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Policies & Procedures

As a result of the Radical Rethink at the Catholic Archdiocese of Edmonton, and because of the global pandemic, in response to immediate operational needs of the Archdiocese, a complete review of the Policy and Procedures Manual to reflect the current structure at the Archdiocese has not yet been initiated. In the fall of 2022, the Senior Leadership Team will establish an ad hoc Policy and Procedure Committee (PPC). The PPC will be tasked with:

  • A comprehensive review of the existing Policy and Procedure Manual (PPM)
  • The Review will occur in phases
  • Priority has been given to update key policies and procedures to ensure that appropriate care and attention is given to key areas (policy and procedure relating to safe environments has been updated).
  • The first phase of the review will be focused on the implementation of the Radical Rethink organizational structure and embedding this into the PPM.
  • Once this work is complete, and in collaboration with the Archdiocese portfolios, a detailed review and policy and procedure update will get underway.

Any need for interpretation of the policies or procedures throughout this transition process, including any conflict or confusion within PPM, will be referred to the Senior Leadership Team for review and recommendation decision, with the final matter being settled by the Archbishop.

Purpose and Application of the Policies and Procedures Manual

  • The purpose of the Policies and Procedures Manual is to establish policies and procedures for the Catholic Archdiocese of Edmonton.
  • These Policies and Procedures shall be interpreted according to the norms of Canon Law and any relevant particular law of the Archdiocese of Edmonton.
  • These Policies and Procedures shall take effect upon approval by the Archbishop after review and recommendation by the Senior Leadership Team. All formally constituted committees will be disbanded and new committees responding to current needs will be replaced.
  • These Policies and Procedures may be amended or suspended at any time by the Archbishop and communicated to all affected individuals and groups.
  • These Policies and Procedures shall be reviewed from time to time.
  • The process for amending these Policies and Procedures can be found in this document.

Approved by the Senior Leadership Team, March 16, 2022


Current Catholic Archdiocese of Edmonton policies are listed below, with each individual policy in PDF format:

(Note: Policy numbering is not always continuous, as over time some older policies have been deleted, replaced, or combined into newer policies.)

100 – General Norms and Accountability

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No. Policy Name Promulgated
100 Introduction General Norms & Accountability 30 Jun 2010
100 The Archbishop 30 Jun 2010
101 Pastors of the Archdiocese 30 Jun 2010
102 Archdiocesan Curia 30 Jun 2010
103 Committees to the Archbishop 09 Mar 2020
103A Archdiocesan Committees 04 Apr 2019
104 Advisory Committees for Pastoral Offices 30 Jun 2010
104A Advisory Committee Terms of Reference 30 Jun 2010
105 Policy Development & Review Committee 30 Jun 2010
105A Policy Development & Review Committee Terms of Reference 30 Jun 2010
106 Policy Development Process 30 Jun 2010
107 Promulgation of Policy 30 Jun 2010
108 Promulgation of Procedures 30 Jun 2010
109 Review of Existing Policies 30 Jun 2010
110 Communication of Policy 30 Jun 2010
111 Right and Duty of Compliance 18 Dec 2014
112 The Principle of Subsidiarity 30 Jun 2010
113 Penalties 30 Jun 2010
115 The Right to Make Recourse 30 Jun 2010
116 The Absence of Policy 30 Jun 2010
117 Code of Ethics and Accountability 01 Mar 2019
117A Code of Ethics and Accountability 01 Sep 2017

