Administration and Pastoral Care

Parish Norms

Parish Norms for Parish Finance Committees

Hoatu Fund

The Hoatu Fund is a fund of the Catholic Bishop of Christchurch, to assist with the material and spiritual needs of vulnerable women, children and families.

The following guidelines provide further information about what the fund can be used to support and how to make a request for funding.

Should you require further guidance around making a request for funding, please contact:
hoatu@chch.catholic.org.nz.

Hoatu Fund Guidelines February 2020

Marriage Forms

Dispensation Form – Editable

Dispensation Form – A3 Booklet, Non editable

Dispensation Form – Editable with fields

Prenuptial Inquiry Form – Editable with fields

Prenuptial Inquiry Form – A3 Booklet, Non editable

Prenuptial Inquiry Form – Editable

Prenuptial Inquiry Form – A3 Booklet, Editable

Copyright Guidelines

Rites Copyright information

Privacy

The Privacy Act 2020 (PA 2020) comes into force on 1  December 2020. This means every New Zealand organisation and those that deal with them are required to be compliant by December 2020. 

The Privacy Act governs the collection, usestorage, access and disposal of personal information held by an organisation. The new law recognises the shift from a predominantly paper-based world to a digitised one, where sensitive information can be accessed and made public through the internet and social media in an instant, thus requiring the law to catch up with technological advancement.  

The right to privacy and good reputation and its protection is exercised as an expression of communio (canon 209)to the benefit of the common good, which in tum protects the good name of the Church and serves the ultimate mission of the Church being the salvation of souls. The right to privacy and good name is also enshrined in canon 220 of the Code of Canon Law. 

 
GENERAL

Here Privacy Guide for Parishes which is useful for all parish admin staff to consult.

 
POLICY 

Each Parish should have a Privacy Policy. A policy template from the Diocesan Office can be used to provide high level guidance on how personal information should be collected, used, disclosed and retained. All administration staff and volunteers who receive or have access to personal information should be fluent in the Privacy Policy requirements. 

Microsoft Word Privacy Policy Template for Parishes

PDF Privacy Policy Template for Parishes

 
PROCEDURES 

Administrative procedures around the handling and use of personal information should be captured in procedure documents to ensure consistency across staff.  We are progressively adding information here for parish use.

  • Notification of photographs or filming taking place at an event

If you are holding a parish event and wish to record the event (through film or photographs) you must let attendees know. As it is a ‘public’ event it is not necessary to obtain consent from everyone in attendance. However, it is good privacy practice to give attendees the option to not be photographed or capture on film.  This can be achieved by placing signs at every entrance to identify the photographer should anyone wish not to be photographed.

Here is an example of signage:

“Please be aware we are taking photographs at this event which will be used for future publication and promotional purposes. If you do not consent to being photographed please identify yourself to event staff  [insert how to identify staff eg high-vis].   Your privacy is important to us, so if you have any concerns please let us know.”

  • Privacy disclaimers 

Any time personal information is collected a privacy disclaimer, indicating purpose of collection, use, access and retention, should be included when collecting.

Here is an example of a privacy disclaimer:

By completing this form, I consent to my information being stored and used for the pastoral, financial, administrative and fundraising purposes of the [insert name of parish]  and the Catholic Diocese of Christchurch.   I understand that my data will be held securely and that I have a right to access my information.   I understand that when this information is no longer required for this purpose, my data will be disposed of according to the Parish and Diocesan Record Retention and Disposal procedure.

  • Requests for access to personal information 
  • Complaints 

 

PARISH SOCIAL MEDIA ACCOUNTS AND PRIVACY

The Catholic Diocese of Christchurch recognizes that in today’s environment, use of social media and other networking and communication technologies and applications assist in the pastoral and evangelical mission of our church. Parishes are encouraged to use social media and technologies to accomplish their ministry. The Diocese also has an obligation to ensure responsible and safe use of these technologies, reflective of the teaching and mission of the Catholic Church. Online engagement with others should facilitate a growing relationship with Christ.

Procedures around the use of Social Media should be similar to that of a publication when it comes to images or video of parishioners.   Consent must be obtained from those photographed or recorded.  When organizing or facilitating programmes or activities where photographs or video footage of children (those under 16 years of age) or vulnerable adults are to be taken, privacy concerns should be considered.  This includes gaining the written consent of the parent or caregiver of the child and for a vulnerable adult, the adult can give their consent if they are able to do this, or the consent of their caregiver.

In the use of photographs, particularly of youth, the subjects should not be identified by more than a first name and parishioners and minors should not be tagged in the posts.

Care should be taken when sharing posts from other pages. If the parish chooses to share posts from parishioners’ personal accounts, permission to share should ideally be obtained.

 

TRAINING 

Privacy Training will be available as part of professional development programmes for Parish administration staff. The Diocesan Privacy Officer can run specific training for a parish office on request. 

Additionally online training is available on the Office of the Privacy Commissioner’s e-learning website. https://elearning.privacy.org.nz/  

Currently there are modules based on the Privacy Act 1993 

  • Privacy 101: Introduction to the Privacy Act 
  • Privacy ABC 

And a new module introducing the Privacy Act 2020 

  • Privacy Act 2020 

There are also numerous blog posts and podcasts from the Office of the Privacy Commissioner around the key changes to Privacy legislation.  https://www.privacy.org.nz/privacy-act-2020/resources/ 

 

FREQUENTLY ASKED QUESTIONS 

Coming soon 

 

Records Management

Parish Records Disposal Schedule

This Schedule is a tool that the Diocesan Archives can provide Parishes to help determine parochial records of long term value.  Endorsed by Bishop Paul, the Parish Records Disposal Schedule outlines some of the main records that Parishes deal with, with accompanying retention decisions. These records provide evidence of Parish functions and activities, and accountability to the Diocese, in addition to their research value in the future.  This Schedule is an effort to ensure consistency across all Parishes within the Diocese and forms part of a larger Diocesan Records Disposal Schedule which is currently being drafted.

Parish Records Disposal Schedule_V2