PWS Catholic RE Coordinator.docx

CUI

PERFORMANCE WORK STATEMENT (PWS) FOR

SEYMOUR JOHNSON AFB

CATHOLIC RELIGIOUS EDUCATION (RE) COORDINATOR

Table of Contents SECTION 1 Title SECTION 2 Scope of Responsibilities SECTION 3 Education, Qualifications, and Experience SECTION 4 General Responsibilities SECTION 5 Specific Responsibilities SECTION 6 Criminal History Background Check SECTION 7 Duty Hours SECTION 8 Other SECTION 9 Compliance with Public Law SECTION 10 Government Down-time for Various Authorities APPENDIX Sample Corrective Action Report (CAR)

Seymour Johnson AFB Catholic Religious Education (RE) Coordinator Position Performance Work Statement (PWS)

1. Title.

Catholic Religious Education Coordinator for the Seymour Johnson AFB Chapel. Catholic Religious Education (RE) Coordinator herein called “RE Coordinator.”

2. Scope of Responsibilities.

A RE Coordinator will be responsible for administrative functions at Seymour Johnson AFB Chapel, to the Catholic Chaplain regarding the development and implementation of budgets, program schedules, publicity, and other required items. The Catholic RE Coordinator shall provide all personnel, labor, materials, and transportation in order to support the Seymour Johnson AFB Chapel Catholic RE program. The RE Coordinator shall serve as the primary coordinator, teacher, facilitator, and organizer of the Catholic religious education program which falls within the responsibility of the Senior Installation Chaplain and managed by the Catholic Chaplain/Catholic Priest.

2.1. This is a non-personal service contract to perform duties as the Catholic RE Coordinator. The US Government shall neither supervise nor control the method by which the RE Coordinator performs required tasks herein. It shall be the responsibility of the RE Coordinator to guard against any actions that are of the nature of personal services or give the perception of personal services. The Catholic RE Coordinator should notify the Contracting Officer immediately if the manner in which the contract is administered gives rise to personal services. These services shall not be used to perform work of a policy/decision making or management nature (e.g., inherently governmental functions). All decisions relative to programs supported by the Catholic RE Coordinator shall be the sole responsibility of the US Government.

3. Education and Experience.

Catholic RE Coordinator must:

3.1. Possess a minimum of 3 years of Catholic RE leadership experience, preferably directing a Catholic RE program in a Catholic Church or military chapel setting.

3.2. The Catholic Coordinator of Religious Education (CRE) must be a practicing Catholic who has received the Sacrament of Confirmation, as stated in the directives of the AMS Priests’ Manual.

3.3. The CRE must possess a valid Catechist Certificate issued by the AMS. It shall be completed within the first 6 months of employment.

3.4. Be fluent in reading, writing, and speaking English to perform all responsibilities outlined within the PWS.

3.5. Possess and demonstrate an understanding of the basic doctrines and worship practices of the Catholic faith.

3.6. Provide at least one (1) Letter of Recommendation from a Catholic Priest.

3.7. Provide Letters of Reference from at least two (2) individuals who have worked with or supervised the applicant within the previous three years and can verify all required qualifications and capabilities.

3.8. Provide a Letter of Good Standing signed by a Roman Catholic Priest who holds current priestly faculties (i.e., a priest who is actively authorized by his diocese, religious order, or the Archdiocese for the Military Services to perform ministry). The letter must be dated within six (6) months of submission.

3.9. Skills:

3.9.1. Interpersonal: Must possess the ability to constructively work well with others in a multi-faith environment.

3.9.2. Professional: Must be able to efficiently organize and manage diverse program elements.

3.9.3. Communication: Must be able to clearly communicate, verbally and in writing, the needs and goals of the CATHOLIC RE Program to chapel staff, volunteers, and customers.

3.9.4. Computer: Must have a working knowledge of computers to perform all administrative tasks and be familiar with Microsoft Office products.

3.9.5. Budget: Must understand the basics of planning, developing, and executing a budget.

4. General Responsibilities.

RE Coordinator shall:

4.1. Be responsible to develop and maintain the Seymour Johnson AFB Catholic RE Program.

4.2. Assist the Catholic Chaplain to develop the following items for the RE Coordinator programs (including, but not limited to): an annual calendar of events, Chapel Tithes and Offerings Fund (CTOF) budget, Appropriated Fund (APF) budget, RE programs and curriculum, and core volunteer training requirements. The contractor shall submit the proposed annual RE calendar and budget to the Chaplain for approval no later than thirty (30) calendar days prior to the start of the RE academic year.

