedia, Pinterest, Instagram, YouTube, Foursquare, LinkedIn, Wordpress, Vimeo, and Facebook pages/groups.
NOTE: Although this policy does not apply to an employee’s personal use of social media platforms outside of work-hours your social media presence must be in accordance with the values reflective of a Seventh-day Adventist.
In use of social media the employee will:
Post meaningful, respectful items/comments
Never misrepresent oneself or the Conference
Stick to your area of expertise. You may also provide unique, individual perspectives on non-confidential conference activities (i.e. Camp Meeting, Prayer Conference, etc.)
Never engage in unlawful or malicious activities pertaining to social media
NEVER comment on any topic related legal matters, litigation or the parties involved. The designated representative will release statements when necessary.
NEVER create a secondary profile to circumvent the policies as described here.
Security Policy
Users of the network are to have their own login ID and password. Users are not to share their login information with other employees or guests.
Users are not to use the login ID of another user.
Users may allow a guest to use their equipment but only when the user is present.
Users are to secure their equipment when leaving their work area either by locking or powering off the equipment to prevent unauthorized use.
Ownership and Access of Electronic Mail, Internet Access, Computer Files, and Equipment
The Conference owns the rights to all data and files in any computer, network, or other information system used in the Conference. The Conference also reserves the right to monitor electronic mail messages (including personal/private/instant messaging systems) and their content, as well as any and all use of the Internet and of computer equipment used to create, view, or access e-mail and Internet content. Employees must be aware that the electronic mail messages sent and received using Conference equipment are not private and are subject to viewing, downloading, inspection, release, and archiving by Conference officials at all times. The Conference has the right to inspect any and all files stored in private areas of the network or on individual computers or storage media in order to assure compliance with policy and state and federal laws. No employee may access another employee's computer, computer files, or electronic mail messages without prior authorization from either the employee or an appropriate Conference official.
The Conference has licensed the use of certain commercial software application programs for business purposes. Third parties retain the ownership and distribution rights to such software. No employee may create, use, or distribute copies of such software that are not in compliance with the license agreements for the software. Violation of this policy can lead to disciplinary action, up to and including dismissal.
Computer and network hardware is not to be relocated without prior approval from the IT Department or Treasury.
Computer and network hardware is not to be reconfigured without prior approval from the IT Department or Treasury.
Confidentiality of Electronic Mail
As noted above, electronic mail is subject at all times to monitoring, and the release of specific information is subject to applicable state and federal laws and Conference rules, policies, and procedures on confidentiality. Existing rules, policies, and procedures governing the sharing of confidential information also apply to the sharing of information via commercial software. Since there is the possibility that any message could be shared with or without your permission or knowledge, the best rule to follow in the use of electronic mail for non-work-related information is to decide if you would post the information on the office bulletin board with your signature.
It is a violation of Conference policy for any employee, including system administrators and supervisors, to access electronic mail and computer systems files to satisfy curiosity about the affairs of others. Employees found to have engaged in such activities will be subject to disciplinary action.
Electronic Mail Tampering
Electronic mail messages received should not be altered without the sender’s permission; nor should electronic mail be altered and forwarded to another user and/or unauthorized attachments be placed on another’s electronic mail message.
Policy Statement for Internet/Intranet Browser(s)
The Internet is to be used to further the Conference’s mission, to provide effective service of the highest quality to the Conference's customers and staff, and to support other direct job-related purposes. Supervisors should work with employees to determine the appropriateness of using the Internet for professional activities and career development. The various modes of Internet/Intranet access are Conference resources and are provided as business tools to employees who may use them for research, professional development, and work-related communications. Limited personal use of Internet resources is a special exception to the general prohibition against the personal use of computer equipment and software.
Employees are individually liable for any and all damages incurred as a result of violating conference security policy, copyright, and licensing agreements.
All Conference policies and procedures apply to employees’ conduct on the Internet, especially, but not exclusively, relating to: intellectual property, confidentiality, conference information dissemination, standards of conduct, misuse of conference resources, anti-harassment, and information and data security.
Personal Electronic Equipment and Software
Employees should not bring personal computers to the workplace or connect them to Conference electronic systems unless expressly permitted to do so by the Conference. Any employee bringing a personal computing device or image recording device onto Conference premises thereby gives permission to the Conference to inspect the personal computer or image recording device at any time with personnel of the Conference’s choosing and to analyze any files, other data, or data storage media that may be within or connectable to the personal computer or image recording device in question. Employees who do not wish such inspections to be done on their personal computers or imaging devices should not bring such items to work at all.
