DIRECTORY FOR SEMINARIANS

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1 DIRECTORY FOR SEMINARIANS 2012 I N F O R M A T I O N A N D D I R E C T I V E S F O R S E M I N A R I A N S OF T H E D I O C E S E O F BATHURST September 2012 Version: 1.0 Status: Approved 5 Sept 2012

2 INTRODUCTION This Directory for Seminarians is intended solely for use by seminarians of the Diocese of Bathurst, New South Wales, Australia. The document contains the main policies for seminarians in priestly formation. Even so, the policies described may be varied at any time in accordance with the decision of the Bishop or upon the needs of individual seminarians. Any issue not covered by this Directory needs to be discussed with the Vicar General. Icon of Christ the Great High Priest Page 1

3 CONTENTS 1. CONTACT 3 2. FINANCIAL ASSISTANCE 3 3. GIFTS 4 4. PASTORAL PLACEMENT 4 TRAVEL EXPENSES 4 ALLOWANCE 4 5. CHILD PROTECTION 4 6. COMPUTERS 5 7. HOLIDAYS 6 8. DOMESTIC TRAVEL 7 9. INTERNATIONAL TRAVEL FOR STUDENTS STUDYING AWAY FROM THEIR COUNTRY OF ORIGIN MEDICAL REIMBURSEMENT DRIVERS LICENCE MOTOR VEHICLES FORMS 11 BANK ACCOUNT NOTIFICATION 12 HOLIDAY NOTIFICATION 13 Page 2

4 1. CONTACT 1.1 From time to time seminarians will need to contact the Diocese. Normally, the seminarian will contact the Vicar General to discuss day to day matters or issues regarding his formation. These include matters related to; Travel arrangements Holidays Seminary issues study program Pastoral placements Medical Driver training Pastoral care and support The Vicar General can be contacted by at 1.2 In exceptional circumstances, matters of a sensitive or personal nature are best discussed with the Bishop. The seminarian is to use his discernment in order to judge when this is the case. 2. FINANCIAL ASSISTANCE 2.1 An allowance is available to students requiring financial assistance during their period of formation. This allowance is available on a monthly basis. Seminarians may apply for this allowance through the Vicar General. 2.2 The monthly allowance is periodically reviewed, the current rate is; Allowance (per month) Effective Date $300 1 January The monthly allowance is paid directly into a seminarian s account. Seminarians must have an account at an Australian bank, building society or credit union in order to receive the monthly allowance. Refer to the attached Bank Account Notification form. 2.4 The allowance is for the purpose of supporting seminarians to purchase study material, reference books and to participate in activities related to their study and personal formation (including sporting activities). 2.5 It is recommended to seminarians the value of cultivating, from the very beginning of formation, the habit of living within one s means. Page 3

5 3. GIFTS 3.1 A seminarian may receive spontaneously offered gifts from laity and clergy. However, he should inform the Rector, while at the seminary, or the Parish Priest, while at a parish placement, of such gifts. 3.2 Seminarians are to refrain from soliciting money or gifts from persons apart from their family. 4. PASTORAL PLACEMENT 4.1 Arrangements for Pastoral Placements are as follows:- TRAVEL EXPENSES To and from pastoral placement met by the Diocese. During the pastoral placement subject to arrangements made by the parish. For seminarians with access to a car the costs are met by the parish at the current Clergy Car Allowance (running) rate. ALLOWANCE Those in receipt of the monthly allowance will continue to receive the allowance during a pastoral placement. 5. CHILD PROTECTION 5.1 The seminarian must familiarise themselves with and adhere to Diocesan Child Protection policies and procedures, including submitting to criminal record checks. Diocesan Child Protection policies and procedures are available through the Vicar General. 5.2 The seminarian should also become familiar with the code of professional conduct for clergy set out in the document approved by the Australian Catholic Bishops Conference, Integrity in Ministry. Page 4

