WELCOME TO THE HUMAN RESOURCES EASY REFERENCE PAGE

HUMAN RESOURCES EASY REFERENCE PAGE

Welcome! Joseph T. Smith, Executive Director of Human Resources, is glad you’re visiting the Human Resources Easy Reference Page. The Human Resources Team has developed this page so that you have one place to easily find the resources you need in your daily work. Please explore this page to find the most-requested Human Resources forms, policies, guidelines and some good general information too.

We hope to continuously improve this webpage, so please feel free to send your comments and suggestions to:
Molly Fern, Training Manager, mfern@archbalt.org.

Hot Off The Press*

A Guidebook to Navigate the Changes to the Fair Labor Standards Act (see link below)

FLSA HANDBOOK

New or Updated Human Resources Policies & Guidelines

New Policy on Social Media!
Please view this presentation on this new policy, from Joe Smith, Executive Director of Human Resources:

Policy on Social Media

The Social Media Policy is below:

Social Media Policy 2019

Elections are coming – be prepared!
Maryland Election Law Code Section 10-315 states that every employer in the state must allow employees who claim to be registered voters to be absent from work for up to two hours on Election Day to vote if the employee does not have two consecutive nonworking hours to vote while the polls are open.
Payment: Employees must be paid for up to two hours of absence.
Proof: Employees must provide proof of voting or attempt to vote on a form prescribed by the Maryland State Board of Elections.

Maryland’s Minimum Wage is increasing, please see the poster below for details:

062019 DLLR Poster Maryland Minimum Wage

House Bill 486 passed and is in effect as of July 1, 2019.  Schools must ask specific questions related to sexual abuse or misconduct when considering an applicant for hire.  Please see the Guidelines below (related forms are available in the Forms section of this Page).
HB486 Implementation Guidelines 2019

Effective November 1, 2018, a Child Protective Services(CPS) Background Check is required for all employees.  Please see the letter explaining this policy update, form instructions and contact information for the CPS offices in the links below.
Letter regarding 2018 policy update
Instructions to complete the CPS Background Clearance Request form (003)
CPS Local Number Sign_RV

To locate a CPS office, please visit the Department of Human Services website:
http://dhs.maryland.gov/
Click on the “Local Offices” tab for a listing of Maryland and other states’ CPS offices.
To ensure that you have complied with all hiring/service procedures, please refer to the updated Requirements document:
AOB-Policy-Requirements-VIRTUS- Revised 2019
Effective July 1, 2019, House Bill 486 has changed hiring requirements for schools (see guidelines and forms in the Forms section of this Page).
The FY 2020 Compensation Guidelines is available below:
Compensation Guidelines FY20 – FINAL 0319019 corrected

If you have any questions or concerns regarding these policies, please contact your Employee Relations Manager:

Regina McCurdy, Sr. Employee Relations Manager, serves parishes and schools in Anne Arundel, Alleghany, Carroll, Frederick, Garrett, Howard and Washington Counties. Phone:  410-547-5541 Email: rmccurdy@archbalt.org.

Connie Vagrin, Employee Relations Manager, serves parishes and schools in Baltimore City, Baltimore County and Harford County. Phone:  410-547-3140 Email: connie.vagrin@archbalt.org.

Effective September 1, 2019, The Office of Risk Management is administering all Workers’ Compensation claims.
For further information, please visit the Benefits Information & Forms section for a link to the Workers’ Compensation section.

Benefits Information & Forms

Please find Benefits Enrollment information by visiting the Benefits Page here:

Leave Information

Sick Leave

Benefit-eligible employees earn one day of paid sick leave for each month worked.  Sick leave accrual is prorated for employees working less than 40 hours per week.  The maximum accrual of sick leave is 40 sick days.  Sick leave stops accruing when an employee has been absent two or more weeks.

Sick leave accruals can be recorded and tracked in UltiPro.  If you wish to start recording and tracking your employees’ sick leave, contact Tina Copper, HRMS Analyst: 410-547-5579 or Tricia Wetzel, HRMS Analyst: 410-547-3144 for assistance.

Central Services employees’ sick leave accruals are recorded and tracked in UltiPro.  Each paycheck stub should display the sick leave balances.  If you have questions or concerns regarding your sick leave, please contact Steve Anderson, Human Resources Manager, on 410-547-5513 or sanderson@archbalt.org

Maryland Flexible Leave Act

The Maryland Flexible Leave Act allows employees to be paid their own accrued sick leave when caring for a sick spouse, child or parent.

