1. Introduction The Uniting Church in Australia Relationship between UCA related schools in Queensland and the Synod...

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2 Contents 1. Introduction The Uniting Church in Australia Relationship between UCA related schools in Queensland and the Synod UCA (Qld Synod) Schools and Residential Colleges Commission Interacting with the wider Church... 3 Interacting with the Synod... 3 Interacting with the local congregation... 3 Interacting with the relevant Presbytery... 3 Interacting with other UCA Agencies Notifications to Synod Reporting to Synod... 4 Reporting to Synod in Session (every 18 months)... 4 Reporting to the Synod generally Spiritual Leadership within the School Marketing of the School/College Chaplaincy... 5 Appointment... 5 Induction... 6 Accountability... 6 Review Role of Women in Leadership Recognition of new Principal Protocols for invitations to functions Financial & Property Matters Specific Issues... 7 Social Justice Issues... 7 Appendix 1 Synod and Presbytery Roles... 8 Appendix 2 - Delegation Document Appendix 3 Constitutional Reporting Requirements... 14

3 1. Introduction The Uniting Church (the Church) recognises that Principals are accountable solely to their Board for the operation of their school or college. However, in carrying out their important role, they will find themselves interacting with various agents from councils of the Church, and other Church bodies as they seek to comply with relevant Uniting Church policies and procedures. Even for those with some experience of working within church schools or colleges, the governance structures and processes of the Uniting Church of Australia (UCA) may be quite distinct from those of other businesses and churches. Of particular note, is the UCA s lack of hierarchy which brings many blessings but sometimes also organisational ambiguity. This handbook is intended to assist Principals in navigating their way around the relevant UCA bodies and systems. It has been compiled following consultation with schools and colleges, and will continue to be an evolving document to meet the needs of principals and reflect the dynamic church environment. This booklet should be read in conjunction with the following documents which are made available to the Principal and Board members, and may be found on the Assembly and Synod websites: Specifically:- Governance in UCA Schools and Residential Colleges Ethos Statement for Uniting Church Schools in Queensland Basis of Union Understanding the UCA Statement to the Nation 1977 Generally:- Constitution of the Uniting Church Regulations of the Uniting Church Queensland Synod By-Laws 2. The Uniting Church in Australia The Uniting Church in Australia was established in 1977 when the Congregational, Methodist and Presbyterian denominations responded to God s call to unite and come together to form a new Australian church. Theologically, The Uniting Church draws upon the witness of the Reformers to the grace which justifies us through faith, the centrality of the person and work of Christ, and the need for a constant appeal to Holy Scripture. The UCA is called to be a fellowship of reconciliation, acknowledging the diverse gifts of its members and believing that there is no gift without its corresponding service. 1 Uniting Church in Australia s foundational document, The Basis of Union, commits members to preach the crucified, risen Christ, to bear witness to the unity of faith and life in Christ, and to engage in prophetic ministry which honours God s will for justice and peace The Uniting Church in Australia governs itself through inter-conciliar councils such as Church Council (local), Presbytery (Regional), Synod (State) and Assembly (National). This is not a hierarchy; each has its specific functions and each is required to listen to one another. Schools and colleges may find themselves relating to personnel from each of these bodies as they are all seen as part of the mission of the wider church. 1 Basis of Union, (1992), page 5 uca.org.au/basisofunion.htm 1