4.3. The RE Coordinator shall be responsible for ensuring facility requests for RE programs, both for Chaplain Corps facilities and other base facilities, are completed and submitted to the Chaplain Corps staff no later than seven (7) calendar days in advance for processing.

4.4. The RE shall propose effective advertisements for RE programs and events and implement the advertisements upon approval by the Government.

4.5. Coordinate and ensure that all purchase requests for RE programs are properly completed and submitted to the Chaplain Corps staff no later than fourteen (14) calendar days prior to the date the items are required.

4.6. Attend all requested meetings to report on RE activities, events, and budget updates.

4.7. Coordinate with the Chaplain and chapel volunteers to create effective RE programs for the Catholic community.

4.8. Provide recommendations for annual volunteer recognition to the Chaplain/Catholic Priest.

4.9. Provide a replacement to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the RE Coordinator and must have obtained background check clearance per Section 6 of this PWS. This shall be coordinated with the Chaplain/Catholic Priest and least 14 days prior to the start of performance by the approved replacement. The RE Coordinator shall not employ/sub-contract any person to perform any of the work required by this PWS on SEYMOUR JOHNSON AFB without prior approval from the Contracting Officer or designee.

4.9.1: In the event of an extended lapse in the contractor’s ability to provide a replacement, the government reserves the right to utilize volunteers or other approved chapel service methods. This does not wave the contractor’s sole responsibility to provide a qualified replacement within the requested 14 days as outlined in section 4.9.

5. Specific Responsibilities. RE Coordinator shall:

5.1. Recruit, train, and manage volunteers for their Catholic RE programs.

5.2. Provide in-services and training for catechists on an as-needed basis (as determined by the Chaplain or when program needs arise) in basic Catholic theology, utilizing resources from Archdiocese for the Military Services (AMS) partners, including the University of Dayton Virtual Learning Community for Faith Formation (VLCFF) and the Catholic Distance University (CDU).

5.3. Monitor catechists to ensure that they become certified per the AMS policies utilizing the AMS Catechist Manual as a reference guide.

5.4. Be accountable for security and cleanliness of all facilities utilized in conjunction with his or her programs. The RE coordinator is responsible for opening, restoring to its neutral setting, cleaning, and securing any chapel facilities used for RE programs and events.

5.5. Ensure that background check qualified, adult supervision and leadership are present at least 30 minutes prior to scheduled start times of all RE activities and will remain present until the last participant under the age of 18 has departed.

5.6. Ensure compliance with rules/laws regarding use of any copyrighted materials.

5.7. Maintain a professional attitude and environment to include hygiene and appearance.

5.8. Ensure all applicable facilities (i.e. Youth Center, Family Life Center, classrooms, and local elementary schools) are opened, equipped, and ready for use prior to the start of RE programs for all Catholic RE programs.

5.9. Provide and maintain an adequate level of supplies and inventory of consumable materials, RE resources, and equipment. A report shall be submitted to the Chaplain or designee by the first duty day of the quarter of each calendar year (i.e., Jan, April, July, Oct). Prepare fund requests per the policies of the local Chapel program

5.10. Lead and facilitate the coordination of the annual Vacation Bible School (VBS), or equivalent program. These programs will fall under the responsibility of the installation Chaplain in conjunction with the Catholic RE coordinator and other chapel personnel.

5.11. Record attendance at all RE programs and events and report numbers to the Chaplain within 2 days of an event’s conclusion.

5.12. Maintain an up-to-date continuity file for the Religious Education (RE) program. Submit electronic after-action reports to the assigned Chaplain for all special Catholic RE events (excluding standard weekly RE classes) within five (5) calendar days following the conclusion of the event.

5.13. Maintain electronic attendance records: names, dates, and rosters of all participants and volunteers for the review of the Chaplain.

5.14. Prepare sacramental records for submission to the Archdiocese for the Military Services, USA (AMS) and notification to the Church of baptism of individuals receiving sacraments as appropriate.

5.15. The RE Coordinator may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the Senior Installation Chaplain and the 4th Fighter Wing.

5.16. Attend Catholic staff meetings and provide updates related to the catechetical program. Establish and maintain contact with the AMS Office of Faith Formation.

6. Criminal History Background Check.

6.1. The contractor shall submit a completed background check application (as required by DoDI 1402.05 Criminal History Background Checks on Individuals in Child Care Services) to the Chaplain Corps background check program manager within 20 days of contract award. It is mandatory that all contractors working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI 1402.05 and DAFI 52-101. Until a favorable background check investigation has been completed, the RE Coordinator shall remain under Line of Sight Supervision of a cleared Chapel Staff member.

