Extraordinary Lutheran Ministries (ELM) is committed to the full participation of persons of all sexual orientations and gender identities in the life and ministry of the Lutheran church.

Extraordinary Lutheran Ministries Candidacy and Credentialing Manual

(3/8/2008 Version)

Note: While the content is identical, this html version does not have the same numbering as the pdf version. This version is provides the ability to quickly search the text and provides transparency into our process. However, the pdf version of this document should be considered the standard.

INTRODUCTION
Authority and Authorization
Relationship with Other Lutheran Church Bodies
Roster Membership and Affiliation
EXPECTATIONS AND RESPONSIBILITIES OF ROSTER MEMBERS AND AFFILIATES
Transparency and Authenticity
Dual Rostering
Mobility.
Collegium Retreat Participation
Mandated Reporting
Administration of Sacraments
Roster Status
Resignation/Leave/Termination
Other Expectations
POLICIES AND PROCEDURES FOR CANDIDACY
Introduction
Role Definitions
Candidacy Categories
Candidacy Process
Post Approval Interview Follow-up
BACKGROUND CHECK POLICY
Purpose
Responsibilities of CCE
Responsibilities of Companies Providing Background Checks
Responsibilities of the Regional Panel
Using Background Check Results
Releases.
Confidentiality
Document Management
Background Check for Post-Approval Rostered Clergy
Professional Ethics for Roster Members
Appendix 3
Accountability and Grievance

INTRODUCTION

Extraordinary Lutheran Ministries opposes the policies and practices of the Evangelical Lutheran Church in America (ELCA), Evangelical Lutheran Church in Canada (ELCiC), Lutheran Church--Missouri Synod (LCMS), and other Lutheran church bodies, which obstruct the candidacies of GLBTQ persons seeking admission to the rostered ministries of those churches and which often lead to the removal of rostered GLBTQ persons from their rosters when their non-compliance with these policies and practices becomes known. In part, ELM is a community of resistance to such policies, to their lack of consistent enforcement, and to the churches’ practice of encouraging intentional deception to avoid the ramifications of their policies. We understand these policies and practices to be a fundamental violation of the createdness of all persons as sexual beings and of the sacredness of the primary relationships of all people.
ELM is more than resistance. It is a new way of being church in the world. If “ordinary” has come to mean “discriminatory,” we have chosen the adjective "extraordinary" deliberately to emphasize the "out-of-the-ordinary" nature of our community. The policies and procedures that follow are intended to affirm, implement, and support the "extraordinary" nature of our community.

Authority and Authorization

Extraordinary Lutheran Ministries derives its authority from the content and integrity of its candidacy and roster policies and procedures. The quality of its carefully selected candidacy panels and ellipse members also lends authority to its work. Ultimately, its authority is derived from faithfulness to the Gospel in the understanding of sexuality and ministry. Its authorization comes de facto from those persons who seek and maintain membership on the ELM Roster, as well as those congregations and agencies that accept Roster membership as confirmation of the members’ qualification for ordained or other professional ministry.

Relationship with Other Lutheran Church Bodies

In matters of who we are, what we do, and how we proceed, ELM has its roots in the Evangelical Lutheran Church in America (ELCA). We are Lutheran in our confessional stance, and the ELCA is the church of origin for most members on the ELM roster. Our candidacy policies and procedures follow those of the ELCA Candidacy Manual, except as modified in this Manual. However, we are an independent community and welcome to our membership individuals from any Lutheran church body that discriminates against GLBTQ persons.

Roster Membership and Affiliation

Individuals may join Extraordinary Lutheran Ministries as Roster members or Roster affiliates.
Admission to Roster membership is open to qualified Lutherans of all sexual orientations and gender identities (a) who have demonstrated their principled non-compliance with their church body’s policies and practices that discriminate against GLBTQ persons, and (b) whose status in candidacy or on the roster of their church body has been verifiably placed in jeopardy by their non-compliance. Their admission to the roster follows an extensive candidacy process described below.
Admission as an affiliate of the Roster is open to all Lutherans of all sexual orientations and gender identities who are rostered with a Lutheran church body and who stand in solidarity with ELM and its mission, but who are not currently in jeopardy because of their church body’s policies and practices of discrimination against GLBTQ persons. Individuals may be received as affiliates by submitting an application to the ELM Director of Candidacy for approval by the Candidacy and Credentialing Ellipse (hereafter referred to as CCE). Affiliates are required to comply with the expectations and responsibilities pertinent to them, as described in the next section of this Manual. Affiliation is not open to seminarians.

EXPECTATIONS AND RESPONSIBILITIES OF ROSTER MEMBERS AND AFFILIATES

Transparency and Authenticity

All ELM Roster members and affiliates must be “out” to all persons in positions of ecclesiastical authority (e.g., bishops, pastors, councils, lay leaders of parishes). We understand “being out” as being transparent and authentic, and require Roster members and affiliates to:
openly affirm and proactively and fully disclose sexual orientation and orientation status;
relinquish “control” over the dissemination of this information; and
acknowledge and willingly surrender the institutional privileges bestowed by accommodating to the policy.
We expect principled resistance to and non-compliance with their church body’s policies or practices of discrimination against GLBTQ persons. All ELM Roster members and affiliates, whether single or partnered, must explicitly refuse to agree with such policies and practices.