4 3. Relationship between UCA related schools in Queensland and the Synod In Queensland, there are thirteen schools associated with the UCA and, unlike the other 40 in other Australian states, these fall into four categories, all of which have a slightly different relationship with the UCA (Qld) Synod. Calvary Christian College, The Lakes College, Shalom Christian College and The SCOTS PGC College have the UCA Property Trust (Q.) as their legal owner. This has ramifications for culture, property, financial, legal, insurance and accreditation matters. Moreton Bay College (MBC) and Moreton Bay Boys College (MBBC)are separately incorporated. MBC is incorporated under Letters Patent and is constitutionally an institution of the Uniting Church and MBBC is a company limited by guarantee with MBC the sole member. Somerville House, Brisbane Boys College, Clayfield College and Sunshine Coast Grammar School are owned and operated by the Presbyterian and Methodist Schools Association (PMSA), a legal entity established by the then Presbyterian and Methodist churches to manage their schools before the union of the churches. The auspicing churches are now the Uniting Church and the continuing Presbyterian Church. Unity College, Jubilee Primary School and Emmaus College are owned and administered by the Brisbane Catholic Education Office, but work in partnership with the UCA and, in the case of Jubilee and Emmaus, other churches. The Schools and Residential Colleges Commission also oversees 5 university residential colleges. Four of these are located at the University of Queensland: Cromwell, Emmanuel; Grace, and Kings Colleges. One college, The John Flynn, is located in Townsville, at The James Cook University campus. Together, The Schools and Residential Colleges Commission serve some 15,000 students and the residential colleges serve 1,200 university aged students. All schools and colleges which use the Uniting Church name and logo and/or where board/council members are appointed by The Uniting Church are connected with The Uniting Church and as such have lines of accountability. It should be noted that the highest connection of schools are those who come under the Property Trust (other schools and colleges associated with the UCA will find the following information helpful, but should not see it as prescriptive). 4. UCA (Qld Synod) Schools and Residential Colleges Commission The Schools and Residential Colleges Commission is the body established by The Uniting Church Qld Synod to be the link between the church and the schools. Its members seek to encourage and support schools to further the mission of Christ in their context. The Role of the Commission is primarily to: ensure that good governance practices are in place for schools and colleges, and to provide opportunities for boards to form networks and build the capacity of members to facilitate the development of relationships across schools and colleges particularly for leaders, chaplains and business managers to support schools as they develop Christian communities characterised by worship, learning and service to provide advice to the wider church on matters concerning schools and colleges to advocate at a national and state level for UCA schools and colleges to represent the Approved Authority on national and state consultative groups for independent schools The Commission recruits, interviews, evaluates and organises board/council appointments. It is also able to provide workshops for boards, councils and staff on the relationship with the wider church and the ethos of the UCA. 2

5 In addition the Executive Officer is able to: assist and participate with the appointment process or performance appraisals of school and college leaders be a sounding board on confidential matters be a conduit to other Church bodies and personnel provide professional development opportunities be a resource to call upon. 5. Interacting with the wider Church Interacting with the Synod Interaction with the Synod is wholly through the Executive Officer of the Schools and Residential Colleges Commission but, from time to time, there may be direct contact with the Director of Finance and Property Services or managers in areas such as legal and insurance. For example, business managers would have direct contact with finance, property and insurance staff. The Synod is the Approved Authority for Calvary Christian College, The SCOTS PGC College, The Lakes College and Shalom Christian College. This means that funding for these schools is funnelled directly through the Synod office and the Synod is responsible for ensuring, that these schools comply with the associated legislative reporting requirements. Schools which are owned by the UCA Property Trust (Q.) and those which are constitutionally bound (Moreton Bay College) are constrained by the Assembly Regulations and Queensland Synod By-Laws; Interacting with the local congregation Some schools are established by the local congregation while others share a chaplain between a school and congregation. In some cases several congregations may be in the catchment area of a school or residential college. In all cases leaders are encouraged to develop a close relationship with the local ministers who, in most cases, will be able to provide excellent pastoral support for leaders. Local congregations are encouraged to support schools and residential colleges in their area and may well be able to assist with service opportunities, shared facilities, etc. The Schools and Residential Colleges Commission can assist in linking schools with congregations. Interacting with the relevant Presbytery The UCA in Queensland is organised into seven regional Presbyteries and one state-wide Presbytery. As such, each school and residential colleges will be geographically placed in one of seven Presbyteries. Presbyteries have oversight of the church s mission in their area. Ministers or Ministerial Agents (including chaplains) are members of Presbytery and accountable to Presbytery for their conduct and theological teaching. This is not to be confused with their operational accountability to the Principal and their requirement to be subject to the school or residential college s code of conduct and to support and model school/college values. A Presbytery Minister is the person in the role of leading the Presbytery and school leaders are encouraged to develop a relationship with that person and to invite them to special occasions. 3