Maryland Healthy Working Families Act

The Maryland Healthy Working Families Act requires employers with 15 or more employees to provide 1 day of sick and safe leave for every 30 hours worked.  This law ensures part-time employees receive some paid time off for illness or unsafe situations (e.g. domestic violence).   Employees can use accrued sick and safe leave to care for qualified family members (defined as spouse, child, parent, grandparent, grandchild, sibling).

Employees who work between 12 and 19 hours per week may be eligible to accrue this leave.  Human Resources recommends that you record 40 hours sick and safe leave in UltiPro for eligible employees.  The maximum accrual of sick and safe leave is 64 hours. 

If you need further information about this leave, please consult the Compensation Guidelines for Parishes and Schools July 2019-June 2020 document, or contact your Employee Relations Manager, Regina McCurdy or Connie Vagrin (contact information is in the New/Updated HR Policies & Guidelines section of this Page)  for assistance.

Family Medical Leave Act 

The Family Medical Leave Act (FMLA) protects an eligible employee’s position while out due to their own serious health condition or to care for a family member’s serious health condition.  The FMLA requires an employee’s position be held up to 12 weeks (or up to 26 weeks for an ill or injured military service member) and that no retaliation, such as a reduction in hours, occurs due to the employee taking Family Medical Leave (FML).  Family Medical Leave is unpaid leave in the State of Maryland.  

The Department of Labor has developed forms for employers to use when an employee requests to take Family Medical Leave.   Employees must be paid accrued sick leave while on Family Medical Leave.  If a lay employee does not have any accrued sick leave available, other options, such as accrued vacation leave or applying for short-term disability benefits may be viable alternatives. 

Clergy and Religious also have disability benefits; please contact Chris Cossaboon, Director of Employee Benefits for further information about clergy and religious benefits. Chris can be reached by calling 410-547-5512 or emailing Christine.Cossaboon@archbalt.org

Please contact your Employee Relations Manager for assistance with navigating FML situations.

Complete the Employer’s Section of the Certification of Health Care Provider for Employee’s Serious Health Condition ( WH-380-E Expires 2021) when an employee requests FML for his/her own serious health condition.  The employee must have his/her doctor complete the form and return it to his/her supervisor within 15 calendar days.

Complete the Employer’s Section of the Certification of Health Care Provider for Family Member’s Serious Health Condition (WH-380-F Expires 2021) when an employee requests FML to care for a family member with a serious health condition.  The employee must have his/her family member’s doctor complete the form and return it to his/her supervisor  within 15 calendar days of receipt of the form. 

The Notice of Eligibility and Rights and Responsibilities form (Form WH-381 Expires 2021) needs to be completed by the supervisor and sent/given to the employee taking FML.  For assistance completing this form, please contact your Employee Relations Manager. 

The Designation Notice form ( Form WH-382 Expires 2021) needs to be completed by the supervisor and sent/given to the employee taking FML within 5 business days of receiving the Certification of Health Care Provider for Employee’s Serious Health Condition form or Certification of Health Care Provider for Family Member’s Serious Health Condition.  For assistance completing this form, please contact your Employee Relations Manager.

In Central Services, Steve Anderson, Human Resources Manager, administers Family Medical Leave and will give instructions and forms to supervisors and employees as needed.  If you are a Central Services employee who needs to take FML, please contact Steve Anderson directly by calling 410-547-5513 or emailing sanderson@archbalt.org

Vacation Leave

Please refer to the Compensation Guidelines (link below) for recommendations regarding vacation allotments for parish and school employees. 

 

Vacation leave accrual amounts for Central Services employees are outlined in the Employee Handbook. Vacation accruals are recorded and tracked in UltiPro and should be displayed on each paycheck stub.  If you have questions or concerns about vacation leave, please contact Steve Anderson, Human Resources Manager by calling 410-547-5513 or emailing sanderson@archbalt.org. 

Jury Duty

Human Resources recommends that any employee serving jury duty receive his/her full pay for the day/s serving since this is a civic obligation.

Bereavement Leave

Please refer to the Compensation Guidelines (link above in Vacation Leave section) for recommendations regarding bereavement leave for parish and school employees.

Central Services employees can refer to the Employee Handbook for bereavement leave information. 

Holidays

Please refer to the Compensation Guidelines (link above in the Vacation Leave section) for recommended holidays for parish and school employees.

A holiday calendar is provided annually for Central Services employees and is located in the Forms section above.