Dual Rostering

Persons on the Roster of another Lutheran church body may be admitted to, and retain their status as, ELM Roster members or affiliates only if such persons comply with all conditions included under "Transparency and Authenticity.”
ELM Roster members who are serving a non-Lutheran church body or who are seeking admission to its roster may retain their membership on the ELM roster until they have been received onto the roster of the other church body.
We expect full and complete disclosure to all persons in positions of ecclesiastical authority (e.g., bishops, pastors, councils, lay leaders, etc.).

Mobility

The ELM expectations regarding “transparency and authenticity” apply in any and all call mobility processes of Roster members and affiliates.
In any call process, whether facilitated by ELM or not, ELM Roster members are expected to inform the chair of the Mission Development Ellipse of their application for call.
All Roster members available for call and/or ordination must complete ELM mobility papers, which should be sent to the Mission Development chair.

Collegium Retreat Participation

All ELM Roster members are required to attend the annual collegium retreat.
ELM seminarians who have been endorsed are expected to attend the retreat as full participants (voice and vote). ELM seminarians who have been entranced but not yet endorsed are welcome to attend.
Affiliates as well as persons who have submitted a completed application for Roster membership to ELM may be invited to the retreat as “observers” (with voice but no vote). A list of potential “observers” will be made available by the CCE to the Collegium. The Collegium shall extend invitations to the retreat.
Others may attend the retreat as “observers” at their own expense, but only by joint invitation of the CCE and the Collegium.

Mandated Reporting

All persons admitted to ELM Roster membership are obligated to report to the appropriate civil authorities any and all, past or present, behavior or circumstance of self or others that is mandated by law for such reporting.
All ELM Roster members are expected to be fully aware of the local and state
requirements for mandated reporting wherever they work and reside.

Administration of Sacraments

All ordained ELM Roster members are eligible to administer the Sacraments by virtue of their being Roster members. Eligibility for Roster membership and responsibility for maintaining the Roster are covered elsewhere in the Manual. It is an expectation that administration of the Sacraments will be done under the auspices of a congregation or other appropriate agency.

Roster Status

Certification for ELM Roster membership is certification for ordained or lay professional ministry. Membership implies that the individual is not only qualified for, but is also either under call to an official ministry or available for such a call.
Roster members serve both full and part time ministries, including interim ministries, in congregational as well as non-congregational settings. Those members who are awaiting a call are expected to maintain active membership or participate actively in a local congregation and be available for at least occasional preaching, worship leadership and pastoral care, or appropriate lay ministry functions, in their congregations.
The annual report, required of all Roster members, is a way of regularly accounting for one’s ministry.
At present there is no stated limit on awaiting call status because of the limited number of calls available.

Resignation/Leave/Termination

Once admitted to the ELM Roster, membership is continuous, with the following exceptions:

Resignation -- A member may resign from ELM Roster membership by sending a letter of resignation to the Chair of CCE. Following receipt of the letter, with the member’s agreement, an exit interview will be scheduled with a member of the CCE and another Roster member, either in person or by telephone.
Voluntary Inactive Status -- A member may request inactive status, by sending a letter to the President of CCE. Inactive status is granted for a two-year period. Reinstatement to active status is granted upon receipt of a letter so requesting any time within or at the conclusion of the two-year period. For reasonable cause a member may request extension of inactive status for an additional two-year period.
Involuntary Inactive status -- A member may be placed on inactive status, by action of CCE, for a pattern of failure to meet the expectations of ELM Roster members. The member will receive due notice of CCE’s intent, in order to give opportunity for response. The Roster Chaplain may be party to the process for the purpose of pastoral care. Reinstatement will be considered once the situation is remediated. If reinstatement is not made within two years, the member will, upon notification, be removed from Roster membership.
A member on inactive status, whether voluntary or involuntary, is ineligible to participate in the annual Retreat, ELM endorsed call process, and other formal ELM Roster activities.
Termination --Membership may be terminated for cause by CCE. The member will receive due notice of CCE’s intent, in order to give opportunity for response. In invoking this action, CCE will be guided by the ELCA’s “Definition and Guidelines for Discipline,” excluding, of course, the provision regarding “homosexual persons,” and by ELM policies and procedures.

The above provisions are for the sake of accountability and “good order.” It is hoped that members will hold themselves accountable, with the support of colleagues, thus making “involuntary” action unnecessary. Termination is considered an “extraordinary” action, entered into with great reluctance, with due process and support for the member involved.

Other Expectations

All ELM Roster members are required to submit an annual report to CCE. A copy of such report will be sent as well to the bishop of the rostered person or other appropriate Lutheran body representative.
All ELM Roster members will engage in continuing education and professional development, whether in a call or in secular employment.
All persons who are ordained “extra ordinem” and enter into a first call are expected to enter an intentional course of “First Call Theological Education” either through the ELCA’s program or a program designed in consultation with CCE.

POLICIES AND PROCEDURES FOR CANDIDACY

Introduction

Through the evaluation process established by CCE, each Candidate’s gifts and qualifications for ministry are thoroughly explored with consideration of the candidate’s preparedness for serving under the extraordinary circumstances that inevitably attend ELM-related ministries.
CCE has primary responsibility for writing, creating, and approving national candidacy policies and procedures.
The policies and procedures regarding candidacy are binding on all regional panels and the National Approval Committee of Extraordinary Lutheran Ministries.