6 Interacting with other UCA Agencies Schools and colleges are encouraged to link with Uniting Church agencies when considering service/social justice/environmental activities. Each of The Uniting Church agencies have excellent reputations in the wider community and are keen to partner with schools and colleges, and provide them with links and resources. UnitingCare UnitingWorld UnitingJustice Wesley Mission Brisbane Frontier Services 6. Notifications to Synod The following circumstances require a prompt call to the Synod Office: Where Uniting Church Insurance is the school s insurer, any incident or situation which may result in an insurance claim at some stage needs to be communicated to the Manager of Risk and Insurance, with a copy sent to the Schools and Residential Colleges Commission Executive Officer (see Appendix 1 for contact details). For all schools, the Chair of the Board and/or Principal must notify the Executive Officer of the Schools and Residential Colleges Commission of any incident or situation which may result in legal action or negative media publicity which may involve reference to the UCA. Where a comment is required on behalf of the Uniting Church, the Moderator is the only person authorised to do so. The Executive Officer almost always assists in this process and should be contacted to gain access to the Moderator. 7. Reporting to Synod Reporting to Synod in Session (every 18 months) The Schools and Residential Colleges Commission provides a Report to the full Synod in Session on its work over the previous 18 months. As this is an opportunity to promote the work of schools to the wider Uniting Church, the Schools and Residential Colleges Commission collates information from each school and residential colleges in accordance with current priority directions. This document is made available to all the Synod delegates and is an opportunity to celebrate the extensive work done in the areas of spiritual development, service and pastoral care as well as providing general information on the schools and residential colleges. The Schools and Residential Colleges Commission Executive Officer initiates this process. Reporting to the Synod generally The various Constitutions articulate details of reporting obligations to the Synod. Appendix 3 provides the basis for individual school reporting requirements. From time to time the Schools and Residential Colleges Commission may request particular information from schools and residential colleges in order to assist the Synod make informed decision on educational matters. 8. Spiritual Leadership within the School Notwithstanding, the role of the Chaplain, the Principal is expected to provide spiritual leadership in the School. Unlike other churches, principals of UCA schools and residential colleges do not need to be members of the UCA. However, they must be able to provide leadership within the context of a UCA school. 4

7 The Schools and Residential Colleges Commission is working with the wider church to identify suitable course options which will provide relevant professional development in this area. In addition there are prayers and other worship resources available from UCA websites and 9. Marketing of the School/College It is acknowledged that schools will have particular ways in which to describe the college. acceptable ways of describing Uniting Church schools and colleges: The following are A Uniting Church school/college A school/college of The Uniting Church A mission/ministry/activity of the Uniting Church In light of the inclusive ethos of The Uniting Church, when distinguishing from public and catholic schools, the preferred terminology when describing UCA associated schools is independent rather than private school. It is expected that promotional materials such as signage, brochures, and websites clearly identify the connection with The Uniting Church. Contact with Uniting Communications is encouraged so that the UCA logo is used correctly. A style guide is also available for the Uniting Church communications department, through the Director of Communications (see Appendix 1). 10. Chaplaincy Appointment The appointment of Chaplains is one of the more complicated issues to navigate for schools and colleges. The role of chaplain varies depending on the context of the particular school or college but mostly their role incorporates a celebratory role, a teaching role and a pastoral role. The church process for placing people in ministry involves discernment and a call which is different from the applicant/interview process. The ideal scenario is for each school or college to have at least one chaplain who is ordained as a UCA Minister of the Word or who is in a specified ministry of the UCA. However, the placement process does not preclude non-ordained chaplains or chaplains from other churches. The church also places equal value on the role of both men and women in ministry. The preferred process is as follows: A vacancy or new position arises School/college contacts the Associate General Secretary notifying of the situation and provides details of the responsibilities and the profile required. Together the school and the Executive Officer (possibly in consultation with Associate General Secretary) determine the desirable profile for the position. A Joint Nominating Committee (selection committee) is established consisting of school and Synod personnel. The JNC makes a recommendation to the principal which approves or otherwise the recommendation. A name is taken to the Synod Placement Committee which makes a call. A call is accepted or otherwise. 5

