The Holy Eastern Orthodox Catholic & Apostolic Church in North America
Policy and Procedures Manual For Clergy
203 Circuit Ave Suite 163 West Springfield MA 01089 27 July, 1998 Seven Holy Sleepers of Ephesus
Reviewed & Revised 07 July 2007
Reviewed & Revised February 2009
Definitions
Parish: Community of 10+ families who worship in a permanent or semi-permanent structure.
Mission: Community of 3+ individuals who worship in a semi-permanent or leased worship space.
Home Chapel: Small private or semi-public oratory located in or on private property, may or may not house a mission.
I. THE RIGHTS AND DUTIES OF PASTORS. A. A priest must know that he serves because he has been called by God. It follows that this service is first to God and then to the people of God. B. To assist in this service in Gods church; the pastor has been placed under the authority and guidance of a bishop. C. The bishop (or ordinary) shall determine the assignment of each priest, after consultation with all individuals involved. D. In all matters concerning canon law, spiritual function and priestly sacramental duties, the priest is under the direct guidance and supervision of the bishop who is the ordinary. E. A priest desiring a transfer from a parish must submit, in writing, a petition to the ordinary. This petition must be kept in confidence, but may be shared with the Presiding Bishop. After personally speaking with the priest involved, the ordinary will determine if a transfer is in the best interest of the Church, and if so, make a new assignment. Pastors may appeal this decision to the Presiding Bishop. F. No priest shall claim any individual rights to ownership to the properties of the parish except as provided otherwise by written contract. G. No priest may enter into any contractual agreements, or otherwise engage in any business enterprises, which by its nature may jeopardize the assets of the parish, or may subject such parish to any claim, lawsuit, or other liability arising from such activity. H. A priest, when asked what church he serves, must clearly state that he serves The Holy Eastern Orthodox Catholic & Apostolic Church in North America. (American Orthodox Catholic Church) I. The pastor by virtue of his calling is the presiding officer of the congregation, and an ex-officio member of the governing body of every parish organization. He must take an active part, with the Parish Council, in all that pertains to the financial affairs of the parish. He must NOT however be the treasurer. The treasurer of every parish shall be a layperson. J. The pastor, or representative designated by him, shall be the presiding officer at the annual meeting of the membership of the parish, as well as all special meetings. K. The priest should visit every sick parishioner immediately upon learning that he or she is ill from whatever source. It is the duty of every parishioner to keep the pastor informed about other members who are hospitalized or are ill at home. L. A pastor must maintain a church school to assist the youth of the parish in learning the principals and ritual of the church. A lay person should be superintendent of the church school, but the pastor is the spiritual advisor and director. Teachers shall be instructed to answer every religious or spiritual question asked by their pupils. When they are unable to answer, the pastor is to be called for consultation so that a suitable answer can be found. 2 M. Whenever a priest is about to visit another city in which there is a parish, mission, or center of our jurisdiction, the visiting priest should write or call the resident priest regarding the visit, and upon arrival, should call upon the resident priest. N. No priest is permitted to accept an invitation to a liturgical service from another parish which has a canonical pastor, unless the invitation is issued by the pastor of the inviting parish. O. Our jurisdiction requires its priest to fill out regular report forms to the bishop. A format for this reporting is provided in the Policy and Procedures Manual for Clergy. If a bishop is to properly attend his job, he must have complete information in an orderly fashion. Even if the priest just recently spoke in person with the bishop, the report still must be completed for the purpose of permanent records. 3 II. ADMINISTRATION OF THE SACRAMENTS. A. General Information. 1. In order to perform any divine service, a priest must be canonically ordained and licensed by the ordinary. 2. Unless prevented by secular work, needed to make a livelihood, or more pressing spiritual duties, a priest shall offer the Holy Eucharist in church or public or private oratory every Sunday. 3. The celebrant of a liturgical service must be fully vested. It is the office that must be seen, and not the sartorial splendor of the individual liturgist. 4. The Deacon. >may read the Gospel and Preach
>may offer people the reserved Holy Mysteries
>may offer a dry Mass (Missa Sicca)
>may baptize
>may officiate at marriage
>may lead the rites of burial