Role Definitions

Inquiry Responder: The Inquiry Responder is a regional panel chairperson or their panel designee for response to persons interested in applying for ELM candidacy. If a potential applicant has not already made application, the Inquiry Responder may encourage the applicant to begin so by downloading application materials from the ELM website.

Relator: The Relator is an ELM panel appointed person who serves as a liaison between the Candidate and the regional panel, communicating mutual concerns throughout the candidacy process. The Relator:

must be a member of the regional panel;
orients the Candidate to the process;
explains the mechanics of the process and answers any questions the Candidate may have about the process;
explains the role of the Supporter (see below);
helps to facilitate a Candidate’s relationship with ELM;
receives a copy of the Candidate’s file;
clarifies any questions the Candidate may have about candidacy;
maintains contact with the Candidate throughout the process;
is present at all regional interviews of the Candidate and, if possible, is present at the approval interview;
encourages the Candidate to find appropriate people to assist in the discernment of call, areas of growth and experiences of grace; and
in preparation for an interview, presents the Candidate to the panel/committee and clarifies any questions the panel/committee may have about the candidate.

Supporter: The Supporter is a partner, friend, colleague or advocate that the Candidate may invite to attend their interview(s) as a witness and companion.
Each Candidate is encouraged to select a Supporter;
The role of the Supporter is distinctly different from that of the Relator; The Supporter shall have no voice or vote in the decisions made by interviewing committees;
The Supporter shall not be an ELM panel member or a CCE member;
Upon request by either the Candidate or the Supporter, time will be allowed for the Candidate to consult with their Supporter during the interview process.

Candidacy Categories

The ELCA process is followed to the degree appropriate with regard to the following candidacy categories.

Pre-ordination Candidates:
All pre-ordination candidates are encouraged to pursue ELCA/ELCiC candidacy first, consistent with an ELM objective to bring about change in ELCA/ELCiC policy as well as to offer persons/institutions within the ELCA/ELCiC the opportunity to stand in resistance with a candidate.
For applicants who are in the ELCA/ELCiC candidacy process, the ELM candidacy process normally begins when the ELCA/ELCiC process has been terminated or the candidate has withdrawn, and with the Inquiry Responder’s recommendation.
For applicants who have not been in the ELCA/ELCiC candidacy process, the ELM candidacy process begins when the applicant completes submission of application materials.
For applicants who elect the option of concurrent ELCA/ELCiC and ELM candidacy, the process is described in No. 34 below.

Ordained pastors who are in ministry or have been out of ministry for less than three years:
A recommendation from their congregation is required.
A letter from their bishop is requested to verify that the Candidate left their Lutheran church body “in good standing,” except in the situation where the sole basis for the Candidate’s removal from the Roster was because she/he was not in compliance with “Vision and Expectations” or a comparable policy document.
When the assigned ELM essays are completed and reviewed by the regional panel, the Candidate is recommended to the National Approval Committee for interview.

Ordained pastors who have been out of ministry for more than three years:
The ELCA policy for “Reinstatement to the Roster” serves as the framework within which the ELM policy is constructed..

Process: The ELM panel in the region where the candidate has their congregational affiliation will normally be the responsible agent in the process.
Application: The candidate provides a completed Application for Candidacy to be reviewed by the responsible ELM panel.
ELM Regional Panel

The panel verifies the applicant’s current congregational affiliation by reviewing the submitted congregational registration.
The panel reviews the candidate’s application.
The panel will ensure that the required background check has been completed.
The panel may request any additional information from any source that it deems necessary in order to determine the candidate’s readiness for ministry and suitability for admission to the ELM roster. Normally, that would include the request for a Psychological Evaluation, which may be waived by the panel with the concurrence of the CCE.
The panel will meet with the candidate. If any additional study or work is thought to be necessary prior to writing the approval essay, it should be identified and agreed upon during the interview.
Unless additional work is required, the panel should instruct the candidate in the writing of the ELM essay and set a date for the candidate to meet with the panel (or a sub-group consisting of at least a majority of the panel members) to review the essay.
Following review of the ELM essay, the panel recommends the candidate to the National Approval Committee unless the essays need improvement to meet the quality expected.

4. Approval: The candidate meets with the National Approval Committee for review and decision.

Persons ordained in another Christian tradition or other Lutheran church bodies:

Process: The ELM panel in the region where the candidate has their congregational affiliation will normally be the responsible agent in the process.
Application: The candidate provides a completed Application for Candidacy to be reviewed by the responsible ELM panel.
ELM Regional Panel

The panel verifies the applicant’s current congregational affiliation by reviewing the submitted congregational registration.
The panel reviews the candidate’s application.
The panel will ensure that the required background check has been completed.
The panel may request any additional information from any source that it deems necessary in order to determine the candidate’s readiness for ministry and suitability for admission to the ELM roster. Normally, that would include the request for a Psychological Evaluation, which may be waived by the panel with the concurrence of the CCE.
The panel will meet with the candidate. If any additional study or work is thought to be necessary prior to writing the approval essay, it should be identified and agreed upon during the interview.
Unless additional work is required, the panel should instruct the candidate in the writing of the ELM essay and set a date for the candidate to meet with the panel (or a sub-group consisting of at least a majority of the panel members) to review the essay.
Following review of the ELM essay, the panel recommends the candidate to the National Approval Committee unless the essays need improvement to meet the quality expected.