6.2. Disqualifying information on the background check can be grounds for termination of the contract. In accordance with DAFI 52-101, the Senior Installation Chaplain has final approval authority for personnel (including contractors) working or participating in military-sanctioned chapel programs.

6.3. Provisional background check guidance: While the contractor is waiting for background check determination and has started performing duties, he/she will remain under line-of-sight supervision (LOSS) at all times while around children under the age of 18 years when parents or guardians are not present.

6.4. The Government shall reserve the right to utilize corrective administrative actions if the required background check is not completed within 60 days of contract award or if the background check reveals disqualifying information as determined by the Senior Installation Chaplain.

6.5. The contractor has the right to obtain a copy of any background check results pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

6.6. The contractor must ensure that all volunteers working with youth below 18 years of age have a favorably adjudicated background check as described in DoDI 1402.05, Criminal History Background Checks on Individuals in Child Care Services. The RE Coordinator shall ensure that all specified volunteers and individuals pending favorable adjudication remain under Line of Sight Supervision when children are present. Line of Sight Supervision is also required for all non-specified volunteers as described in DAFI 52-101.

6.7. Non-US personnel in overseas locations (excluding Hawaii, Alaska, and other US occupied territories where US laws/codes applies) must adhere to host nation’s background check guidance, determination, and must be consistent with or equivalent to a DoD Tier 1 investigation, to the greatest extent possible.

6.8. Non-US residents within US and territories must follow DoDI background check instructions and guidance.

7. Duty Hours. RE Coordinator shall be required to be present for the following:

7.1. Approximately 110-115 hours per month performing the duties specified within this PWS.

7.1.1. The core work hours for this PWS are 22 hours on site during normal office hours and 6 flex hours for weekends and events that fall outside normal duty hours for a total of 28 hours per week. The hours stated herein are projected hours and may be reduced due to potential cancellations, periods when RE classes are not in session, or when special RE events (e.g., Vacation Bible School (VBS) or equivalent programs) are taking place (see Section 7.3). Conversely, certain seasons of the liturgical year may require an increase in hours to meet mission requirements.

7.2. Absences due to illness or family emergency will be dealt with on a case-by-case basis (see Section 7.3.).

7.3. Changes to work location or work hours must receive prior approval no later than 14 days in advance of the change to location or schedule unless it concerns an illness or family emergency (see Section 7.2.). All email correspondence regarding changes shall be sent via email to the Contracting Officer or designee and courtesy copied to the Chaplain for coordination.

8. Other.

8.1. Taxes. The RE Coordinator is solely responsible for filing and paying any applicable social security, federal, state, or host nation taxes on the compensation/wages received under this contract. The RE Coordinator will also obtain any applicable business licenses and registrations or otherwise ensure compliance with host nation law.

8.2. Quality Control. The Contracting Officer or his/her designee will monitor and inspect the RE Coordinator’s performance to ensure that the programs and services are operating in accordance with this PWS. The Contracting Officer and chapel staff may inspect files and records at any time.

8.4. Hours of Operation. Normal Seymour Johnson AFB Chapel workdays are Monday through Friday except US Federal Holidays and family days (per ACC Family Day Program Calendar). Hours of operation for Chapel staff are from 0730 to 1630 Monday through Friday. Regular meetings will not be held during US Federal Holidays.

8.5. The RE Coordinator shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The RE Coordinator shall not duplicate any keys issued by the government. The RE Coordinator shall immediately report to the Chaplain any occurrences of lost keys. In the event keys are lost, the RE Coordinator may be responsible for costs incurred in re-keying or replacing affected locks and keys.

8.6. Funds. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded for in the appropriated fund contract (i.e. contributions, donations, fund-raisers, participant tuition, designated offerings, gifts, scholarships, etc.) will be processed by and maintained by the SEYMOUR JOHNSON AFB Chapel Tithes and Offering Fund (CTOF). The RE Coordinator, being part of the chapel program, is allowed to organize a fundraiser, if approved by the Senior Installation Chaplain and the Installation Commander (or delegate), prior to conducting a fundraiser. All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with DAFI 52-105. The RE Coordinator will maintain an accounting of all funds received and spent, including receipts, and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

9. Compliance with Public Law

9.1. In accordance with Public Law 105-270, Section 5(2)(A), the contractor will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term "inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include, (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials or (ii) any function that is primarily ministerial and internal in nature.

9.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated December 31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the RE Coordinator by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property. The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Government’s expressed consent.