Violation of this policy, or failure to permit an inspection of any device covered by this policy, shall result in disciplinary action, up to and possibly including immediate termination of employment. In addition, the employee may face both civil and criminal liability from the Conference or from individuals whose rights are harmed by the violation.
The installation and use of personal software is prohibited on conference-owned equipment. If special software is needed a request will be submitted from the Department Supervisor to the IT Department.
The installation or use of unlicensed or improperly licensed software on conference-owned/operated equipment is expressly prohibited and can lead to disciplinary action, up to and including dismissal.
It is the responsibility of each user to obtain approval from the IT Department staff prior to performing any of the following activities on any computer owned or operated by the Gulf States Conference:
Placing or removing any software on a computer.
Making copies of any software on a computer.
Placing software licensed by the Gulf States Conference on any computer not owned by the Gulf States Conference.
Making changes in software configurations that may affect other users on the network.
Permitting any individual to do any of the above.
Conflict Of Interest
Statement of Policy - All trustees, officers, and employees of denominational organizations have a duty to be free from the influence of any conflicting interest when they represent the organization in negotiations or make representations with respect to dealings with third parties, and they are expected to deal with all persons doing business with the organization on a basis that is for the best interest of the organization without favor or preference to third parties or personal considerations.
A conflict of interest arises when a trustee, an officer, or an employee of the organization has such a substantial personal interest in a transaction or in a party to a transaction that it reasonably might affect the judgment he exercises on behalf of the organization. He is to consider only the interests of the organization, always avoid sharp practices, and faithfully follow the established policies of the organization.
Conditions Constituting Conflict - Although it is not feasible in a policy statement to describe all the circumstances and conditions that might have the potentiality of being considered conflicts of interest, the following situations are considered to have the potentiality of being in conflict and therefore are to be avoided:
Engaging in outside business or employment that permits encroachment on the denominational organization’s call for the full services of its employees even though there may not be any other conflict.
Engaging in business with or employment by an employer that is any way competitive or in conflict with any transaction, activity, or objective of the organization.
Engaging in any business with or employment by a nondenominational employer who is a supplier of goods or services to the denominational organization.
Making use of the fact of employment by the denominational organization to further outside business or employment, or associating the denominational organization or its prestige with an outside business or employment.
Owning or leasing any property with knowledge that the denominational organization has an active or potential interest therein.
Lending money to or borrowing money from any third party who is a supplier of goods or services or a trustor or who is in any fiduciary relationship to the denominational organization or is otherwise regularly involved in business transactions with the denominational organization.
Accepting any gratuity, favor, benefit, or gift of greater than nominal value beyond the common courtesies usually associated with accepted business practice, or of any commission or payment of any sort in connection with work for the denominational organization other than the compensation agreed upon between the denominational organization and the employee.
Making use of any confidential information acquired through employment by the denominational organization for personal profit or advantage, directly or indirectly.
Statement of Acceptance - The chief administrative officer of the organization concerned shall present a statement of acceptance of the policy on conflict of interest to denominational administrators and department leaders and to each member of the boards of trustees and all employees of denominational associations and institutional corporations having responsibility in connection with the handling of trustee funds, and such statements shall be signed and made available to the responsible auditors. The boards of trustees of such organizations shall be appraised annually by denominational auditors of inherent exposures to denominational assets.
Credentials and Licenses
Change of Employment-Ministers - When an ordained/licensed minister changes his denominational employment to work other than that for which a ministerial credential/license is ordinarily issued, his credential/license shall cease to be valid except in those cases where the employing organization recommends, and the next higher organization approves, the continuing of the ministerial credential/license. When an individual is extended a call under the above circumstances, he shall be informed as to his relationship in this matter.
Issued for a Definite Period - Credentials and licenses and other papers are issued for a designated period as follows to full time employees:
Credentials/Licenses shall be issued only to full-time denominational employees and to those under the supervision of the Conference’s denominationally-owned or operated institutions. They shall expire at the next Conference session or when denominational employment is terminated. In special cases a credential/license may be issued to a non-employed individual while serving the Church under the supervision of a denominational organization.
Ordained Ministers Attending Denominational College, Seminary or University - Ordained ministers who are not on denominational salary, but who are attending a denominational college/seminary/university may continue to receive ministerial credentials for a period of up to three years by arrangement with the previous employing organization.