4. Approval: The candidate meets with the National Approval Committee for review and decision.

Persons concurrently in the ELM and ELCA Pre-Ordination Candidacy Process:
ELM offers eligible applicants the option of concurrent ELM and ELCA/ELCiC
candidacy. Such applicants:
Must be eligible for ELM candidacy, i.e., are fully out and reject the ELCA’s “Vision and Expectations” or ELCiC policy of celibacy, and are completely transparent with ELCA/ELCiC candidacy committees regarding their rejection. Determination of eligibility will be made by the ELM Candidacy Director;
Are encouraged to pursue ELCA/ELCiC candidacy first, consistent with an ELM objective to bring about change in ELCA/ELCiC policy as well as to offer persons/institutions within the ELCA/ELCiC the opportunity to stand in resistance with a candidate;
May begin the ELM application process at any time, i.e., need not wait for ELCA/ELCiC rejection;
Upon submission of an application, will be admitted to the ELM process and assigned to the appropriate ELM panel for assignment of a relator and candidacy follow-up.
The ELM process is intended to encourage and support candidates on a realistic path toward their objective of ordained ministry.
Each panel will arrange its own follow-up procedure, which shall include regular contact with the candidate, coordination with the ELM Candidacy Director for collection of ELM application materials, and monitoring of the candidate’s ELCA/ELCiC progress.
An ELM panel shall not take action involving a candidacy decision (entrance, endorsement, approval) until the candidate formally withdraws or is removed from ELCA/ELCiC candidacy.
Experience suggests that, because of the particularly critical nature of the internship placement for ELM candidates, it is recommended that formal transfer take place prior to assignment of internship.
All concurrent candidates will be invited to the annual Roster Assembly.
It is to be understood that the initiative is with the candidate, both as to continuation in the ELCA/ELCiC process, and initiation of application and request for formal transfer to the ELM process.
It is also to be understood that “receiving of application” and subsequent panel follow-up does not guarantee eventual ELM approval for ordination.

Candidacy Process

In response to a request for information about ELM and/or rostering with ELM, a prospective applicant is referred to the ELM website or to the ELM Director of Candidacy for general information and/or application materials, which may be downloaded from the website.
A prospective applicant for ELM rostering may choose to contact the Inquiry Responder for one of the ELM regional panels for detailed conversation about ELM rostering requirements and/or process. Contact information for each Inquiry Responder is found on the ELM website.
If a prospective applicant does contact the regional Inquiry Responder, the Inquiry Responder may encourage the person to contact the ELM Roster Discernment Support Team (DST) for further discussion about issues related to "being out."
The applicant must attain sponsorship by a worshiping congregation to be considered for candidacy. A sponsoring letter by the congregation pastor or congregation council President is to be sent to the Chair of CCE or their designee. An application for candidacy is not complete until the sponsor's letter has been received.
An individual is not considered an ELM applicant for candidacy until the Director of Candidacy receives all completed application materials listed on the "Checklist for Candidacy."
When the application form and disclaimers have been received by the President of CCE or their designee, s/he assigns the applicant (now considered a Candidate) to a regional panel.
The chairperson of the regional panel assigns a Relator to the Candidate. The Relator provides advice to the Candidate in completing the candidacy process.
The Relator contacts the Candidate and sets up a meeting to review the application, discuss the Candidate’s essays, and provides whatever further clarification about the Candidacy process is needed by the Candidate.
The Candidate will have an initial in-person interview with the regional panel to determine whether the Candidate meets the basic entrance or endorsement criteria. In the case of transfer candidates, the meeting may be with the Relator only and may be done either by phone or in person.
At the appropriate time in the candidacy process the Candidate will meet with the National Approval Committee.

Normally the approval interview takes place at the first National Approval Committee meeting following a Candidate’s completion of all requirements for approval, including internship and CPE.
Exceptions can be made at the discretion of the regional panel, based on its experience with and evaluation of the Candidate. If an exception is made, the Candidate may be interviewed upon successful completion of no less than half of the fourth (or final) year internship or half of the final year of course work.
If approval were granted under such circumstances, it would be stipulated that approval was granted pending successful completion of all requirements, as detailed. The acceptance of a call would be provisional until the regional panel certifies that the approval is final.

If at any time during the candidacy review process information is obtained that suggests the possibility that the Candidate has engaged in personal or professional misconduct and/or inappropriate ethical behavior, this matter shall be dealt with as follows:

In the event of learning of self-reported or alleged behavior that requires mandated reporting, CCE or panel member(s) involved shall promptly make a report in accordance with state or federal law.
In the event of learning of self-reported or alleged professional misconduct and/or inappropriate ethical behavior:

The Candidate’s Relator will discuss the situation with the Candidate and recommend an appropriate action.
If deemed necessary by CCE upon the report of the Relator, the Relator will encourage the candidate to self-report the situation to the Candidate’s ecclesiastical authority.
CCE will not take further action with regard to the Candidate until the situation involving the Candidate is resolved.