200 – Temporal Goods of the Church

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No. Policy Name Promulgated
200 Act of Incorporation 30 Jun 2010
201 Administration of Property 30 Jun 2010
202 Certificates of Title 30 Jun 2010
203 Building New Churches 30 Jun 2010
204 Insurance 09 Mar 2020
205 Maintenance 17 Nov 2014
205A Guidelines to Maintenance of Church  Property 05 Nov 2014
205B Maintenance Inspection Checklist 05 Nov 2014
205C Spring Cleaning 05 Nov 2014
205D Winter Maintenance Reminders 05 Nov 2014
205E Arson Risk Management Manual Cover 05 Nov 2014
205E Arson Risk Management Manual 05 Nov 2014
205F Arson Risk Management Compliance  Declaration 17 Nov 2014
206 Parish Blueprints 30 Jun 2010
207 Concentration Account 30 Jun 2010
208 Bank Accounts 05 Apr 2019
209 Cash 17 Nov 2014
209A Cash Controls Checklist 17 Nov 2014
210 Disbursements  17 Nov 2014
211 Interest Rates 17 Nov 2014
211A Internal Interest Rates 17 Nov 2014
212 Parish Collections 17 Nov 2014
213 Special Collections – Together We Serve 04 Apr 2019
214 Envelopes Received for Other Parishes 30 Jun 2010
215 Donations Income Tax Receipts 05 Dec 2019
216 Gambling 30 Jun 2010
Frequently Asked Questions on Policy 216, Gambling
217 Fundraising 30 Jun 2010
218 Archdiocesan Assessments to Parishes 12 Jan 2015
219 Charitable Return 30 Jun 2010
220 GST Rebate 30 Jun 2010
221 Parish Annual Reports 30 Jun 2010
222 Parish Records 30 Jun 2010
223 Parish Safes 30 Jun 2010
224 Parish Spending Limit 05 Apr 2019
225 Workers Compensation 30 Jun 2010
226 Stipends & Honoraria 28 Feb 2014
226A Stipends & Honoraria Information Form 04 Jan 2017
227 Priests Remuneration 30 Jun 2010
228 Security at the Catholic Pastoral Centre 30 Jun 2010
229 Meeting Rooms 30 Jun 2010
230 Parish Finance Committee 05 Apr 2019
232 Emergency Response Plan 19 Sep 2019
233 Facility Usage 30 Jan 2019
233A Facility Usage Agreement (Template) –
Parish Ministry Group
07 Sep 2016
233B Facility Usage Agreement (Template) – Affiliated Ministry Group 07 Sep 2016
233C Facility Usage Agreement (Template) – Non-Parish or Private Group 07 Sep 2016
233D Residential Tenancy Agreement 07 Sep 2016
233E Rental Accommodation Rules & Regulations 07 Sep 2016
233F Rental Accommodation Inspection Report 07 Sep 2016

300 – Human Resources

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No. Policy Name Promulgated
Intro Human Resources & Abuse Policies 25 Jan 2018
300 Computer & Electronic Communications Usage 10 Feb 2017
301 Confidentiality 02 Jun 2014
302 Police Information Check 01 Nov 2017
303 Probationary Period  04 Feb 2020
304 Smoke Free Workplace and Environment 22 Jan 2019
305 Compensation Salary Administration 08 Apr 2020
306 Employee Group Benefits 29 Jun 2010
307 Leaves of Absence General 30 Jun 2010
307A Request for Leave Form 30 Jun 2010
308 Bereavement Leave 30 Jun 2010
309 Compassionate Care Leave 30 Jun 2010
310 Jury Duty Leave 30 Jun 2010
311 Maternity or Parental Leave 29 Jun 2018
312 Leave Days (with Pay) 05 Jan 2015
313 Sick Leave 29 Jun 2010
314 Medical-Dental Appointments 29 Jun 2010
315 General Holidays – revision in progress 26 Mar 2018
316 Overtime 26 Mar 2018
316A Extra-time|Overtime Agreement 26 Mar 2018
316B Extra-time|Overtime Request Form 26 Mar 2018
317 Rest and Meal Periods 06 Nov 2018
318 Retirement Savings Plans 30 Jun 2010
319 Staff Development/Education 16 Jul 2015
319A Staff Development Request Assessment 16 Jul 2015
320 Time Off for Voting 30 June 2010
321 Vacations 30 Jun 2010
322 Workers Compensation 29 Jun 2010
323 Contract for Employment 06 May 2019
323A Contract for Employment with Benefits 06 May 2019
323B Contract for Employment without Benefits 06 May 2019
323C Contract for Employment Addendum 06 May 2019
324 Employee Performance Review 24 Feb 2020
324A Employee Performance Review – Form 24 Feb 2020
328 Employee References 25 Jan 2018
329 Exit Interviews 25 Jan 2018
332 Personnel Files 10 Apr 2018
333 Position Classification Review 22 Apr 2020
334 Position Descriptions 25 Jan 2018
335 Recruitment and Selection 21 Apr 2020
335A Employment Of Relatives 06 May 2019
335B New Employee Orientation Checklist 06 May 2019
335C Employee Information Form 06 May 2019
340 Conflict of Interest 09 Aug 2019
342 Stipends & Honoraria for Employees 28 Feb 2014
344 Mileage Reimbursement 23 Oct 2015
344I Mileage Expense Report 14 May 2019
345 Non-Discrimination 25 Jan 2018
347 Progressive Discipline 18 Oct 2018
348 Sexual Harassment 25 Jan 2018
349 Termination Of Employment 6 May 2019
352 Workplace Health and Safety 30 Jan 2019
352A Joint Health and Safety Committee 30 Jan 2019
353 Workplace Violence Policy 01 Oct 2010
354 Abuse 01 Nov 2017
354H Physical Contact 28 Feb 2014
355-358 Sexual Abuse Prevention & Response Policies 02 Sep 2022
359 Supressed and consolidated into 358.  See: 355-358. Supressed
360 Allegation Assessment Protocol 30 Jun 2010
361 Volunteer Management 05 May 2020
361A Risk Assessment Checklist 01 Jul 2013
361B Risk Reduction Strategies 01 Mar 2012
361C Ministry Program Position Description Template 16 Jul 2012
361D Volunteer Information Form 30 Nov 2021
361E Discernment Meeting Template 01 Jul 2013
361F Reference Check Template 01 Jul 2013
361G Covenant of Care Form 28 Feb 2014
361H Self Review for Volunteers 01 Mar 2012
361I Volunteer Driver Information 01 July 2013
361J Facilities and Activities Monitoring Checklist 12 Feb 2015
362 Volunteer Coordinator 01 Nov 2017
363 Day and Overnight Activities, Events, Excursions 21 Apr 2020
363A Participant Agreement Release of Liability Form 15 Jul 2015
363B Participant Medical Information Form 15 Jul 2015
363C Participant Medication Form 12 Feb 2015
363D Incident Report – Notice of Injury 21 Apr 2020
363E Release Form for EpiPen 15 Jul 2015
363F e-Approval Form for Activity/Event/Excursion 12 Nov 2019
363G Checklist for Day and Overnight Activity/Event/Excursion 21 Apr 2020
364 Cemetery Allowance for Employees 01 Jun 2018
365 Allegation Assessment Protocol for Complaints 21 Mar 2017