Types to Whom Issued - Persons in the categories listed below shall be accredited by the responsible organization through the issuance to them of a credential, license or certificate as indicated under each category. No person shall be issued a credential, license, or certificate for more than one category at the same time.
Ministerial
Ministerial Credential - to ordained ministers.
Ministerial License - to non-ordained pastors, evangelists, and Bible teachers who are on the path toward ordination.
Commissioned Minister Credential - To associates in pastoral care; Bible instructors; local Conference treasurers and departmental directors including associate and assistant directors; institutional chaplains; principals of secondary schools; and auditors. These individuals should have significant experience in denominational service, usually not fewer than five years, and demonstrate proficiency in the responsibilities assigned to them. Their remuneration should be at approximately the maximum for their category in the denominational wage scale.
It is recommended that an appropriate commissioning service be conducted when an employee is granted a Commissioned Minister Credential.
It is not the normal practice to ordain an individual holding a Commissioned Minister Credential.
Commissioned Minister License - To employees listed in paragraph #3 above with limited experience (fewer than five years).
Teachers
Current certification is required of every teacher in the Gulf States Conference. Teachers will be notified of expiration prior to issuance of employment agreements. Certification must be met by August 31 of the period covered in the new employment agreement; transcripts must be received at the Southern Union conference Office of Education by October 31 of the period covered in the new employment agreement. If these conditions are not met, salary adjustments will be made to the level of a non-certified teacher and will remain at that level for the remainder of the employment period. No retroactive pay adjustment will be made for the period in which the teaching certificate was expired. A teacher whose certificate has expired or has prolonged the lack of certification for one full year may be terminated from employment.
Commissioned Ministry of Teaching Credential - To teachers/educators with life-long commitment and significant experience in the SDA system of education (usually 6 years or more), demonstrating proficiency in responsibilities of education, keen sense of nurturing and leading souls to Christ, and positive interpersonal relationship thus providing an environment of social, spiritual, and emotional stability.
Commissioned Ministry of Teaching License - To teachers/educators with three or more years of satisfactory service, with demonstrated commitment to SDA education, support fundamental beliefs and live a lifestyle consistent with those beliefs.
Ministry of Teaching License - Entry level teachers or initiating work into the SDA education system.
Any certified teacher in the Gulf States Conference may utilize the following subsidized funding to participate in a non-academic credit class or workshop for re-certification purposes: (a) a maximum of $150.00 per fiscal year; and (b) full coverage of a substitute teacher for one school day.
Literature Evangelist:
Literature Evangelist Credential - To permanent regular literature evangelist in regular standing.
Literature Evangelist License - To beginners in the literature ministry after they have given three (3) months of satisfactory service and who plan definitely to remain in this work.
These are to be issued by the Publishing Director of the Gulf States Conference after consultation with the ADCOM of the Gulf States Conference, the pastor of literature evangelists' home church, and the Home Health Education Service.
Honorary Credentials - Honorary credentials, corresponding to the credentials they held while in active service, may be granted to retirement beneficiaries who are members of the Seventh-day Adventist Church.
Bible Workers - Part time
Elder’s Credentials – Issued jointly by the Gulf States Conference and the Southern Union after an elder has completed the four components of the Elders’ Certification Training.
Withdrawing Credentials - Any organization with authority to issue credentials and licenses has the power to withdraw the papers it has granted, in harmony with the constitutional provisions of the organization concerned.
Early Childhood Education Centers
The Southern Union Conference and the Gulf States Conference has requested that the Office of Education oversees the operation of its Early Childhood Education (ECE) Centers formerly referred to as Day Care Centers.
The following policies apply to all day care centers operated by Gulf States entities:
All ECE centers must be licensed by the appropriate Department of Health and Rehabilitative Services of the States of Florida, Mississippi, and Alabama. Evidence of licensing or application for a license must be filed with the Office of Education before the facility may begin operating. In addition, current ECE center policies and procedures as outlined by the Southern Union Gulf States Conference and Adventist Risk Management must be followed. – specifically, those outlined in the Southern Union Education Codes: 6000-6051 and 7000-7600.
Centers must agree to either participate in the Gulf States Conference Office of Education student accident program or present evidence of having another adequate student insurance program.
ECE centers must carry at least three million dollars ($3,000,000) of liability insurance. This must be obtained through Adventist Risk Management.