Post Approval Interview Follow-up

Candidates Approved for Ordination and/or Call
The chairperson of the National Approval Committee will, in a timely manner, advise the Chair of CCE of the Candidate’s approval for ordination and/or call.
The Chair of CCE will write a letter to the Candidate officially informing him/her of the Candidate’s inclusion on the ELM Roster. A copy of this letter will be sent to the chair of the Mission Development ellipse.
The Chair of CCE will write a letter to appropriate ELCA authorities advising them of the Candidate’s admission to the ELM Roster and of the Candidate’s availability for ordination and/or call by a congregation. This letter will include a clear statement regarding the Candidate’s non-compliance with “Vision and Expectations.” This letter will be sent after each set of approval interviews, and will be accompanied by a complete list of the ELM Roster.
Candidates Approved for Ordination and/or Call with Conditions

a.   The Candidate shall receive written notice of the conditions for approval from the chairperson of the National Approval Committee within ten days, outlining what the Candidate needs to do in order to continue the candidacy process. Copies of the conditions letter will be sent to the Relator and the Chair of CCE.
b.   The Candidate’s Relator will meet with the Candidate at a mutually agreed time but as soon as possible to discuss the conditions(s) that the Candidate needs to meet to obtain approval.
c.   When the Candidate has met the conditions set forth for approval, the Candidate shall meet with the Relator to present and review the completed requirements.
d.   The Relator shall then contact CCE Chair or their designee so that the appropriate information can be communicated to CCE. CCE will review the material and assign the Candidate to the next National Approval Committee to continue the candidacy process.

Candidates Postponed Approval

The Candidate shall receive written notice of postponement from the chairperson of the National Approval Committee within ten days outlining what the Candidate needs to do in order to continue the candidacy process. Copies of the postponement letter will be sent to the Relator and the Chair of CCE.
The Candidate’s Relator will meet with the Candidate at a mutually agreed time, but as soon as possible, to discuss the condition(s) of the postponement and the Candidate’s options.
When the Candidate has met the requirements set forth as the conditions of the postponement, the Candidate shall meet with the Relator to present and review the completed requirements.
The Relator shall then contact the convener of the regional panel to set up the appropriate time for this information to be communicated to the regional panel.
The regional panel will review the material and make a recommendation to the Chair of CCE or their designee regarding the Candidate’s readiness for an approval interview.
CCE will receive the recommendation of the regional panel and, if appropriate, schedule the Candidate for an approval interview.

Candidates Denied Approval

a.   The chairperson of the National Approval Committee shall within two days write a letter to the Chair of CCE outlining the reasons for denial.
b.   The Candidate shall receive written notice of denial from the Chair of CCE within ten days of the interview.
c.   A copy of the denial letter will be sent to the Relator.
d.   The Relator will contact the Candidate to discuss options open to the Candidate and to provide any pastoral care that the Candidate may desire.

Appeals

Normally appeal and review of a decision is limited to the process by which the decision was made. A Candidate who is denied endorsement or approval by a regional panel, or whose endorsement or approval is postponed, and who believes that a regional panel has not followed the procedures of the ELM, may request a review of the process. The request is made in writing to the chair of CCE.

BACKGROUND CHECK POLICY

A Background Check is required for all applicants to the ELM, unless the applicant has undergone a Background Check with the ELCA or other denomination applying standards consistent with this policy. Background Checks for candidates already in the Candidacy Process must be completed prior to internship or prior to approval, whichever occurs first.
Upon receipt of the completed application form and releases, the Director of Candidacy will forward the name of the applicant to the agency that conducts the background checks for CCE so that the background check process may begin.
The areas that are to be covered by a Background Check include:

criminal history database search
county record criminal check
credit report check
social security trace
motor vehicle check

The Background Check shall cover at least a seven-year period. If the candidate has moved during this time period, different geographical area checks should be done.
This policy sets forth the minimum required screening. In appropriate cases, a candidate may be required to undergo additional checks.

Purpose

The balance of screening, discernment, hospitality, formation, evaluation, and relationship is a unique dynamic in the Candidacy Process. Gathering information to assure thorough and careful judgment of an applicant’s character and past behavior is a necessary part of the assessment of a person’s readiness to begin preparation for public ministry. To accomplish the goals of candidacy, the ELM needs to know the types of people who are most likely to do well in ministry, and must do everything reasonably possible to screen out people who might use their position as a pastor or lay rostered leader in damaging or illegal ways.
Any screening tool must be placed in the context of the entire Candidacy Process, which gives primary focus to evaluation and assessment of candidates. Background Checks are one tool for evaluation and assessment, not a substitute for other screening tools or risk reduction techniques. Background Checks are not infallible records of a person's previous conduct or misconduct. The absence of any reported misconduct is not a guarantee of future conduct.
Care and good judgment must be exercised so that no information about an applicant or a candidate is used in ways that are damaging to that person’s reputation or sense of self as a valued child of God. The Candidacy Process needs to look carefully at each individual and to assess and discern that person’s potential for ministry through use of all the components of the Entrance Process.
The principles on which screening is based include fair and equitable implementation of screening measures. Within that framework, it may be appropriate to require additional types of background checks for some candidates. Regional Panels should feel free to explore the possibility of and request permission from CCE to seek additional background checking in such cases.
As with all screening tools, results are to be shared with the applicant if negative information is discovered. Doing so provides the applicant with the opportunity to explain the situation and also confirms that the information is correct.

Responsibilities of CCE

CCE is responsible for:

Establishing policies, guidelines, and programs for evaluating candidates.
Arranging for and regularly reviewing the services of participating companies that provide the required Background Checks.
Periodically evaluating the program to meet changing needs.
Designating one member of CCE: (a) to be responsible for arranging for the applicant to complete the necessary forms for this requirement to be met; (a) to receive the results of the Background Check; and (b) to confer with the Regional Panel Relator and the Regional Panel Chairperson regarding the results. The CCE Designee should be someone who understands the process, can receive back reports, and maintain the appropriate degree of privacy and confidentiality.
Arranging for the payment of fees for the Background Checks. It is appropriate to request an application fee from the applicant to cover a portion of the costs related to the Candidacy Process, and it is expected that this fee may defray part or all of the cost of the Background Check.
Adherence to the confidentiality and document management standards set forth in this policy.