8 Induction When a new chaplain is appointed, if that person is a Minister of the Word, he/she will have an induction service. Induction services are organised by the Presbytery and the Chaplaincy Commission in consultation with and involving the school. When a lay chaplain is appointed the protocol is for a commissioning service to take place. This should be organised by the School in consultation with the Presbytery and Chaplaincy Commission. Accountability Ministerial agents within the UCA are highly educated, (some with a teaching background, all with pastoral training) and are bound by a very strict code of ethics. As well as reporting directly to the Principal, they are accountable to their Presbytery for their theology and their adherence to the UCA code of ethics. Chaplains are also ethically bound to adhere to the schools or college s code of conduct, policies and processes. Review Chaplains should be subject to the normal performance appraisal process within the school or college. However, they are also required to be reviewed every five years by the Presbytery and the Synod Chaplaincy Commission. This will be initiated by the Chaplaincy Commission in conjunction with the Principal and Presbytery Minister. 11. Role of Women in Leadership The Uniting Church has been at the forefront of recognising women in leadership in all positions. The Uniting Church accepts women and men as equals in ministry, including ordained ministries and encourages women to aspire to all leadership opportunities in the life of the church and its appointed agencies. 12. Recognition of new Principal When a new Principal is appointed the protocol is for a commissioning service to take place. This should be organised by the school or college in consultation with relevant Presbytery and the Schools and Residential Colleges Commission. 13. Protocols for invitations to functions The Moderator appreciates being invited to major school celebrations or worship services such as the End of Year function, opening of new major building projects, Founders Days, etc. Invitations to such events should also be sent to the Presbytery Minister, the Chair and Executive Officer of the Schools and Residential Colleges Commission and any local ministers. For schools which are owned by the Church, in the case of new buildings, an invitation should also be sent to the Director Finance and Property Services. Where the Moderator is able to attend, he/she should be invited to bring a greeting from the Church or to lead a prayer or blessing. They should be acknowledged as Moderator, and recognised ahead of civil dignitaries and other guests. A Moderator in The Uniting Church holds the position for three years. 6

9 14. Financial & Property Matters For schools for which The Uniting Church in Australia Property Trust (Q.) is the legal entity: any purchase, development or sale of property must be conducted in accordance with the UCA Act, Church Regulation and QLD Synod By-Laws. as soon as any major project is contemplated the Synod Property Manager should be notified. any contract or lease agreement entered into by the school must also be conducted in accordance with the UCA Act, Church Regulation and QLD Synod By-Laws. financial transactions and reporting requirements are detailed in a specific delegation document based in Appendices 2 & Specific Issues Social Justice Issues From time to time, The Uniting Church makes public comment on social and political issues. They often take the form of Assembly or Synod Resolutions. Schools and colleges need to be aware of the Church s approach to a number of issues and avoid promoting policies or practices which are inconsistent. Some of these include: Gender equality Indigenous matters Gambling Industrial relations Homelessness Aged care Inclusion Multi-cultural relations Environmental issues Refugees Children s rights 7