B. Sacrament of Absolution. 1. The Sacrament of Absolution is part of every celebration of the Holy Eucharist. This, however, does not replace regular auricular confession. 2. The Seal of Confessions is absolute. A priest may not reveal anything heard in the confessional (under the seal of confession) to any private person or officer of the court. Breaking the seal of confession is cause for suspension and deposition according to the ancient canons C. Sacrament of Holy Baptism. 1. Parents who bring their children to the priest requesting baptism, must receive instruction regarding the nature of baptism and their responsibilities to the child who is baptized. 2. Baptism should be performed within the church building. Every church should have a font for this purpose. In cases of urgency, and in missionary circumstances baptism may be administered outside the church building. 4 3. The Office for the Sacrament of Baptism shall be administered in accordance with the rites of this church as set forth in the Liturgy, of the Sarum Manual or Orthodox Ritual 4. Immediately after the service, the pastor must enter the information in the parish records book, and shall make copy for the church records, seal the original and mail it to the parents. 5. All baptismal records are the property of the parish and must not be taken by the priest in the event that he leaves the parish. D. Sacrament of Confirmation/Chrismation. 1. Confirmation is the Sacrament by which baptized Christians are brought into full membership into the Orthodox Church. This Sacrament is administered by a bishop, or a priest who has the faculties, may do so. 2. According to Orthodox custom, infants (and adults) who are members of this Church, are Chrismated and communed following baptism. 3. After the service of Confirmation, the pastor must enter the required information into the parish register. 4. All Confirmation records are parish property, and must not be taken by the priest in the event he leaves the parish. E. Reception of Converts. 1. Those seeking admission to the church must receive sufficient instruction to enable them to live spiritual lives and to understand the teachings of the church. 2. Converts who have not been baptized are received by Baptism. Converts who have been baptized but not confirmed are admitted to the church by the Sacrament of Chrismation. See Appendix C On Receiving Protestants into the Church. 3. Those who have been chrismated in another Orthodox jurisdiction are admitted into fellowship with this church by using the Form for Admission into a Local Chapter, Brotherhood or Parish set forth in the Sarum Manual. 4. After the service, the pastor is to enter the information into the parish register. F. Sacrament of Holy Unction (Healing). 1. The Sacrament of Unction should be administered to any person who has fallen ill and requests it. Such anointing is to be done in the manner as set forth in the Liturgy. 5 2. The Sacrament of Unction and the Viaticum should be administered to members of the church who are dying. G. The Funeral Service/Rites of Burial. 1. Although it is permitted to hold a funeral service in a home, funeral parlor or chapel, it is recommended that it be held in a church building whenever possible. 2. Whenever the service is held, the casket is to be open during the service. Funeral customs are deeply ingrained and while the priest may suggest an open casket, it should not be insisted upon if the family objects. 3. The priest should offer a funeral sermon that will aid the mourners to understand the meaning of life and show them the spiritual resources that will enable them to better cope with the death of their loved one. 4. A eulogy, defined as a speech in praise of a person is best omitted. For those who have lived a good life, it is not necessary, and for those who did not, it is apt to spotlight their failures. 5. After the burial, the pastor will enter the information in the parish register. III. SOME PRIESTLY DISCIPLINES. A. A priest is called to preach the Gospel of Christ. The best preaching is by example. A priest shall live by a path that expresses a love and obedience to Christ. B. A priest must be an example to the faithful through frequent prayer and meditation. He shall practice what he preaches and encourage the faithful to follow not his example, but the example of Christ. C. A priest must not use the pulpit for the promotion of any political cause or party. That does not mean that we must be silent on moral issues, simply because they have turned into political issues. One does not remain silent while people are taken into concentration camps for fear of meddling into the affairs of the state. One does not remain silent in the face of oppression of any select group of people, or on issues of sexism, racism or ageism. Some affairs of state need to be challenged in the Name of God. D. A priest must not be absent from Holy Communion on any Sunday without good and sufficient reason. E. A priest must exercise dignity in conduct, personal appearance, most of dress and sobriety. F. A priest should whenever possible maintain a high profile in a secular world. He should wear clericals, unless engaged in a secular job. 6 G. A priest must be a good steward of resources. He needs to be careful with the use of credit, keeping accounts with local merchants current. He must not leave a parish until all accounts owing in the parish are paid in full. H. A priest, even though wealthy, must live a simple life. Neither home nor auto nor dress should be ostentatious. It is not necessary to deprive ones family of necessities. He must simply be a good steward, providing