All ECE centers must meet safety requirements set forth by the state they operate in and the Southern Union Conference Office of Education. All facilities must be visited by the Gulf States Conference Office of Education at least once a year for compliance with standards established by the Southern Union Conference Office of Education (SUCOE). Visitations may be expected anytime during regular operating hours.
Copies of regular and emergency inspection reports from Health and Rehabilitative Services must be sent to the Conference Office of Education.
ECE centers are subject to a financial internal review by the Conference internal auditing service.
ECE centers may offer programs for children from infancy through pre-kindergarten.
ECE operations and daily programs are to be conducted as separate entities from a regular school program. ECE centers are NOT a part of the academic curriculum of the kindergarten and primary grades of a school.
The school principal or other professional instructional personnel employed by the Conference is NOT to be responsible for the management of or involved in the daily operation of, ECE centers.
It is strongly recommended that all employees and especially all directors and employees of ECE centers operated by Conference entities must be members of the Seventh-day Adventist Church.
ECE centers will be responsible for the cost of liability insurance and employee Worker's Compensation coverage.
Contact the Office of Education for additional information.
Employee Conciliation and Dispute Resolution Policy
The Conference maintains a Employment Conciliation and Dispute Resolution Policy to assist with the management of the employment relationship. In order to promote unity and harmony while reconciling employee objections to adverse employment actions which may occur during the employment relationship, this policy explains the process by which employment problems may be resolved and a sound employer/employee relationship strengthened.
The procedures, including deadlines and additional responsibilities of the employee in filing a grievance, are outlined in more detail in the policy entitled Employment Conciliation and Dispute Resolution Policies & Procedures. The following is a summary of the steps for resolving an employee grievance:
Step (1) Employee presents a grievance in writing to his/her immediate supervisor (or administrator/director, if appropriate) in an informal conference within 30 days of the employment action.
Step (2) If the response of the supervisor does not resolve the employee grievance, the employee may submit a written appeal to the administrator/director.
Step (3) If the decision of administrator/director does not resolve the employee grievance, the employee may submit a written appeal to the Administrative Committee or Board.
Step (4) If the decision of the Administrative Committee or Board does not resolve the grievance regarding the Employment Action, the employee may appeal to the Executive Committee.
Step (5) The Executive Committee, in consultation with Human Resource Services, shall review pertinent documents/information relating to the grievance, and determine whether to affirm, modify or reverse the grievance decision of the Administrative Committee or Board. The decision of the Executive Committee is final.
In the event an employee desires to appeal an adverse employment action taken by the Conference, the employee should review the detailed Employment Conciliation and Dispute Resolution Procedures in the Appendix to this Employee Handbook.
The Conference and Employee must follow this policy and the detailed dispute resolution guidelines & procedures.
CONCILIATION & DISPUTE RESOLUTION GUIDELINES & PROCEDURES
Employee vs Independent Contractor
Also see policy on Church/School Employees Section 6000 Policy #___________
The Gulf States Conference cannot legally treat employees as contractors to avoid their or the Conference’s tax liability.
If an employee, the employer must:
Pay employer share of FICA, and deduct the employee’s portion of FICA.
Withhold federal tax from employee wages.
Report wages and tax withheld on Form W-2.
Deposit taxes to the IRS as required.
Comply with wage and hour regulations for time and a half over 40 hours in a calendar week.
If independent contractor, organization must:
Provide form 1099-MISC for payments of $600 or more in a year. Contractor must submit social security number for inclusion on the form. (Ask Treasury Department to provide a form for the Conference to do this for you.)
A 20% backup tax must be deducted from the payments for contractor not providing social security number as specified above.
The independent contractor is responsible for reporting applicable self-employment taxes to the IRS and providing his own Workers’ Compensation insurance. Proof of sufficient Workers Compensation insurance and liability coverage should be obtained from all contractors and sub-contractors before hiring.
Common Incorrect Assumptions about Independent Contractor versus Employee Classification:
The employer has the option of determining whether a worker is an employee or an independent contractor.
When a worker signs a contract the employer is free from all obligations.
Consultants are independent contractors.
The worker is temporary part-time and therefore not an employee.
Considered employee by day and independent contractor by night.
If work related injury occurs employer is not responsible.
If no money changes hands, such as tuition write-off for work performed, it is okay.
Individuals Would Normally be Independent Contractors if:
You know they have set up a company and are taking care of self-employment taxes.
They are doing this work for other organizations.
They provide their own tools.