Emergency Closings


Human Resources recommends that if a school or parish closes due to emergency conditions (e.g. snow, electrical outage, flooding) employees should receive full pay for the closure period, since they are prevented from working through no fault of their own.

  

School Forms

School Forms

Requisition Form- fillable 2018 (complete to post a job opening on the AOB website)

New Schools Employment Application – MD SESAME – Fillable

New Schools Employment Application – MD SESAME – FINAL

New Schools Reference Form – MD SESAME law

New Schools Reference Form – MD SESAME law fillable corrected

*The New Schools Reference Form is for all school staff, e.g. teachers, teaching assistants, guidance counselors, administrative staff, etc.
* Fillable means that these forms can be completed online

Telephone-Reference-Check-Form
Reference-Check-Form
Reference-Check-for-Pastoral-Program-Staff

*The Telephone Reference Check and Reference Check Forms do not contain the questions required by the SESAME law
*The Reference Check for Pastoral Program Staff (for positions such as Campus Minister) does not contain the questions required by the SESAME law

HB486 Implementation Guidelines 2019

Request to MSDE for Certification Status

MSDE Applicant Report Form

MSDE Employer Report Form

1279A Background Clearance Form

LiveScanPre-RegistrationApp (for fingerprinting)

365-Day-Form (to be completed when an applicant has been fingerprinted in the last 365 days)

Instructions to complete the I-9 Form

I-9-Paper-Version

W4 Form 2019

MW507 2019

Personnel File Checklist for Schools-page 1

Personnel File Checklist for Schools-page 2

*If you are using UltiPro to administer your payroll, you do not need to complete a Maryland New Hire Registry Form.  UltiPro reports to the State of Maryland all new hires recorded in our database.

Need To Know

Do you have a work-related concern? Are you unsure if an employee’s conduct is appropriate?  Do you need to offer support to an employee in crisis?  Please see the “need to know” documents below to address concerns, clarify standards of conduct and offer support to fellow employees.

Ethics Hotline 2019

Code of Conduct

RCA Statement Policy for the Protection of Children & Youth 2018

Archdiocese of Baltimore Harassment Policy

EAP Flyer

Human Resources Team

The HR Team’s purpose is to serve all the employees of the Archdiocese of Baltimore so that they can achieve our mission!  Here is the contact information for our team:  

Executive Director:Mr. Joseph T. Smith
Phone:  410-547-5475 Email: joe.smith@archbalt.org

Human Resources Assistant:  Ms. Colleen Kuhn
Phone:  410-547-5432 Email:  colleen.kuhn@archbalt.org

Sr. Employee Relations Manager:  Ms. Regina McCurdy
Phone:  410-547-5541 Email:  rmccurdy@archbalt.org

Employee Relations Manager:  Ms. Connie Vagrin
Phone:  410-547-3140 Email:  connie.vagrin@archbalt.org

Recruiter:  Ms. Eileen Bowman
Phone:  410-547-5433 Email:  ebowman@archbalt.org

Training Manager:  Ms. Molly Fern
Phone:  410-547-5338 Email:  mfern@archbalt.org 

Central Services Human Resources Manager:  Mr. Steve Anderson
Phone:  410-547-5513 Email: sanderson@archbalt.org

Employee Benefits Director:  Ms. Chris Cossaboon
Phone:  410-547-5512 Email:Christine.Cossaboon@archbalt.org

Benefit Specialist: Ms. Mary Jo Barranco
Phone:  410-547-5583 Email:  mbarranco@archbalt.org

Sr. Benefit Specialist:  Ms. Karen Funk
Phone:  410-547-5563 Email: karen.funk@archbalt.org

Operations Specialist:  Ms. Shawndedra Thomason
Phone:  410-547-5320 Email: sthomason@archbalt.org

Human Resources Management System Director:  Mr. Minh Nguyen
Phone:  410-547-5574 Email: mnguyen@archbalt.org

Human Resources Management System Manager: Ms. Jessica Riley
Phone: 443-263-1918 Email: jessica.riley@archbalt.org

Human Resources Management System Analyst:  Ms. Tina Copper
Phone:  410-547-5579 Email: christine.copper@archbalt.org 

Human Resources Management System Specialist:  Ms. Tricia Wetzel
Phone:  410-547-3144 Email: tricia.wetzel@archbalt.org 

Fax number for Benefits: 410-783-5993
Fax number for HR: 410-234-2953
Sixth Floor Conference Room Phone: 410-547-5444