for his familys needs, but not indulging in material how. I. A priest with an active parish has to give a great deal of himself. He must be careful that he does not attempt to do the work of God, but rather strive to bring the people to God, so that together they may do Godly work. J. It is highly suggested that each priest attend a personal retreat at least once a year. K. A priest has a right to the Canonical Courts of the Church. IV. UNASSIGNED AND NON-PAROCHIAL CLERGY. A. All spiritual implication of this Policy and Procedures Manual for Clergy apply to assigned as well as unassigned and non-parochial clergy. B. Clergy on leave-of-absence may not serve in any parish without the express permission of their ordinary. V. REGARDING VISITS BY THE BISHOP. A. The bishop shall visit each parish annually, provided the funds are available to do so. If any parish feels that it has not been visited sufficiently, the bishop should be petitioned by the pastor, in writing. VI. PAROCHIAL FINANCIAL OBLIGATIONS TO THE DIOCESE. A. Each parish shall forward monthly to the diocese, ten (10%) percent of all parish income (excluding special project fund drives). This is to be paid from parish funds and not by any or group of individuals. B. Missions should contribute as their means allows. VII. OBLIGATIONS OF THE DIOCESE TO ITS PARISHES. A. The diocese shall provide the following to parishes under its care: administrative and technical support blank certificates education and spiritual growth opportunities for clergy and laity quarterly diocesan newsletter various publications on church and spiritual matters
7 VIII. DEANERIES. A. Whenever parishes are close enough together to form a deanery, the bishop shall define the geographic boundaries of same deanery. B. The membership of the deanery shall consist of all clergy serving or residing within the boundaries of the deanery. Retired clergy, under the canonical jurisdiction of the church, residing in the bounds of the deanery shall be invited to all its activities. C. The Dean (or Vicar Forane) is appointed by the bishop and serves at his pleasure. The duties of the Dean are set forth in the appendix of this Policy and Procedures Manual for Clergy under the section of job descriptions. D. The concerns of the deanery shall be as follows: stimulation of spiritual life of the faithful through lectures, seminars, retreats, study groups, etc. improving religious education. liturgical music and stewardship discussion of topics of pastoral concern encouraging spiritual vocations stimulation of advanced theological studies among the clergy encouraging inter-parochial participation in special events
E. All actions taken by the deanery are subject to the approval of the ordinary. F. The deanery shall have a secretary, who shall forward all minutes of all meetings to the ordinary. IX. PROCESS FOR CLERICS SEEKING INCARDINATION INFORMATION. A. After receiving initial information packet and discussing your situation and desires with the diocese informally, if after prayerful reflection, you choose to seek incardination, the following process is to be followed: 1. Speak with your present ordinary concerning your plans and petition for a release. (If this is not possible see note below concerning release). 2. Write a formal letter to the bishop which expresses your desire and outlines your reasons for seeking incardination. 3. Forward with your letter the following documentation: certificate of baptism/chrismation (confirmation). certificates of ordination verification of theological education current curriculum vitae certificate of marriage (if applicable) certificate of religious profession (if applicable) 8
4. After receiving the above letter and supporting documentation, we will contact you to arrange an interview, which may be completed over the telephone. 5. Depending upon your circumstances, after the interview, you may be asked to provide one or more of the following: letter of good conduct from local police department letter from your doctor attesting to you physical/mental fitness for ministry two personal and/or professional references letters from or interview with spouse, if married
6. Within two (2) weeks of the interview (unless additional documentation is required), you will be notified in writing concerning your petition for incardination. If further information is requested of you, a decision will be rendered within two (2) weeks after the receipt of the additional information. B. Concerning Release 1. Situations may arise wherein a cleric is not able to seek a release from his present ordinary. If this is the case, the formal letter of petition (step 2 above) should state such and expound as to why. [All letters of petition are kept strictly confidential.] 2. If per chance your request for release is denied and you still choose to pursue incardination, this should be stated in your letter of petition. Please be sure to send copies of your original request for release and any resulting communication from all parties involved. 3. It is the policy of the Archdiocese of New England to grant a conditional release, without prejudice, to any cleric, in good standing, who requests such in writing . Appendix A Job Description: Pastor
TITLE: PASTOR
The pastor is appointed by the Ordinary Bishop after consulting the parish council.