They are not taking instructions from the organization as to how work should be done.
They are covered by their own Workers Compensation Insurance in which case you should require them to submit a photocopy of their policy.
If you have questions regarding the proper employment or independent contractor status of a person providing services to the Conference, check with the Conference Executive Secretary.
Employment Policies
Introduction - These personnel policies are prepared to provide information and guidance to our employees. The Conference reserves the right to change, add to, or delete any of the policies at any time, with or without notice. In the event that any of these personnel policies conflict with any benefit plan or policy, such plan or policy will control.
In addition to the policies outlined in the Gulf States Conference Employee Handbook the work in the Gulf States Conference is administered in harmony with the Working Policy of the North American Division of the Seventh-day Adventist Church. A person shall also abide by the provisions of the North American Division Working Policy and the Seventh-day Adventist Church Manual.
Employment at Will - All employment with the Conference is on an at-will basis unless the Executive Committee or the K-12 Board enter into a written employment contract with the employee. Absent such a contract, all Conference employees are employed at will. As an ”at will” employee, the employee or the Conference may cease the employment relationship at any time, with or without notice or cause.
Equal Employment Opportunity - The Gulf States Conference of Seventh-day Adventists is an unincorporated religious organization with headquarters located in Montgomery, Alabama. Its territory covers Alabama, Mississippi, and ten counties in Florida west of the Apalachicola River. The employment practices of the church reflect religious preferences in harmony with the United States Constitution and controlling laws. The Conference does not discriminate with regard to race, national origin, gender, color, age, ancestry, national origin, marital status, veteran status, disability and other federal, state and local anti-discrimination laws, regulations and ordinances. This is reflected in Gulf States Conference practices and policies regarding hiring, layoff, discharge, training, promotions, rates of pay, and other terms and conditions of employment. The Gulf States Conference also prohibits any form or workplace harassment, intimidation or retaliation.
Employment Procedure
Application - All individuals desiring Gulf States Conference employment will complete a formal application for employment. The Gulf States Conference reserves the right to request a post-offer physical examination as allowed by law and if it does so, is responsible for the expense. Applicants are tested, interviewed and screened by the Personnel Committee, K-12 Board, or Administration. No representative of the employer, other than K-12 Board or Executive Committee, or their designee, has the authority to enter into any employment agreement at any time (including the setting of remuneration rates) with the prospective employee.
Orientation - A general orientation program for employees is conducted by the Ministerial Director, Superintendent of Education, Youth Director, Principal of Bass Memorial Academy, or Conference Treasurer to give new employees an introduction to the Gulf States Conference and its policies, rules, procedures and the benefits available. Departmental orientation is the responsibility of the department director.
Orientation Period - An orientation period is when both employer and supervisor should pay particular attention to performance and progress. However, completion of the orientation period does not affect the at-will status of employment or create any entitlement to continued employment.
There is a 90-day orientation period for new denominational employees, or employees transferring to a new position. This period is established to benefit both the employee and the employer in terms of learning the job requirements and work rules. If during this period the employee is unable to adapt successfully to the requirements of the position, the department or the organization as a whole, employment can be terminated immediately. The employee is free to resign at any time during or following the completion of this orientation period just as the Gulf States Conference is free to terminate employment at any time during or following the completion of this orientation period.
Review of Status -At the end of the orientation period, if the employee’s overall work record has been satisfactory, the employee’s position and the employee’s remuneration rate may be reviewed. Should the work performance, aptitude, attendance or conduct not meet the requirements of the position, the orientation period may be extended or employment may be terminated. Employees terminating during this period are paid for all hours worked plus any accrued vacation and personal leave time.
Conditions of Employment
The Gulf States Conference strives to maintain highly qualified staff. Personnel selection generally is based on the following qualifications: character, church status, aptitude, education, training, prior work experience, ability, integrity, adaptability, and ability to perform job functions (with or without reasonable accommodation). Minimal qualifications are:
Church Membership - Membership in the Gulf States Conference Church, an unreserved commitment to its objectives, and a personal relationship with Christ.
Church Teachings -Careful adherence to Bible-based teachings and standards of the Church by exemplifying standards of personal conduct which would preclude:
a. Chemical/substance abuse such as the use of alcoholic beverages and tobacco, illegal possession and/or misuse of drugs.
b. Use of profanity.
c. Immoral conduct including but not limited to adultery, fornication, and homosexuality.
d. Dishonest transactions.