6 5.3 The seminarian is responsible for maintaining a professional role especially when in the company of children and young people. The following elementary examples will assist seminarians in establishing and maintaining appropriate boundaries; Boundary Example of violation Communication Inappropriate comments about a child s or young person s appearance Excessive flattering comments Inappropriate conversation or enquiries of a sexual nature Use of inappropriate pet names Vilification or humiliation Jokes or innuendo of a sexual nature Obscene gestures and language Facilitating access to pornographic or overtly sexual material Correspondence of a personal nature including letters, , phone, SMS text, social networks (e.g. Facebook, Twitter) Personal disclosure Discussing personal details of self. However, it may be appropriate and necessary at times to draw on relevant personal life experiences Sharing of personal information about others Physical contact Unwarranted, unwanted and/or inappropriate touching of a child or young person personally or with objects (eg pencil) Initiating or permitting inappropriate physical contact by a child or young person, eg massage, tickling games Place Inviting/allowing/encouraging a child or young person to be alone, away from others Attending the home of a child or young person or social gatherings for personal reasons Driving a child or young person unaccompanied Targeting individual children or young persons Personal gifts and special favours Adopting a welfare role that is disproportionate or is the responsibility of another person e.g. parent, or doing so without the knowledge of others 6. COMPUTERS 6.1 Seminarians who do not own a computer may approach the Vicar General in their second year of study for assistance in obtaining one. This computer will generally be second-hand and will be provided when available. If a second-hand computer is unavailable the Diocese will make a contribution towards the cost of an entry level machine. 6.2 The computer is provided for word processing, internet research and to receive and dispatch . Page 5

7 6.3 Seminarians are responsible for the cost of computer peripherals, additional software, internet connections, accounts and upgrades. 6.4 For the reputation of the student, and the Diocese, students are asked to be discerning in their use of social networks and must be prudent in their use of the internet. 6.5 Computers must be used in accordance with any policy or directives issued by the seminary. 7. HOLIDAYS 7.1 Seminary holidays The break from studies given by the seminary is understood to be a time of recreation and holiday for the seminarian. Only two exceptions hold: a. The time from the end of term 4 until Christmas Day is assigned for parish placement. b. Holy Week is a time of service in the Diocese, especially in the Liturgies of Holy Week. c. In some circumstances a formation exercise or programme may be scheduled by the rector for an individual seminarian or for a particular group during a seminary holiday. 7.2 Accommodation During the holidays it is foreseen that a seminarian will be typically (though not exclusively) accommodated at one of the following places, with the approval of the Vicar General: a. The seminarian s family or relatives. b. A parish presbytery in Bathurst Diocese, subject to the concurrence of the parish priest. c. The family of another seminarian, whether from Bathurst diocese or elsewhere. Where a seminarian wishes to lodge elsewhere (other than the above such as when camping or travelling) he should first discuss this with the Vicar General. The seminary rector may also require information about holiday plans. Page 6

8 7.3 Holiday Notification At least two weeks prior to the commencement of holidays seminarians are asked to forward details of their holiday movements and accommodation to the Vicar General. This must be done in writing; either by letter or (reply request is required). 7.4 Each seminarian is asked to list the date, address and persons with whom he will be lodging during his holidays. In the case that a seminarian s family member or friend contacts the Diocese seeking the whereabouts of the seminarian, the Diocese will forward the details supplied by the seminarian. Refer to the attached Holiday Notification form. Example: Date: to to Address: 10 Botany Bay Ave, Penrith Lamington National Park, NSW Person: Family of John Smith (seminarian for Sydney) Camping with Joe Brown 7.5 Holiday Employment Seminarians, subject to any visa restrictions, are encouraged to find holiday employment to supplement their income, especially in the period following the New Year until the start of first semester. The Diocese may be able to help seminarians in finding employment; the seminarian need only approach the Vicar General well before the start of the Christmas break. 8. DOMESTIC TRAVEL 8.1 The Diocese of Bathurst does not have its own seminary; consequently, all students for the priesthood will be required to travel between the seminary and the Diocese, and on occasion within the Diocese. 8.2 All domestic travel for seminarians in the course of their formation is at the discretion of the Vicar General, or in his absence the Diocesan Financial Administrator in consultation with the Bishop of Bathurst. 8.3 Domestic travel for seminarians during their holidays is at their own expense. Page 7