400 – Clergy

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No. Policy Name Promulgated
400 Appointments Religious 30 Jun 2010
401 Deans and Vice Deans 30 Jun 2010
402 Death of a Priest 30 Jun 2010
403 Emergency Contact 01 Jul 2013
404 Enduring Power of Attorney 30 Jun 2010
405 Exorcisms 09 Mar 2020
406 Expenses 01 Jul 2013
407 Temporary Appointment of Priests 10 Jul 2014
408 Funeral Arrangements for Priests 28 Feb 2014
408A Planning Form for Priests Funeral Rites 28 Feb 2014
408B Information Form for Priests Curriculum  Vitae 28 Feb 2014
408C Information Form in Case of Emergency  28 Feb 2014
409 Incardination of Extern Priests 30 Jan 2017
410 Leaves 30 Jun 2010
411 Mass Offerings 01 Jul 2013
412 Ministry to Priests 30 Jun 2010
413 On Call Hospital Chaplaincy 22 Aug 2018
413A Infection Control Practices for Sacramental Ministry 30 Jun 2010
414 Personal Directive 30 Jun 2010
415 Petitions 30 Jun 2010
416 Pro Populo Mass 30 Jun 201
417 Remuneration 01 Jul 2013
418 Residence 27 Mar 2020
419 Retirement 30 Jun 2010
420 Retreats 11 Jun 2018
421 St. Joseph Priests Foundation of Edmonton 30 Jan 2017
422  Vacation  12 Jan 2015
423  Weekend Assistance 01 Jul 2013
424  Wills 30 Jun 2010
425  Appointments Transitional Deacons 30 Jun 2010
426  Seminarian Education 30 Jun 2010
426A  Seminarian Education Agreement 30 Jun 2010
426B  International Seminarian Education  Agreement 30 Jun 2010
427  Seminarian Internship 30 Jun 2010
428  Weekday Assistance 01 Jul 2013
429  Stipends 01 Jul 2013
430  Mileage Reimbursement for Clergy 01 Jul 2013
431  Credit and Gift Cards 01 Jul 2013
450  Pilgrimage 10 Feb 2015
451  Moving Expenses 01 Feb 2016
453  Administration of Sacraments in Parishes 01 Jun 2018
453A  Disclosure Form for Visiting Clergy 02 Jun 2018