Responsibilities of Companies Providing Background Checks

Any company that provides Background Checks for the ELM is expected to:

a.   Implement the program in ways that are consistent with the needs and goals of the ELM.
b.   Be sensitive to the ways that sexual orientation, race, language, gender, age, and ethnicity may play a role in the Candidacy Process.
c.   Provide the necessary forms and communication so that the process is carried out in a professional, consistent, and fair manner.
d.   Assist the ELM and the applicant in understanding the rights of individuals and the meaning of any results that are provided.

Types of checks to be provided:

a.   Criminal Background Checks must include any indication of sexual misconduct, child abuse, or other serious misconduct. The Background Check will cover a minimum of seven years of records. There currently is no nationwide up-to-date repository of criminal history records available to most employers or to the general public. Searches must therefore be conducted in the various jurisdictions that exist throughout the United States where arrest and conviction records are initiated and/or compiled. Multiple searches for criminal history records may need to be searched to insure a thorough Background Check.
b.   Credit Checks assist in supporting the identity of the candidate. Since each candidate has their own social security number, it is possible to verify the identity information via a “social security number trace” through a credit bureau. Credit reports reveal outstanding debts and payment history, as well as civil actions such as judgments, liens, and bankruptcies. Credit reports provide a seven-year history of individual or joint financial information. Since rostered leaders will be in a position of handling money or other organizational assets and have check-writing or investment authority, a credit bureau records check is a necessary risk-management procedure.
c.   Motor Vehicle Records (MVRs) are maintained by the Department of Motor Vehicles in all 50 states and most countries. Depending on the state, violations are provided for the last three to five years. Since most church leaders will be required to operate a company or church vehicle, rental car, or their own vehicle for business purposes, checking their driving records is a necessary risk management procedure.

Responsibilities of the Regional Panel

The Regional Panel is responsible for the evaluation and care of the candidate throughout the Candidacy Process, all of which can be understood as part of the individual’s formation as a Christian and a public servant of the church. The Regional Panel shall be responsible for the following steps in the background checking process:

Working through CCE to obtain a Background Check prior to the initial decision-making interview, and as appropriate, sharing concerns or issues with the applicant.
Adherence to the confidentiality and document management standards set forth in this policy.
Notifying CCE if there is any pattern of concern or complaints that suggest that a company providing the services is being insensitive or inappropriate to persons on the basis of sexual orientation, gender, age, class, race, culture, or other personal characteristics, or if the results of the Background Checks do not reflect the intention of the ELM as to their completeness or usefulness in the Candidacy Process. This notification is critical to the integrity of candidate screening and its continuing helpfulness to applicants.

Using Background Check Results

When the results of the Background Check are reported, the information must be evaluated in relation to each candidate. Negative information may be shared with CCE and the Regional Panel if necessary and appropriate to fully and completely evaluate a candidate’s background. Guidelines may be established stating which types of information are relevant, what offenses or information will disqualify a candidate, and what other factors will be considered. Circumstances that may be considered when evaluating an offense include:

The nature and seriousness of the offense.
The circumstances under which the offense occurred.
The age of the person at the time of the offense, and how much time has passed since the offense occurred.
Societal conditions that may have contributed to the nature of the offense.
The probability that the person will repeat the offense.
The person’s commitment to rehabilitation, restitution, and reconciliation.

An applicant should be denied entrance to candidacy when he or she has made a knowingly false statement of any material fact or attempted any deception or fraud in the application process.

Releases

The candidacy application contains a release, in which the applicant agrees to authorize the ELM to check references and background information and permits third parties to release and provide personal information and opinions. There may be additional background check authorization forms to be completed as part of the application process.

Confidentiality

Results of Background Checks shall be maintained in confidence. The CCE Designee, the Regional Panel Relator and the Regional Panel Chairperson will, in general, be the only persons with access to Background Check results. Other than transmitting information and conferring among themselves, these persons will not disclose Background Check results to anyone, unless the results reveal negative information which should be considered by CCE and/or Regional Panel as a whole.

Document Management

Copies of the written results of Background Checks shall be disseminated and maintained only as specified below.
Upon receipt of the written results of a Background Check, the CCE Designee shall provide a copy of the results to the appropriate Regional Panel Relator and Regional Panel Chairperson. If the results of the Background Check reveal negative information which should be considered by CCE and/or Regional Panel as a whole, copies of the Background Check results or excerpts thereof may be distributed to the members of CCE and/or the Regional Panel. Distribution shall be accomplished solely by making paper copies available at an in-person meeting of CCE or Panel. At the conclusion of the meeting, all copies shall be returned to CCE Designee, who shall destroy them.
One copy of the results of each candidate's Background Check shall be maintained in a secure, confidential file by CCE Designee. The CCE Designee shall destroy all other copies.

