Catholic_RE_Coordinator_SOW_19_May_17.pdf

Statement of Work Catholic Religious Education Coordinator

1. Contract Position Title. Catholic Religious Education (RE) Coordinator

2. Scope of Responsibilities.

2.1. The Catholic Religious Education Coordinator plans, coordinates, and implements religious education for the Spangdahlem AB Chaplain Corps Catholic Program. Serves as religious education resource person, advisor and coordinator for the Spangdahlem Air Base Catholic community by performing services in accordance with this Statement of Work (SOW).

2.2. The time complete all duties in this SOW is on average 20 hours per week, not to exceed 1040 hours per year.

2.3. From here on the Catholic Religious Education Coordinator will be referred to as Contractor.

3. Education and Experience Requirement. The Contractor must:

3.1. Be a committed, mature individual who works well with others.

3.2. Have the ability to maintain healthy, functional interpersonal relationships with personnel including chapel staff, contractors and parishioners. There will be zero tolerance for disrespect, harassment, or any other unprofessional behavior or activity that could adversely affect the Air Force or Air Force Chaplain Corps by eroding morale, good order, discipline, respect for authority, unit cohesion, or mission accomplishment.

3.3. Be an innovative self-starter who is skilled at problem solving, planning, coordinating, and time management.

3.4. Have the ability and willingness to provide services in a pluralistic and inter-faith chapel setting. Contract duties will be Catholic in nature.

3.5. Be a confirmed Catholic in good standing with the church as required by the Archdiocese for the Military Services (AMS) Priests’ Manual, paragraph 1.7.8.

3.6. Have knowledge and experience in Catholic liturgical year, liturgy and ministries, and have one (1) year previous experience working or volunteering in a Catholic community. A degree in Education is preferred, but not required.

3.7. Be a certificated AMS Catechist, or obtain certification no later than 6 months after contract award. For contractors who do not have a Masters in Theology continuing education is required to maintain certification. Continuing education must be completed on the contractor's personal time, at no cost to the government.

3.8. Have a proven ability to communicate effectively and clearly in spoken and written English.

3.9. Be proficient at using computers and publishing using software programs including Microsoft Windows and Microsoft Office, to include Microsoft Word, Microsoft PowerPoint, Microsoft Excel, and Microsoft Publisher, or obtain training/proficiency within 90 days after contract award on personal time.

3.10. Contractor must submit to a Child Care National Agency Check and Inquiries (CNACI) in accordance with DoDI 1402.5, Criminal History Background Checks on Individuals In Child Care and AFI 32-501, Personnel Security Program Management. Individuals with a prior DoD affiliation must also complete an Installation Records Check. Results of an advanced FBI fingerprint check must be provided before completion of the full CNACI and may be used in conjunction with line of sight supervision, until a favorable adjudication of the CNACI is received.

An adverse finding from these investigations will result in a termination of services. The required investigations will be initiated by the Wing Staff Agency Security Manager, and conducted by the government at no cost to the contractor.

3.11. Contractor must submit to a security investigation (usually NACI) with a sufficient adjudication for eligibility to access unclassified DoD computer networks. This position requires DoD NIPR access, therefore any finding that prevents access to DoD computer networks will result in a termination of services. Applicants who already have clearance sufficient for access are preferred, but not required. The required investigations will be initiated by the Wing Staff Agency Security Manager, and conducted by the government at no cost to the contractor.

3.12. Have at least one (1) year on station remaining to be considered for this position. A copy of the sponsors PCS order listing the applicant will be required to meet this requirement.

4. General Responsibilities. The Contractor will:

4.1. The environment in which this contract is implemented is a religiously pluralistic and sensitive arena of numerous faith groups and denominational traditions. The contractor accomplishes the terms of the contract in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force and the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for contract termination

4.2. Have a positive attitude and interact constructively with staff, contractors, and volunteers.

4.3. Protect privileged communication in accordance with federal law. Under no circumstances may confidential matters seen or heard within the chapel facilities be disclosed. Confidentiality should always be implied, especially within the main chapel facility, bldg. 135.

4.4. Provide personal transportation. Valid registration, proof of insurance and a valid driver’s license are required to operate a privately owned vehicle on base.

4.5. Maintaining a neat, clean, and well-groomed professional appearance. Conservative business attire is required, unless featured events call for casual attire.