400PD – Clergy: Permanent Deacons

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No. Policy Name Promulgated
PD400 Structure and Responsibility 30 Jun 2010
PD401 Appointments 15 Aug 2016
PD402 Diaconal Faculties 30 Jun 2010
PD403 Diaconal Service Agreement 30 Jun 2010
PD403A Diaconal Service Agreement – Appendix 26 Aug 2016
PD404 Continuing Education 30 Jun 2010
PD404A Annual Formation and Learning Plan 30 Jun 2010
PD405 Spiritual Direction 08 Jun 2010
PD406 Retreats 30 Jun 2010
PD407 Vesture 30 Jun 2010
PD408 Dress and Title 30 Jun 2010
PD408A CCCB Decree 25 Ecclesiastical Dress 30 Jun 2010
PD409 Public Office 30 Jun 2010
PD410 Remuneration and Gifts 30 Jun 2010
PD411 Expenses 30 Jun 2010
PD412 Conflict Resolution Process 30 Jun 2010
PD413 Leaves of Absence 30 Jun 2010
PD414 Incardination 30 Jun 2010
PD415 Retirement from Diaconal Ministry 30 Jun 2010
PD416 Suspension and Loss of Clerical State 30 Jun 2010
PD417 Funerals of Permanent Deacons 30 June 2010
PD417A Planning Form for Funeral of Deacon or his Wife or Widow 11 Oct 2016

500 – Liturgy

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No. Policy Name Promulgated
511 Sunday Celebration of the Word 01 Feb 2016
512 Access to the Sacraments 11 Jul 2014
513 Order of Christian Funerals 02 Nov 2013
513A 4th Degree Honour Guard Protocol of the K of C 02 Nov 2013
514 Liturgical Celebrations in School Context 01 Aug 2014
515 Eucharistic Celebrations at Non-Consecrated Sites 06 Mar 2017

600 – Sacraments of Initiation

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No. Policy Name Promulgated
Intro Sacraments of Initiation 30 Jun 2010
600 Responsibility of Parents 01 Sep 2013
601 Baptism Preparation 01 Sep 2013
602 Responsibility of Pastors 01 Sep 2013
603 Registration Requirements for Baptism 01 Sep 2013
603A Baptism of a Child 02 Jan 2020
605 Selection of Sponsor 04 Feb 2014
606 Christian Witness 05 Dec 2019
607 Place of Baptism 01 Sep 2013
608 Day of Baptism 01 Sep 2013
610 Baptism of Persons of Catechetical Age 01 Sep 2013
611 Confirmation of Persons Baptized as Infants 01 Sep 2013
611A Confirmation Form 28 Feb 2018
612 Profession of Faith 01 Sep 2013
612A Rite of Christian Initiation of Adults Form 04 Feb 2014
612B RCIA adapted for Children Form 04 Feb 2014
612C Validity of Baptism in the Catholic Church 01 Dec 2015
612D RCIA Supplement Marriage Form 01 Sep 2013
613 Conditional Baptism 01 Sep 2013
614 Emergency Baptism 25 Jul 2018
614A RC Baptism Information Form – Misericordia Hospital 01 Sep 2013
614B RC Baptism Information Form – Grey Nuns Hospital 01 Sep 2013
614C RC Baptism Information Form – Royal Alexandra Hospital 01 Sep 2017
614D RC Baptism Information Form – UofA Hospital/Stollery Hospital 01 Sep 2013
614E RC Baptism Information Form 01 Sep 2013
615 Permanent File 01 Sep 2013
Intro Eastern Catholic Churches sui iuris 30 Jun 2013
616 Membership in a Church sui iuris by Baptism – Children Under 14 01 Sep 2013
616A Code of Canons of Eastern Churches 01 Sep 2013
616B Code of Canon Law 01 Sep 2013
617 Membership in a Church sui iuris by Baptism – Children 14 and Over 01 Sep 2013
618 Membership in a Church sui iuris by Baptism – Baptism Conferred by a Priest of the Latin Church 01 Sep 2013
619 Membership in a Church sui iuris by Transfer – Transfer Petitition & Permission 01 Sep 2013
619A Petition to Transfer to Another Church 01 Sep 2013
620 Membership in a Church sui iuris by Transfer – Transfer through Marriage 01 Sep 2013
621 Membership in a Church sui iuris by Transfer – Transfer of Children 01 Sep 2013
622 Reception of Persons Baptized in Eastern Churches 01 Sep 2013

700 – The Sacrament of Marriage

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No. Policy Name Promulgated
701 Determination of the Proper Parish 30 Jun 2010
702 Marriage in Other Dioceses 07 Nov 2014
702A Procedures to Follow with
Other Dioceses
07 Nov 2014
704 Prenuptial Interviews and Forms 07 Nov 2014
704A Instructions to Complete Prenuptial Forms 21 Oct 2015
704B Form 1A 09 Jul 2018
704B Form 1B 01 Jun 2016
704B Form 1C 21 Oct 2015
704B Form 2 29 Jun 2018
704B Form 3 01 Jan 2012
704B Form 4 01 Jan 2012
723 Submission of the Prenuptial File 07 Nov 2014
740 Place of the Marriage Celebration 15 Dec 2014
740A Guidelines for Marriages at Fort Edmonton Park 15 Dec 2014
749 Previous Marriages and RCIA 30 Jun 2010
 752 Lack of Canonical Form Petition  15 Dec 2014
752A Petition for Declaration of Nullity – Lack of Form 15 Dec 2014
761 Prohibition Regarding Marriage 17 Jul 2018