Background Check for Post-Approval Rostered Clergy

A Background Check is required for all post-approval members of the ELM roster. The cost shall be covered by the ELM on a one-time basis for all such clergy on the ELM roster as of January 1, 2006. Background Check results for post-approval rostered clergy shall be received and, if necessary, reviewed at the CCE level only.
Subsequent Background Checks shall be required for post-approval clergy at the point of mobility, and should be handled by the calling organization.
Appendix 1
Policy for Internship Sites for ELM Seminarians

Purpose: To assure that an internship site is fully welcoming to a seminarian in the Extraordinary Lutheran Ministries (ELM) Candidacy Process.
In general the internship sites are chosen according to the guidelines put forth in the Guidelines for Internship by the Evangelical Lutheran Church of America.

The internship site must be arranged through a Lutheran Seminary. The seminarian coordinator helps to determine and approve the site along with the contextual education office at the specific seminary.

The seminarian coordinator has the responsibility to assure the internship site meets the specific criteria for supporting a seminarian in the ELM Candidacy Process.

The internship site must be open to an ELM intern and contribute positively to their formation of pastoral identity and meet the following criteria:

The congregation as a whole, not a smaller group of people in the congregation, must be open to an ELM seminarian.
The congregation must notify explicitly all of its members that the congregation is receiving an ELM seminarian as its intern and alert them to the meaning of that choice.
The seminarian must be able to be publicly transparent to the congregation and authentic in their self-understanding of their sexual orientation and gender identity.
A candidate’s partner must be able to attend worship and be open about their relationship.
The congregation must submit a written letter to its Synod to notify the Bishop that it has called an ELM seminarian as an intern.

Assessment of the internship site will be based on one or more of the following:

The congregation is well known to the ELM community for its support of ELM and advocacy for GLBTQ rights.
The congregation is served by an ELM clergy person or was served by an ELM clergy person in the past.
For congregations that are not well known to ELM, the seminarian coordinator will take special care to assure that the whole congregation favors the ELM internship and has both the capacity and will to support the candidate in the internship process.
Appendix 2

Professional Ethics for Roster Members

Maintenance of high standards of ethical conduct is a responsibility shared by all members of the ELM roster.
ELM roster members agree to adhere to a standard of conduct consistent with the code of ethics established by the ELM. Members are required to sign the Accountability For Ethical Conduct Form and to promptly provide notice to Chair of the CCE of any complaint of unethical or felonious conduct made against them in a civil, criminal, ecclesiastical, employment, or another professional organization's forum.
Any ELM roster member may invoke an ethics review process when a member’s conduct, inside or outside their professional work involves an alleged abuse of power or authority, involves an alleged felony, or is the subject of civil action or discipline in another forum when any of these impinge upon the ability of a member to function effectively and credibly in their professional capacity.

In relationship to those served, ELM roster members:

affirm and respect the human dignity and individual worth of each person.
do not discriminate against anyone because of perceived, expressed or actual race, gender, age, faith group, national origin, sexual orientation, or disability.
respect the integrity and welfare of those served or supervised, refraining from disparagement and avoiding emotional exploitation, sexual exploitation, or any other kind of exploitation.
approach the religious convictions of all people with respect and sensitivity.
respect confidentiality to the extent permitted by law, regulations or other applicable rules.

In relation to groups and institutions, ELM roster members:

maintain good standing in the ELM.
abide by the professional practice and/or teaching standards of the state, the community, the congregation and the institution in which they are employed. If, for any reason they are not free to practice or teach according to conscience, they shall notify their congregation, employer and CCE Chair.
maintain professional relationships with other persons in the ELM, and the faith community in which employed and/or the community.
do not directly or by implication claim professional qualifications that exceed actual qualifications or misrepresent their affiliation with any institution, organization or individual; are responsible for correcting the misrepresentation or misunderstanding of their professional qualifications or affiliations.

In relation to the ELM, members:

continue professional education and growth, including participation in the meetings and affairs of the ELM.
avoid using knowledge, position or professional association to secure unfair personal advantage; do not knowingly permit their services to be used by others for purposes inconsistent with the ethical standards of the ELM; or use affiliation with the ELM for purposes that are not consistent with ELM standards.
speak on behalf of the ELM or represent the official position of the ELM only as authorized by the CCE and/or panels.
do not make intentionally false, misleading or incomplete statements about their work or ethical behavior when questioned by colleagues.

In collegial relationships, ELM roster members:

respect the integrity and welfare of colleagues; maintain professional relationships on a professional basis, refraining from disparagement and avoiding emotional, sexual or any other kind of exploitation.
take collegial and responsible action when concerns about incompetence, impairment or misconduct arise.

In conducting business matters, ELM roster members:

carry out administrative responsibilities in a timely and professional manner.
implement sound fiscal practices, maintain accurate financial records and protect the integrity of funds entrusted to their care.
distinguish private opinions from those of the ELM, their faith community or profession in all publicity, public announcements or publications.
accurately describe the ELM. All public statements, especially those in correspondence, publications, newsletters, and advertising shall be accurate.
Appendix 3

Accountability and Grievance

Leaders in ELM should demonstrate that they are servants by their words, life-style, and manner of leadership. Leaders in ELM will recognize their accountability to the Triune God, to the whole Church, to each other, to the organization of ELM and to the congregations and/or institutions they have been asked to serve.

Accountability and Grievance of roster members, affiliates and candidates of ELM will be overseen by the Candidacy and Credentialing Ellipse (CCE) and applies to: The Expectations and Responsibilities of Roster Members and Affiliates; the Professional Ethics for Roster Members as outlined in the ELM Candidacy Manual; and other matters as assigned by CCE.