10 Appendix 1 Synod and Presbytery Roles Synod: Moderator: General Secretary: Acting Associate General Secretary: Chair Schools & Residential Colleges Commission: Executive Officer Schools & Residential Colleges Commission: Director of Finance and Property: Manager Risk and Insurance: Manager Property: Director of Communications: Rev David Baker david.baker@ucaqld.com.au (07) Mr Robert Packer robert.packer@ucaqld.com.au (07) Rev Heather den Houting heather.denhouting@ucaqld.com.au Rev David MacGregor dmacgreg1@optusnet.com.au Dr Daniel Pampuch daniel.pampuch@ucaqld.com.au (07) Mr Peter Cranna peter.cranna@ucaqld.com.au (07) Mr David Munro david.munro@ucaqld.com.au (07) Mr Stephen Peake stephen.peake@ucaqld.com.au (07) Mrs Mardi Lumsden mardi.lumsden@ucaqld.com.au (07)

11 Presbytery Ministers: South Moreton (Calvary, MBC, MBBC, Emmaus, Jubilee) Bremer- Brisbane (BBC, Somerville) Moreton Rivers (TLC, Clayfield) Downs (SCOTS PGC) Mary-Burnett (SCGS, Unity) Calvary (Shalom) North Queensland (Shalom) Chaplaincy Commission Rev Alan Robinson Rev Brian Hoole Rev John Ruhle Mr Neil Thorpe Rev Bob Harriman Rev Dennis Corowa Rev Garry Hardingham Rev Heather den Houting

12 Appendix 2 - Delegation Document DELEGATIONS AND AUTHORISATIONS POLICY FOR PROPERTY TRUST SCHOOLS Policy Aim: Scope and Responsibilities: Approval: Policy: The Statement of Delegations and Authorities seeks to give clear guidelines for the Board to act with confidence and to articulate what specific matters the Synod Standing Committee has reserved for its consultation and/or approval (Clause 7.1 of the Constitution). The Queensland Synod Standing Committee is responsible to approve the broad delegations of authority within which the Board may operate. These delegations will be contained in Synod By-Laws, Property Policies and resolutions of the Synod Standing Committee. The Board is responsible for approving sub- delegations within the College as they see fit for good corporate governance. Synod Standing Committee Approval Required Board Approval for sub delegations For the purposes of the Non-state Schools Accreditation Board the UCAPTQ, the legal body of the church, is regarded as the Governing Body and is required to have processes in place which demonstrate it is suitably exercising that role. Within the church it is the responsibility of the following bodies to ensure that this happens, namely: the SSC, the Finance, Investment and Property Board (FIP), the Schools and Residential Colleges Commission Board. The Governance, Nomination and Remuneration Board (GNRC) also provides advice on governance matters to SSC. Within the context of the schedule attached to this policy, the Board is empowered to delegate its powers, authorities, duties and functions to the Principal. The Board delegates its powers, authorities, duties and functions in a variety of ways including: 1. Resolutions 2. Approval of policies and procedures. The schedule of delegations attached to this policy is an extract of various delegated issues to key roles or bodies. It will make clear the authority to the College Board and designated authorities/officers to make decisions or take actions; and it defines the limits of that authority. To be reviewed annually at the beginning of each calendar year. Definitions: Related Documentation: Legislation Applicable: College Constitution The Uniting Church in Australia Act (1977) (Qld) 10

13 Issue Delegated Authority Limitations/Controls Governance Board appointments (chair and members) Constitution Appointment of auditor Strategic Synod Standing Committee Synod Standing Committee Board Board members are encouraged to identify and recommend potential persons through Schools and Residential Colleges Commission Board may recommend changes through Schools and Residential Colleges Commission Requires endorsement of FIP Board 5-10 year Cash flow forecast Board (through Business Manager) Approval required from FIP Board Approval of significant policies Accreditation New Accreditation or Change of attribute (ie additional campuses, year levels) Cyclical Reviews Board Synod Standing Committee Board Policies must be consistent with related UCA policies Board may recommend changes through Schools and Residential Colleges Commission and endorsed by FIP Board Requires Schools and Residential Colleges Commission representative on Review committee Curriculum Framework Registeried Training Organisation (RTO) applications for existing RTO applications outside current curriculum Students Duty of care for students, child protection policy, privacy Employment Enterprise Agreement Appointment of Principal Board Principal Board (through Principal) Principal Board Board NSSAB framework and accreditation restrictions DEEWR Requires endorsement of Schools and Residential Colleges Commission and FIP Board required prior to application being submitted Policies must be consistent with related UCA policies. Statutory and legislative requirements Requires endorsement of Schools and Residential Colleges Commission Requires endorsement by Synod Schools and Residential Colleges Commission 11