800 – Archives & Sacramental Registers

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No. Policy Name Promulgated
Intro Archives and Sacramental Records 30 Jun 2010
800 Archdiocesan Archives 13 Sep 2018
801 Parish Archives and File Management 13 Aug 2020
801A Parish Archives File Management Guide 13 Aug 2020
801B Retention Schedule for Parish Files 13 Aug 2020
802 Electronic Records Management 30 Jun 2010
803 Email Management 30 Jun 2010
804 Records Management 06 Nov 2018
805 Sacramental Registers 01 Sep 2013
806 Responsibility of Pastors 30 Jun 2010
807 Sacramental Registers Location 06 Nov 2018
808 Storage and Care of Registers 06 Nov 2018
809 Sacramental Registers Duplicates (Photocopies) 06 Nov 2018
810 Baptism Register 30 Jun 2010
811 Baptism and Profession of Faith Entries 01 May 2014
812 Baptism Entries of Adopted Children 01 May 2014
813 Baptism Registers – Corrections and Changes 01 Sep 2013
814 Baptism Certificate 05 Dec 2019
814A Baptism Certificate Template 01 Sep 2013
815 Creation of a Record – Sworn Affidavit Facts 01 Sep 2013
815A Sworn Affidavit Facts (Baptism) 09 Jul 2018
815B Sworn Affidavit Facts (Confirmation) 01 Sep 2013
816 Baptism and Confirmation Status 01 Sep 2013
817 Confirmation Register Entries 01 Sep 2013
818 Confirmation Certificate 01 Sep 2013
818A Confirmation Certificate Template 01 Sep 2013
819 Confirmation Notification to Parish of Baptism 01 Sep 2013
819A Confirmation Notification Form 01 Sep 2013
820 Marriage Register Entries 30 Jun 2010
821 Burial Register Entries 30 Jun 2010
822 Access to Sacramental Registers – Authorized Personnel 06 Nov 2018
823 Access to Sacramental Records – Authorized Persons 06 Nov 2018
824 Searches for Genealogical or Identification Purposes 06 Nov 2018
824A Baptismal Record Genealogical Request Form 13 Sep 2018
824B Marriage Record Genealogical Request Form 13 Sep 2018
824C Burial Record Genealogical Request Form 13 Sep 2018
824D Family Tree Form 13 Sep 2018
825 Disposal of Altar Stones with Relics 30 Jun 2013
826 Profession of Faith Certificate 01 Sep 2013
826A Profession of Faith Certificate (Adult) Template 01 Sep 2013
826B Profession of Faith Certificate (Child) Template 01 Sep 2013
830 Marriage Certificate 01 Dec 2015
830A Marriage Certificate Template 01 Dec 2015

900 – Communications

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No. Policy Name Promulgated
900 Advertising and Promotion 26 Mar 2018
901 Archdiocesan Visual Identity 30 Jun 2010
902 Media Relations 30 Jun 2010
903 Parish Information 30 Jun 2010
904 Awards, Honours & Invitations to Speakers 30 May 2019
905 Invitations to Speakers 10 Jul 2014
905A Speaker Preliminary Invitation Form 02 Mar 2018
906 Advertisements of Speakers 30 Jun 2010
907 Protection of Personal Information 22 Jul 2015
907B PIPA Registration and Participation Form 24 Apr 2020
907C Participant Consent Form & Release 24 Jul 2013
908 Website Content 21 Jul 2015
909 Social Media 02 Jun 2014

1100 – Parishes

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No. Policy Name Promulgated
1100 Parish Twinned/Clustered or Merged 21 Aug 2015
1101 School Trustees Election Protocol in Parishes 05 Apr 2017
1102 Protocols in the Sudden Absence of the Pastor 01 Feb 2016
1103 Naming of Catholic Schools 18 Nov 2015
1104 Groups, Associations and Movements 26 Mar 2018
1104A Group, Association or Movement Information form 26 Mar 2018
1105 Parish Pastoral Council 18 Jun 2018
1106 Political Activities Protocol in Parishes 23 Aug 2018
1107 Naming of Meeting Rooms or Halls, Parish Church 14 May 2019

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