DUTIES:
He provides for the spiritual needs of the members of the parish by means of (but not limited to) the following:
administering the Sacraments at times that are convenient for the majority of the faithful visiting the sick and homebound with Holy Communion leading classes and discussion groups that promote spiritual awareness and growth
He leads the pastoral team (if applicable) for the benefit of the parish.
He tends to the activities of the parish, seeing that all those under his supervision are performing their assigned tasks properly.
He is responsible for scheduling altar servers, those in Minor Orders, and Major Orders, for the various liturgical services of the parish (and its missions if applicable).
The pastor is responsible, ultimately to the bishop, through the Dean, or Vicar General of the diocese. The pastor is to be notified of whom to report in writing.
In the absence of the pastor, these duties are performed by the Pastoral Administrator.
In the case of a church mission or center, these duties are performed by the Administrator or the Priest-in-Charge of the center or mission. Appendix B Job Description: Dean
TITLE: DEAN or VICAR FORANE or ARCHPRIEST
The Dean is appointed by the Ordinary Bishop.
DUTIES:
He shall visit the parishes, missions, and centers of the deanery at least twice a year.
He shall make known and explain to the clergy in the deanery, the bishops plans for the churches in the diocese.
In case of necessity, he shall give friendly direction to the deanery clergy.
He shall care for the spiritual needs of the faithful, in any parish within the territory of the deanery that is without a pastor or administrator.
The Dean shall make a full report to the Ordinary concerning the activities and the state of the parish within the deanery at least quarterly. In cases of special importance or urgency, the report shall be immediate.
The Dean looks to the spiritual and moral life of the clergy in the deanery and arranges retreats for the deanery clergy at least once per year.
The Dean presides over the six annual meetings of the deanery. (In the case of large geographic areas, the deanery shall meet twice annually.)
The Dean may administer the Minor Orders to those the bishop has approved. Appendix C Archdiocese of New England & the Eastern States Parochial/Mission Report Form
______________________________________________________________________________ Please be sure to include requests for pamphlets, blank certificates, other documents, or anything that we can do to assist you in any way or serve you more effectively.
Also, please be sure to include news articles and/or photos of special events for the newsletter.
____________________________________ Signature of pastor or priest in charge 2 Appendix C Guidelines for receiving Protestants into the Orthodox Catholic Church 11 January 2006 Revised February 2009
Those Baptized and Confirmed (Chrismated) Christians who approach our clergy from churches that have preserved the Historic Faith and Apostolic Succession, are to be received using the simple Statement of Faith and Form for Admission to Membership in the Orthodox Catholic Church. This can take place immediately after Lauds or Vespers, or immediately before the beginning of the Mass.
As several Protestant churches baptize only in the name Jesus, priests are encouraged to inquire regarding the background of the individual during their instruction period. Those who have not been baptized using the Trinitarian formula are to be received by the Sacrament of Baptism and Confirmation.
Those who have been baptized using the proper formula but not confirmed, or if their particular denomination does not preserve the Historic Faith, these individuals should be received by the Rite of Reception by Chrismation. This properly occurs prior to the start of the Eucharistic Liturgy at which the newly Chrismated will receive the Body and Blood of our Lord. At the discretion of the priest, this rite may also take place after Vespers or Lauds.
Clergy from the Old Catholic, Protestant or Convergence movements seeking reception as clergy shall be held to similar guidelines as above in addition to educational and theological requirements and spiritual formation. A priest from the diocese will be assigned to mentor this process in cooperation with the formation team and the bishop.