4.6. Not remove government-owned equipment removed from chapel facilities without prior approval of the Facility Manager. The contractor is accountable for security and cleanliness of all facilities utilized in conjunction with their programs, including their personal office space. All keys and ID cards/passes will be returned on revocation or conclusion of this contract.

4.7. Comply with all Federal, State, and Local Laws and requirements and Air Force Instructions which apply to this position.

4.8. Comply with mandatory training required for all contractors and maintain current training records.

4.9. Comply with all Air Force computer and information security requirements.

4.10. Not conduct personal business in conjunction with services outlined in this SOW, or in chapel facilities.

4.11. Coordinate with the Catholic Chaplain or designee to establish and post a minimum of four

(4) office hours at the chapel within normal duty hours (Monday-Friday 7:30 a.m. – 4:30 p.m.)

and be present on Sunday during services/activities for the purpose of coordinating activities with the chapel staff and lay leadership. If hours must be changed due to special events, etc. a notice should be posted. The Contractor will submit a log sheet each month to the Catholic Chaplain in order to keep accountability. Be prepared to work extra hours on certain weeks (e.g. VBS, Confirmation, First Communion) with such hours subtracted on following weeks. Arrive at least thirty (30) minutes prior to the start of an event for which responsible.

4.12. Services will be conducted in building 135 and 136 unless notified otherwise.

5. Specific Responsibilities. The Contractor will:

5.1 Develop, schedule, implement and monitor all Catholic Religious Education (RE) programs and activities. This includes, but is not limited to, assisting in the evaluation of the Catholic RE Program and its processes, coordinating volunteer support for any RE related programs, and planning and implementing improvements for program development with the approval of the Catholic Chaplain. Examples of specific programs include: Children’s RE, RCIA, Bible Studies, Vacation Bible School (VBS), Volunteer Appreciation, and other programs as identified in the 52 FW Chapel Annual Ministry Plan.

5.2. Be responsible for coordinating all facility, publicity, supply, and transportation requests with applicable outside agencies in support of a Catholic RE program. Ensures that volunteers are available for RE support and that the facility is set up and returned to its previous state and ensures area(s) used are clean prior to departure. If an event is to be cancelled, ensure at least 2 weeks’ notice to chapel customers/base community, and that the cancellation is well publicized.

5.3. In consultation with the Catholic Chaplain, Cost Center Manager, and CTOF Account Manager, develop an annual calendar of events, Chapel Tithes and Offering Fund (CTOF) budget, appropriated fund budget, and core religious education curriculum. The budgets will include anticipated funds required for equipment, supplies, etc. This information is submitted as required by local Chaplain Corps operating procedures.

5.4. Coordinate with Catholic program leaders, chaplain advisors, and the Catholic chaplain during the creation of the annual calendar of events. Collaborate with Protestant community as required for ecumenical activities, facility sharing needs, etc.

5.5. Recruit volunteers to be RE teachers, helpers, bible study leaders, catechists, project officers, event setup crew, fund collection counters, or any other duty required for the Catholic RE program and activities. Provide for their training including all necessary training materials, for example:

literature, training forms, and supplies. Maintain a current (review quarterly) list of all RE volunteers containing any positions held, training accomplished and dates of training. Ensure and secure volunteer substitutes for all Catholic program activities.

5.6. Provide at least two (2) teacher training sessions a year; Winter Training, January-March and Fall Training, July-September.

5.7. Coordinate and assist Catholic volunteers with the planning and carrying out of programs including the preparation and submission of facility use forms and CTOF request forms in accordance with chapel procedures; assist program leaders and laity in ordering goods and services in support of Catholic RE programs. Accepts or designate a representative to receive all product and food deliveries including weekends.

5.8. Ensure that volunteers receive recognition and support for their work and keep proper records of attendance, volunteer worker’s time, and financial expenditures. Plan and execute an annual Volunteer Appreciation Event to include set up/tear down and supply/refreshment purchases, as directed by the Catholic Chaplain.

5.9. Form a religious education board with representatives for First Reconciliation/Communion Catechists, Confirmation Catechists, Sunday (Mass) Children’s Liturgy, Christmas Pageant, Youth Catechists, and Rites of Christian Initiation for Adults (RCIA) Catechists team. Empower these Catechists/Team members in their specific functions.