Work Performance - Ability to successfully perform the work and tasks to which one is assigned.
Professional Standards - Careful adherence to the highest professional and ethical standards of integrity and confidentiality.
Loyalty - Willing, consistent loyalty and cooperation.
Stewardship - Exemplary witness in faithful stewardship, as Biblically defined, in personal finance, tithe, time, church attendance and talents. (See Faithful Tithing.)
Commitment - Unreserved commitment and fidelity to Christian service for all employees and to ordination vows for ministers
Personal Finances - Management of personal finances enabling one to live within one’s regular income and assure the payment of all just obligations on a timely basis.
Conflicting Interests - Avoidance of transactions or enterprises that would be a conflict of interest.
Prescribed Procedures - Compliance with prescribed procedures for resolving conflicts, disputes, and complaints in the Employment Conciliation and Dispute Resolution Policies & Procedures.
Policy Book - Compliance with the policies stated in the Gulf States Conference Policy Book and policies of the Seventh-day Adventist Church.
Faithful Tithing
Rationale - Tithing is a basic Biblical principle which speaks to a person’s relationship with his Creator. This relationship is ordained of God for the benefit of His children. Systematic and regular tithing yields rich rewards. Among these is the bond which results between a person and the Creator. Another is experiencing the intrinsic satisfaction of giving one’s self and one’s means to the Lord. Our Lord’s promise of special blessings to the faithful giver of tithes can be received in no other way.
Models - Seventh-day Adventist denominational employees are to be models in every facet of their lives. Church members must see in church workers a fidelity to basic principles which is unequivocal. Such employees will demonstrate an exemplary commitment to the Lord and the teaching of His Church. Tithe must be paid to the Gulf States Conference church where membership is held.
Review - Because of its importance as a principle and the spiritual experience it represents, tithing, like other basic beliefs of the Church is a condition of employment for all employees. Consequently, at the time of hiring each individual shall be informed of this requirement which includes the expectation of faithfulness in tithing. Employees shall also be informed that their tithing practices will be subject to an annual review.
Concern - If it is determined that an employee is not faithfully tithing, the President of the Gulf States Conference or his designee shall discuss the matter with the employee in the spirit of pastoral concern. He shall endeavor to help the employee understand that following such a course is harmful to the employee’s relationship with the Creator.
Voluntary Cessation of Employment (Resignation)
Procedure - If an employee, for any reason, finds it necessary to discontinue employment, the Gulf States Conference requests that the employee submit a written resignation at least two weeks prior to the planned date of departure. Those employees in leadership positions, including principals, head teachers, department directors, pastors and camp rangers, are requested to give at least a four-week written working notice. This notice provides an opportunity to secure a replacement so that Conference operations will not be impaired. This notice should give reasons for the resignation/termination and be submitted to the immediate supervisor who, in turn, will present it to the appropriate persons and committees.
Termination Form - The employee should make arrangements with the Conference treasurer for accrued vacation and personal leave time and to leave a forwarding address and to receive a termination form for processing.
Forfeiture of Vacation and Personal Leave - Employees who resign without providing the requested notice or fail to work out their notice period after providing notice to the Conference will forfeit all accrued vacation and personal leave to the fullest extent permitted by applicable law. Employees who are terminated or asked to resign by the Conference for any reason other than position elimination or reduction in force will forfeit all accrued vacation and personal leave to the fullest extent permitted by applicable law. Vacation and personal leave may not be used in lieu of notice of resignation, or after the notice is provided to the Conference.
ID Card - The Health Care Identification card and Prescription card, and any Credential card issued by the Gulf States Conference shall be returned at the close of employment. Terminating employees who incur health care expenses during the time they are being paid for paid leave/vacation time should pay for those expenses and present bills to Adventist Risk Management (ARM) for appropriate assistance.
Discipline and Involuntary Termination
The purpose of this policy is to provide an equitable means of dealing with employee performance problems or policy violations and to assist employees in achieving their optimum performance. This policy is intended as a guideline only and may be modified, altered, or amended based upon the circumstances of each situation.
The following are some of the acts which constitute violations of the Conferences rules of conduct which will result in disciplinary action, up to and including dismissal from employment:
Poor job performance.
Violating published policies, procedures or conditions of employment.
Failing to practice the fundamental teachings and standards of the Seventh-day Adventist Church.
Failing to comply with any reasonable request by a supervisor.
Failing to keep accurate records or submit valid reports in accordance with Conference policies and procedures.