9 9. INTERNATIONAL TRAVEL FOR STUDENTS STUDYING AWAY FROM THEIR COUNTRY OF ORIGIN 9.1 Students for the priesthood who either a. have a nationality other than Australian and who travelled to Australia specifically to study for the priesthood for the Diocese of Bathurst, or b. have Australian nationality and are studying for the priesthood for the Diocese of Bathurst outside Australia are entitled to apply for at least one return airfare to their country of origin during their course of study, paid by the Diocese, subject to approval by the Bishop of Bathurst. 9.2 This policy covers only the cost of a return airfare to the country of origin and domestic travel to a student s home town. Generally, accommodation, travel insurance, statutory charges, taxes, meals and sundries are not funded. 9.3 To access this privilege, seminarians must apply in writing to the Vicar General who will then forward the request to the Bishop of Bathurst for his determination. In making his recommendation to the Bishop the Vicar General will take into account the following; a. The eligibility of a student for holidays, and b. A report from the rector of the seminary on the student s conduct and commitment to his studies and formation. 9.4 Approval of a paid return airfare to a student s country of origin is a privilege, not a right. It therefore may not be presumed. 9.5 This policy may be varied depending upon the particular circumstance of a seminarian. 9.6 In the event of the death of an immediate family member the Vicar General will sympathetically negotiate with the student in respect of his needs at that time. 10. MEDICAL REIMBURSEMENT 10.1 Students for the priesthood will be covered for healthcare expenses under the Private Medical Insurance policy of the Diocese of Bathurst. Page 8

10 10.2 The Diocese of Bathurst will reimburse the reasonable costs of essential healthcare expenses not covered by the private health insurance of the Diocese of Bathurst (ref 10.1), under the following basis; a. This policy covers dental, optical and minor medical procedures only. b. The decision to reimburse costs will be assessed and approved on a case by case basis by the Vicar General. 11. DRIVERS LICENCE 11.1 Seminarians who are unable to drive a motor vehicle are expected to work towards a NSW drivers licence during their seminary training Students who are able, while holding student visas, to drive a motor vehicle on an overseas drivers licence are expected to obtain a NSW drivers licence prior to receiving major orders Students are to contact the Vicar General to organise driver training lessons, as required. 12. MOTOR VEHICLES 12.1 Motor vehicles owned by the Diocese are, on occasion, made available to seminarians in order to undertake their studies and formation. These motor vehicles are provided on the following basis; a The Vicar General designates a driver, or drivers, who have permission to use a Diocesan owned motor vehicle. No other drivers are permitted to drive the motor vehicle. b While the motor vehicle is the property of the Diocese, it is the responsibility of the designated seminarian to ensure that the motor vehicle is maintained and adequately garaged. Contact the Diocesan Financial Administrator if a scheduled service is required or if the motor vehicle requires mechanical repairs. c Use of the Diocesan owned motor vehicle for travel other than in the course of study or formation requires the explicit approval of the Vicar General. d All traffic infringements are the responsibility of the driver; this includes fines and loss of licence points. Page 9

11 12.2 Motor vehicles owned by seminarians are not to be used during seminary semesters unless approval has been given by the Rector or Vicar General. Page 10

12 13. FORMS 1. Bank Account Notification 2. Holiday Notification Page 11

13 BANK ACCOUNT NOTIFICATION Post to: Vicar General PO Box 246 Bathurst NSW 2795 Fax to: to: NAME: My bank account details are; ACCOUNT NAME: BSB: ACCOUNT NUMBER: FINANCIAL INSTITUTION: Page 12

14 HOLIDAY NOTIFICATION Post to: Vicar General PO Box 246 Bathurst NSW 2795 Fax to: to: NAME: Example Date 1: to Address: Persons: 10 Botany Bay Ave, Penrith Family of John Smith (seminarian for Sydney) Date 1: Address: to Persons: Date 2: Address: to Persons: Date 3: Address: to Persons: ADDITIONAL COMMENTS RECEIVED: DATE: Page 13

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