A. Preamble

Seminarians serving in our parishes must uphold Christian values and conduct as they minister to, or work with, the people of God. Imitating Christ, the servant-leader, all who serve in these ministries must employ practices that meet the needs of God’s people and promote the highest respect for the dignity of individuals, especially the most vulnerable members of the community.

All who minister on behalf of the Church must recognize that their public and private good conduct can inspire others, and that their misconduct can lead to scandal which could seriously undermine the faith of the people they serve. With the help of the Holy Spirit, seminarians must be constantly aware of the responsibilities that accompany their role in the Church.

This Policy provides clear directives to protect our seminarians and those individuals with whom they interact.

B. General Directives

Living Arrangements

1. Residence in rectories and buildings operated by the Archdiocese of Vancouver is limited to pastors, parish administrators, priest associates, retired priests, priests in residence, visiting priests, deacons and seminarians.

2. In very exceptional circumstances, and with the Archbishop's written permission, close family members, housekeepers or other persons may reside in rectories together with the pastor, administrator or associate priest, provided that suitable and private accommodation is available.

3. Guests may stay in the rectory for only a brief period: no longer than two weeks. Unless accompanied by a parent or guardian, minors (those under 19 years of age) and vulnerable adults may not stay overnight in a rectory. Men and women who are not relatives are likewise not to stay overnight unless another adult is present. The Archbishop is to be notified if any residency is longer than two weeks.

Work Environment and Boundaries

Seminarians who are involved in leadership roles in the parish are to provide a work and ministerial environment that is free from physical, sexual, psychological, written or verbal intimidation, bullying or harassment, and are to ensure that the workplace meets or exceeds  Archdiocesan Policy for the Prevention of Workplace Bullying & Harassment and legislated standards.(1)

1. Harassment encompasses a broad range of physical, written or verbal behaviour, including, but not limited to, the following:
   1. Physical or mental abuse;
   2. Belittlement or criticism of personal attributes;
   3. Derogatory racial or ethnic comments, “jokes” or insults;
   4. Sexual advances or touching;
   5. Sexualized comments or innuendos;
   6. Requests for sexual or other inappropriate favors;
   7. Display of offensive materials.
2. Harassment can be a single severe incident or a persistent pattern of milder behaviour where the purpose or the effect is to create a hostile, offensive or intimidating work environment.
3. Allegations of harassment should be taken seriously and reported immediately to the appropriate person in the parish or the Archdiocese.
4. Seminarians must assume responsibility for establishing and maintaining clear, appropriate boundaries in all pastoral relationships, including counselling and counselling-related ministry.
5. One-to-one private meetings with persons being ministered to must be held in an area with glass windows or other openings offering unobstructed vision. If that is impossible or impractical, reasonable steps shall be taken to advise a screened adult person prior to or immediately following the meeting and to record the time, date and place and if allowed, the name or a brief description of the other person, together with the purpose of the meeting, in a diary or log. That record shall be permanently kept as a parish or institutional record and reviewed at least quarterly by the pastor, religious superior or parish screening coordinator.
6. The Archdiocesan Policy on Sexual Misconduct by Clergy also applies to a violation of the Seminarian’s Agreement which forms part of this policy.

Electronic/Online Conduct

How seminarians represent themselves to the public reflects their identity as disciples of Christ in service of the Church. The standards of ethical conduct and personal integrity extend to all forms of written, verbal and electronic communication.

1. Seminarians using social networking sites and websites, including “blogs,” for personal use, should be aware that any information displayed therein, including links, third-party postings and comments, may be evaluated by readers in light of that seminarian’s position in the Church.
2. Seminarians’ personal accounts or sites, such as those on Facebook, Instagram, Twitter or other platforms, must not be used for Archdiocesan or parish programs nor to communicate directly with people to whom they minister.
3. Separate official or clearly authorized sites should be created and used to provide parish, Archdiocesan or program information.
4. Seminarians should not telephone, text, communicate via instant messages, chat, or email people to whom they minister from a number or account which hides their identity.
5. All pastoral and counselling communication should be through an official account. Necessary records or logs of such communication should be retained per relevant professional or other protocols and policies in place, including privacy legislation.
6. Seminarians are to have permission from a legal minor’s parent or guardian before contacting him or her. When possible, all electronic communication is to be copied to a parent or guardian, as well as to a supervisor. If parental abuse is suspected, notification of contact with the minor is to be communicated to Child Protection Services of the Ministry of Children and Family Development(2).
7. Seminarians must have permission from a legal minor’s parent or guardian before publicly posting pictures, video, and other information that may identify that minor.
8. In electronic communications, seminarians should write in the first person and properly identify themselves. Using false or misleading pseudonyms is not permitted. Unless authorized, seminarians are not to claim to represent the official position of an organization or the teachings of the Church.

Counselling and Spiritual Direction

1. In counselling and spiritual direction, a seminarian must not exceed his competence. He must refer individuals to other professionals when appropriate or necessary. A pastoral counselling relationship should never be considered a clinical relationship or psychotherapy.
2. Interviews, sessions or other conversations of a personal nature should not normally be recorded (either digitally or by audiotape or videotape). If any recording is desired, all parties to that occasion must provide written consent or recorded verbal consent. Written notes, along with a log, may be advantageous but care for privacy is mandatory. If electronic communication such as Facetime or Skype is needed, then similar conditions and care are required.
3. To avoid confusion about the nature of the relationship, pastoral sessions such as interviews, formal or informal conversations, counselling, etc. must be conducted in appropriate settings and at appropriate times. The seminarian must take measures to limit the length and frequency of such sessions to avoid inappropriate attachments or perceptions of the same.

Well-Being of Seminarians

Seminarians are responsible for their own spiritual, physical, mental, and emotional well-being.

Consequently, they:

1. Should be aware of warning signs that indicate potential problems with their own spiritual, physical, mental, and/or emotional health;
2. Should seek help immediately whenever they notice behavioral or emotional warning signs in their own professional and/or personal lives;
3. Should address their own spiritual needs. Accompaniment and support from a Spiritual Director is highly recommended;
4. Should use prudence whenever engaging in activities or behaviours that may become compulsive, addictive or negatively impact their health or welfare;
5. Must avoid all inappropriate or illegal use of alcohol, controlled or non-controlled narcotic or other drugs and substances, and pornography.

C. Financial Directives

1. Ministry is part of pastoral service, and seminarians must neither ask for, nor expect, financial compensation other than that outlined in other Archdiocesan policies and protocols.(3)
2. A seminarian must not solicit in any way, directly or indirectly, by word or action, any gift,(4) bequest, loan, or endowment for his personal benefit from a person with whom he has, or has had, a pastoral relationship, without the permission of the Archbishop or the Vicar General.
3. A seminarian must not act as a financial advisor, take on the responsibility for power of attorney, draw up a will, or serve as the executor or as a witness for a will for a vulnerable adult without the explicit permission of the Archbishop or the Vicar General. Seminarians are responsible for their own spiritual, physical, mental, and emotional well-being.
4. All parochial administrators, including when applicable, seminarians, must manage and maintain Church property and physical assets with prudence and due diligence, including attention to the safety of persons using, present upon or near the same.
5. Regarding Church goods, seminarians must not engage in any form of theft or unauthorized dealing, including misappropriation, intentional misallocation or investment of goods or property.

Approved: Feast of Our Lady of the Rosary
October 7, 2019

+ J. Michael Miller, CSB
Archbishop of Vancouver

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