Guiding Principles of the UCC Process
This guide is written specifically as a resource for the
UCC Fitness Review process following the Procedures for Those Raising the Fitness Concern as listed in the Chart
Summarizing the Procedures For a Fitness Review in the Manual on Ministry. (See The Oversight
of Ministries Authorized by the United Church of Christ, Nurture and Accountability for Authorized Ministry, A Section of
the United Church of Christ Manual on Ministry (2002). Obtain a copy of this manual from your Conference Office
or from your Association. You can also download it from the UCC site at www.ucc.org. Click on Ministries, Parish Leadership, Manual on Ministry.
PLEASE NOTE: Your Association may not use this specific process
when conducting a fitness review. Be sure to obtain a copy of the procedures that will be used by your Association.
Read through the Guiding Principles for conducting a Fitness
Review as stated in The Oversight of Ministries (United Church of Christ, 2002, pp 30-32)
as well as Principles to Keep in Mind in this same manual
(pp 13-18). While all of these guidelines are important to the process, the mandates that you be treated with respect,
that conflict of interest and bias in the process are to be avoided and that confidentiality is to be respected will be discussed.
The Obligation to Treat You with Respect
"Persons raising questions about an authorized minister's fitness for
ministry are to be treated with respect throughout the review." (United Church of Christ, 2002, p.31) Although the UCC
process can revictimize survivors, this should not happen. You should not be treated as the enemy. Any incidents
of disrespect, such as inappropriate conversations with those involved in the process should be documented in writing and
dated. These incidents should then be reported to your support person and to others in authority in your conference.
You may also wish to contact the Parish Life and Leadership team in the national office. Documentation of this information
will also be important should you decide to appeal the decision or process of the fitness review.
Potential Conflict of Interest and Bias in the Process
"The Association Committee on the Ministry ensures that no person
taking part in the fitness review has a potential conflict of interest and that the proceeding minimizes perceptions of bias."
(United Church of Christ, 2002, p.31) Further, "members
of an Association Committee on the Ministry do not participate as Committee members in oversight proceedings involving ...other
persons where a ... dual relationship...may call into question the fairness of the Committee work." (United Church of Christ,
2002, p.14) For example, a regional minister who pastors the accused should not have a role in the proceedings. It
is wise to ask who the members of the Committee will be and their relationship to the minister. Ask for this information
in writing. Discuss this information with your support person and ask your support person to address any violations.
In addition to dual relationships and conflict of interest, be
aware of indications of bias in those who will be involved in the fitness review process. These indications of bias
may include statements of sympathy for the minister, statements that indicate an acceptance of clergy sexual misconduct, or
statements that minimize violations of the ministerial relationship that occur as a result of clergy sexual abuse. Believe
it or not, these can and do occur! For example, the chair of the Committee on the Ministry in my case stated, referring
to a possible "affair" on the part of the minister that "What two people do is their business." Document any such evidence
of bias and discuss how to proceed with your support person.
Confidentiality in the Process
According to The Oversight of Ministries:
Confidentiality can be understood to mean that only those
who need to know
are given information when that information enables them to make informed
decisions that they are duly authorized to make. ...The deliberations
themselves, however,
and the details that inform the outcome may be withheld
from public disclosure. These
remain confidential and are shared only
with appropriate authorities and responsible parties with a valid need
for the
information. (United Church of Christ, 2002, p.15)
Further, regarding the authorized minister under review, as indicated in
The Oversight of Ministries, he or she "should
not have actual written or taped information", such as your letter of complaint or your testimony to the response team.
While the minister may review summarized documents, such as the summary of your interview with the response team, he or she
may not retain these documents.
In order to better ensure that sensitive documents remain confidential,
attach a face sheet to each document that you give to the Committee stating your understanding of the confidentiality of the
document. Sign and date each statement, have each statement witnessed, and retain copies.
Other Important Issues
The Importance of Documentation
The importance of documenting all contacts with individuals involved
in the process, including all phone conversations, cannot be overemphasized. Keep a notebook by your phone and record
every communication by date including the name and position of the person with whom you speak. This documentation can
be crucial should you decide to file a suit at some time or if you wish to appeal the decision or process of the Committee.
Save all emails (Make hard copies.) and letters from those involved in the process and file them by date. Review all
emails and letters with your support person.
The Importance of Discretion
It is crucial that you be aware that any correspondence you
send will be kept on file by the Conference or other church body and that church staff will have access to it in the future.
Do not write anything that might be used to harm you. Be extremely careful with emails. It would
be best to have correspondence reviewed by a support person prior to sending it to a representative of the UCC.