Failing to accurately record time worked or falsification of records, time reports, expense reports, or any other record or report, oral or written.
Remarriage without Biblical grounds.
Excessive tardiness and unexcused absences.
Misappropriation or misuse of Conference funds or other assets.
Unauthorized possession or use of property belonging to the Conference or other individuals.
Conviction of a felony.
Supporting or engaging in activities or attitudes which are in conflict with the teachings and objectives of the Seventh-day Adventist Church.
Disregarding or violating the principles of Christian interpersonal relationships or failing to maintain cordial relations with fellow employees.
Refusing to accept a transfer or reassignment to another position.
Misusing confidential information.
Vandalism.
17. Profanity.
Neglecting the employee’s duties.
Dishonesty.
Using tobacco or alcoholic beverages.
Using, possession of, or distributing drugs in violation of the law.
Unauthorized release of confidential information.
Absence of two consecutive days or three non-consecutive days within any “rolling” twelve-month period without notification or satisfactory reason (no call/no show).
Insubordination or refusal of an employee to follow instructions or to perform assigned work.
Excessive use of facility telephones for personal reasons.
Commission of acts affecting the efficiency and productivity of other employees.
Gambling in any form, including lotteries and games of chance.
Indulging in disorderly conduct, physical horseplay, abusive, profane or offensive language or conduct on Conference property or while conducting Conference business.
Engaging in physical, visual or verbal harassment on account of sex, race, age, religion, national origin, ethnicity, veteran status, disability, or any other category protected by state laws or local ordinances.
Fighting, threatening, intimidating, attempting bodily harm or injury or interfering with another person on Conference property or while conducting Conference business.
Possessing or carrying of unlicensed firearms, knives (other than a small pocket knife) or other weapons such as explosives onto Conference property, in violation of the workplace violence policy.
Types of Discipline - Although the cause is not required for termination, violation of any of the Conference’s policies, rules and procedures will result in disciplinary action, up to and including dismissal. The Conference Executive Committee will review and approve dismissals of employee’s and will take into consideration all of the circumstances involved, as well as an employee’s overall work record when deciding whether dismissal should be imposed for violation of Conference policies, rules, and procedures. Any of the following types of corrective action may be administered by the Conference:
Verbal/Written Warning - The supervisor may verbally warn the employee. Verbal warnings normally are documented in the employee’s personnel file.
Performance Improvement Plan - The employee’s supervisor may provide the employee with a Performance Improvement Plan which normally contains the following information:
An outline of the performance problems or policy violations.
A description of the corrective action the employee must take within the prescribed time frame.
The result of the employee’s failure to take corrective action within the prescribed time frame.
A copy of the Performance Improvement Plan generally will be provided to the employee and be placed in the employee’s personnel file. Failure to respond to guidance during or upon completion of the imposed Performance Improvement Plan may result in an extension of the Performance Improvement Plan or dismissal from employment.
Probation - A supervisor may recommend to the Executive Committee, a Conference officer, or Gulf States Board of Education (BOE) that an employee be placed on probation. If the Executive Committee, a Conference officer or the BOE approved such recommendation, the supervisor normally will meet with the employee to discuss the probation. Written notification of the probation will be provided to the employee and placed in his/her personnel file. Failure to respond to guidance during or upon completion of imposed probation may result in dismissal from employment.
Termination - A supervisor may recommend to the BOE that an exempt employee be terminated. If the Executive Committee or the BOE approves such recommendation, the supervisor normally will meet with the employee to discuss the termination. A supervisor may recommend to ADCOM or its designee that a non-exempt or locally funded employee be terminated. If ADCOM or its designee approves termination, the supervisor or representative of ADCOM may meet with the employee to discuss the termination.
Harassment
Personal Conduct - It is the policy of the Gulf States Conference that all employees have the right to work in an environment free from all forms of discrimination and conduct which can be considered harassing, coercive or disruptive. Employees of the Conference are to exemplify the Christ-like life and should avoid all appearances of wrongdoing. They should not engage in behavior that is harmful to them or others or that casts a shadow on their dedication to the Christian way of life.
Mutual Respect - Employees should respect and uplift one another. Employees should never be placed in a position of embarrassment, disrespect, or harassment because of their protected status, (e.g., gender, age, race, national origin, color, marital status, veteran’s status or disability). To do so would be a violation of God’s law and civil laws protecting human rights and governing workplace conduct.