5.10. Draft publicity for programs as directed by the Catholic Chaplain. Prepare and submit/post information pertaining to the Catholic RE program to Public Affairs, base bulletin boards, splash screens, and other communication channels. Assist in the preparation of weekly parish bulletins for Catholic Chaplain Coordination, approval and publication. Prepare all RE announcements for the Catholic worship services.

5.11. Coordinate with the Catholic Chaplain to provide recurring sacrament classes. As a minimum, classes will be held for the following sacraments: First Communion, First Reconciliation, and Confirmation. Prepare all sacramental records with necessary documentation for the Archdiocese for the Military Services in Washington, D.C.

5.12. Visit each RE class at least once a quarter or as requested by volunteer teachers.

5.13. Conduct RE registration and collect any required fees in conjunction with RE registration, primarily in August and September. Ensure that any funds collected are counted immediately by trained counters in accordance with AFI 52-105 and the local resourcing operating instruction.

5.14. Participate in weekend liturgies when Religious Education events are directly involved (Confirmation, First Communion, etc.).

5.15. Ensure that all volunteers working directly with youth below 18 years of age have a background check for child protection purposes as described in DoDI 1402.05 and Spangdahlem HCOI 52-3. Ensure volunteers prepare the proper forms, and complete all administrative processing actions IAW Spangdahlem HCOI 52-3.

5.16. Meet twice a month with the Catholic chaplain or his designee for program coordination, program responsibilities and approval.

5.17. Attend the Catholic Parish Advisory Council meeting, weekly chapel staff meetings (when requested by the Catholic chaplain), Quarterly Chapel Financial Working Group meetings and other meetings and training events as necessary in order to provide RE status report i.e. attendance, absences, funds expended, calendar, budget and facility requests.

5.18. Validate status of Catholic RE programs and projects 30 days prior to events.

5.19. Track enrollment and attendance and provide Catholic program statistical program data when requested. Submit after-action reports on special events/programs if requested. Store any documents used or developed for Chapel programs in a shared location (i.e. network drive) for future reference by the staff or contractors.

5.20. Input data for the Catholic database (subject to the Privacy Act) to include contact information, family members info, volunteer status, etc… for RCIA and Catholic RE.

5.21. Keep the assigned RE office in a clean, orderly and safe manner. Manage all Catholic materials by ensuring they are properly stored, clearly categorized and labeled. Maintain an up to date inventory of resource materials and supplies; order as needed and maintain a list of all orders.

5.22. Jointly coordinate with the Protestant Coordinator to plan, coordinate and implement the administration of the Spangdahlem Chapel Resource Center. This involves management of resources, ordering materials/literature/supplies, the monitoring of library programs and coordination (supervising, training and scheduling) of volunteer personnel to provide for an optimal chapel library environment.

5.23. Serve as or recruit volunteer CTOF Project Officers for all RE program purchases. Submit AF Form 4356, CTOF Purchase Request to Account Manager no later than five duty days prior to the date the money is required for purchase. The AF Form 4362, Project Officer Report and all receipts shall be submitted to the Account Manager no later than 10 days following the conclusion of the event or program supported. CTOF reimbursements may also be utilized if preferred. Do not make any Project Officer or Reimbursement purchases prior to receiving authorization from the CTOF Account Manager via AF Form 4356.

5.24. Be accountable for opening and securing the chapel facility and other facilities used in conjunction with their programs.

5.25. Be accountable for paying any personal Social Security payments, Federal or Local Income Taxes, and State Unemployment Insurance premiums, as well as notify any individual employed or subcontracted by them to be accountable for such government obligations.

6. The Wing Chaplain.

6.1. Ensures that information on monthly invoice by Contractor for payment reflects a true and accurate accounting of services provided.

6.2. Provides a computer, work area, any additional office equipment, standard office supplies, internal funds request and processing forms, and other items deemed necessary to perform services described in this SOW.

7. Substitutions.

7.1 The contractor will personally perform the services described above or coordinate performance by a substitute of equal or higher proficiency. The substitute must be approved by the Catholic Chaplain or their designee 14 days in advance. Subcontractors must meet the requirements for the position as outlined in this SOW. Contractor will not receive payment for services not provided, receive sick pay, medical coverage or compensatory time off.