14 Appointment of Chaplain Budget/Finances Annual Budget Synod Placements Committee Board (through Business Manager) Synod Placement Committee process - contact Associate General Secretary Requires endorsement from Schools and Residential Colleges Commission and FIP 12

15 Issue Delegated Authority Limitations/Controls Board Operational expenditure Procurement Agreements New leases for school equipment such as computers, vehicles, photocopiers etc Principal Board Principal/Business Manager (provided such items are in budget) Must be within approved budget. If not, seek the Board endorsement Consult with FIP Board - UCA has some master procurement and leasing agreements Must be within approved budget. If not seek FIP Board endorsement Banking (including day to day operations and investments) Principal/Business Manager Bank is ANZ subject to Synod policies Funding Operational funding agreements Principal As per DEEWR and NSSAB authorisation Capital funding agreements FIP Board See assets Borrowings FIP Board Specific agreements and covenants are developed for each borrower All funding agreements /contracts / deeds with external bodies Assets Sale or Lease of real estate Proposals Building proposals Maintenance Legal Proceedings Commencement of legal proceedings Media Media releases or responses to contentious media enquiries. Other media releases Requires signature of Property Trust (Q.) FIP Board FIP Board Board (through the Principal) Synod Standing Committee or Moderator Moderator Board Chair in conjunction with Principal Through Manager Property Resources. The Trust is required to maintain registers of contracts and agreements Submit to FIP Board for approval, as per UCA Regulations Submit to FIP Board for approval as per UCA regulations Must be within approved budget. If not seek FIP Board endorsement In cases of urgency, Director Finance and Property Services Contact Director Communications 13

16 Appendix 3 Constitutional Reporting Requirements CONSTITUTIONAL REPORTING REQUIREMENTS School/College Clause Content Calvary Christian College 11 The Council shall submit an annual report of its total administration including its budget for the following year to the Church Council, to the Presbytery and to the Synod. Cromwell College Refer to below * Emmanuel College Refer to below * Grace College 15 (d) The Council shall if requested in each year present a Report and Balance Sheet both to the Synod and Assembly. John Flynn College 14 (d) The Council shall in each year, present a Report and Balance Sheet to both Church Bodies and the University. Kings College Refer to below * The Lakes College 15.2 The Board shall report to the Synod or the Synod Schools Commission on such matters as requested. Moreton Bay College 31 Every year, the Board must give the Synod a report in a form specified by Synod as to the affairs of the College. Presbyterian & Methodist Schools Association 3 The Council shall report annually to the Assembly of The Presbyterian Church and to the Synod of the Uniting Church. 14

17 Scots PGC The Council must ensure the relevant accounting standards and auditing requirements of the Synod are duly complied with. Shalom Christian College The Board shall report to Synod in the manner and at the frequency required by Synod with such content as required from time to time by Synod. The Board shall report to the Synod or the Synod Schools Commission on such matters as requested. * In the absence of a constitutional agreement, the board/council should consult with the Executive Officer of UCA Schools and Residential Colleges Commission. 15

18 ucaqld.com.au P: P: GPO Box 674 Brisbane QLD 4001 The Uniting Church Centre 60 Bayliss St Auchenflower QLD 4066 The Uniting Church in Australia 16

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