Harassment consists of unwelcome conduct, whether verbal or physical, that is based on race, color, religion, sex, national origin, age, veteran status, disability, or other categories protected under state laws or local ordinances, which could create a hostile, intimidating or offensive work environment. Harassment by the employer, supervisor, co-workers, and non-employees will not be condoned or tolerated.
Unwelcome sexual advances, requests for sexual favors and other verbal, visual or physical conduct of a sexual nature violate this policy when:
Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; or
Submission to or rejection of such conduct by an individual is used as the basis for the individual’s employment decisions; or
Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.
Working Environment - The Conference recognizes its responsibility to all employees to maintain a working environment free from harassment, because of an employee’s protected status. It endeavors to achieve this environment by educating employees that harassment based on an employee’s protected status violates the law and is strongly disapproved by the Conference. The Conference also endeavors to prevent harassment by publishing this policy, by developing appropriate sanctions for misconduct, and by informing all employees of their right to complain of harassment because of their protected status.
To maintain a work environment free of harassment and assist in preventing inappropriate workplace conduct, the Conference shall endeavor to take the following actions:
Each employee shall receive a copy of the harassment policy and complainant procedure.
The Gulf States Conference has designated the Executive Secretary or his/her designee, or an employee’s department director as the person to whom complaints of harassment because of protected status can be made.
Employees who file harassment complaints will not be subject to retaliation by supervisors or co-workers.
Reporting Incidents - Employees who believe they have been harassed by supervisors, fellow employees, clients, or non-employees should immediately take the following steps:
Report the incident to the immediate department director or to the Executive Secretary or his/her designee. The initial report shall be followed by a written and signed statement describing the incident and identifying potential witnesses; and
The person to whom the complaint is made will keep information received in confidence, except as necessary to investigate or rectify the matter.
Third-Party Reports - Employees and supervisors who are aware of incidents of potential workplace harassment are to report such incidents to their departmental director, the Executive Secretary, or his/her designee.
Investigation - Complaints of harassment will be investigated promptly. The investigation will be an attempt to gather the facts and determine whether discipline is appropriate. The Executive Secretary or his/her designee should direct the investigation of all harassment complaints. In matters where the Executive Secretary is involved, the President will direct the investigation. The investigation should include, at a minimum, interviews with all involved persons and obtaining written statements regarding the incident(s). The investigation and results may be documented in writing.
The determination of whether or not the alleged conduct constitutes harassment shall be made from the facts on a case-by-case basis. In making this determination the Conference should look at the record as a whole and the totality of the circumstances, including the nature of the conduct and the context in which it occurred. The Executive Secretary or his/her designee must review the results of the investigation with the complainant and accused employee and explain any corrective action to be taken. Individuals involved should be cautioned to keep the investigation and results in confidence.
Corrective Action
If the investigation indicates that a violation of the Conference Harassment Policy has not occurred, the complainant and accused employee should be notified of the results and cautioned regarding future compliance with the Conference’s harassment policy.
If the investigation indicates that harassment has occurred the Conference will take prompt corrective action. Depending on the severity of the conduct, the corrective action may range from a written warning which will be placed in the employee’s personnel file to immediate dismissal.
If the results of the investigation are inconclusive, the complainant and the accused employee will be so notified and cautioned regarding future compliance with the Conference harassment policy.
No Retaliation - The Conference prohibits supervisors and co-workers from retaliating, intimidating, or harassing employees reporting incidents of, or complaining of, harassment on the basis of protected status.
Holidays
The official number of paid holidays granted in any year shall be published in the Gulf States Conference calendar as voted by the Executive Committee. Any leave taken beyond the authorized holidays shall be treated as part of the employee’s annual vacation.
See the Conference calendar for the dates the Conference office is closed. Pastors and teachers can take holidays as their schedules permit.
Part-time workers are not eligible for vacation accrual or paid holidays.
Home Purchase or Construction
For employees subject to transfer, prior to purchasing or constructing a home it is required to consult with the Conference administrators, especially if it is a first time purchase. There may be circumstances which would make rental preferable to purchase or construction.
While administration may give counsel in this regard, including potential time of service in a specific location, it should be clearly understood that the decision to purchase or build a home is ultimately the decision of the employee and he/she alone must accept the responsibility of home ownership.
Income Tax Information
Income Tax Information - A W-4 Form for each employee (excluding ministers) is required to be on file. Immigration and Naturalization service Form I-9, Employment Eligibility Verification is required for each employee.