Roster Members:
Ordained ministers and rostered lay leaders support not only the work of the congregation(s) and/or institutions they directly serve, but also the work of the larger Lutheran church in the world. ELM expects its ordained ministers and rostered lay leaders to work in collegial relationships with one another and to share in mutual accountability with those in positions of leadership and oversight in ELM. The ordained ministers of ELM are to seek out and encourage qualified persons to prepare for the ministry of the gospel and strive to extend the Kingdom of God in the community.

All members of the roster are expected to be honest and forthright in all materials submitted to ELM, including their Annual Report, requests for grants and/or funding and when calling for discipline or grievance procedures for a colleague.

Any member of the Collegium may invoke an ethics review process when a member’s conduct, inside or outside their professional work involves an alleged abuse of power or authority, involves an alleged felony, or is the subject of civil action or discipline in another forum when any of these impinge upon the ability of a member to function effectively and credibly in their professional capacity. As outlined in the Candidacy Manual, Roster Members are expected to self report issues that require Mandated Reporting.
Normally, all matters of Accountability and Grievance will be held in confidence as deemed appropriate by CCE, except in matters where CCE is obligated to report to the appropriate civil authorities any and all, past or present, behavior or circumstance of self or others that is mandated by law. A record of all inquires involving Accountability and Grievance will remain in the permanent record of the roster member as outlined in the Document Retention Policy.
Members of the roster will be informed of all matters of Accountability and Grievance that involve them and be given the opportunity to respond to all matters. A copy of the response to matter will be retained for the same length of time as the record of the incident is retained.

Called Leaders: A call expresses a relationship between ELM and the person called involving mutual service, support, accountability, supervision and discipline. A letter of call is issued by a church or institution that is deemed authorized to do so by ELM, which is most directly involved in accountability for the specified ministry.

Called leaders are expected to have a Local Oversight Group (LOG) that is directly accountable for overseeing their work. This oversight shall be provided by: a congregational council; a mutual ministry committee; a board of directors; or another group deemed appropriate by ELM. The LOGs are expected to report issues of accountability and grievance to CCE in a timely fashion in writing to the chair of CCE.

Procedure for Accountability and Grievance:

Matters that are referred to the CCE by another ELM ellipse, the covenant circle, an LOG, another member of the roster or self reported will be sent to the committee appointed by the chair of CCE. After giving due diligence to the matter, a timely recommendation will be sent by the committee to CCE for final action. Matters of discipline are subject to the guidelines for Resignation/Leave/Termination as outlined in the policy and procedures manual, but may include other recommendations, requirements and/or loss of the rights and privileges due members of the roster.
Clear violations of The Expectations and Responsibilities of Roster Members and Affiliates section of the ELM Candidacy Manual will be handled by CCE as outlined in the guidelines for Resignation/Leave/Termination.
Other matters of Grievance and Accountability that originate from the oversight of CCE will be referred to the the appointed committee and will follow the procedure outlined in #1.

Appeal:
Normally appeal and review of a decision is limited to the process by which the decision was made. The request is made in writing to the Chair of the CCE.
Affiliates:

Clear violations of The Expectations and Responsibilities of Roster Members and Affiliates section of the ELM Candidacy Manual will be handled by CCE as outlined in the guidelines for Resignation/Leave/Termination.
Other matters of Grievance and Accountability that originate from the oversight of CCE will be referred to the the appointed committee and will follow the procedure outlined in #1.

Appeal:
Normally appeal and review of a decision is limited to the process by which the decision was made. The request is made in writing to the Chair of the CCE.

Candidacy:
The candidacy process is overseen by CCE. Regional Candidacy Panels (RCP) are responsible for the direct oversight of candidates. In addition to documents submitted and verbal contacts with the candidate throughout their candidacy, RCP rely on the honest and forthright evaluations of psychologists, sponsoring congregations, faculty recommendations and approvals, internship reports, Clinical Pastoral Education supervisors to assure that ELM prepares gifted candidates who are called by God to serve in the rostered ministries of the Lutheran church. Additionally, each candidate must complete a background check and normally a psychological evaluation as outlined in the Candidacy Manual. RCP may also request additional documents, materials and/or conversations with candidates as needed.

Candidates who have been endorsed may have matters of Accountability and Grievance referred to their RCP by members of the roster, their internship committee, internship pastor or the director of Contextual Education that is overseeing their internship in addition to the regular internship reports. Internship pastors and committees are expected to report matters of Accountability and Grievance to the candidates RCP or the Seminarian Coordinator in a timely manner.

Normal matters of Accountability and Grievance should be handled by the RCPs in consultation with the Seminarian Coordinator. After seeking the council of the Seminarian Coordinator and the Director of Candidacy roster conveners may submit a matter of Accountability and Grievance in writing to the chair of the CCE, for matters that require more serious attention.

Normally, all matters of Accountability and Grievance will be held in confidence as deemed appropriate by their RCP, except in matters where RCP or CCE is obligated to report to the appropriate civil authorities any and all, past or present, behavior or circumstance of self or others that is mandated by law. A record of all inquires involving Accountability and Grievance will remain in the permanent record of the candidate as outlined in the Document Retention Policy.
Candidates will be informed of all matters of Accountability and Grievance that involve them and be given the opportunity to respond to all matters. A copy of the response to matter will be retained for the same length of time as the record of the incident is retained.

Candidates are expected to be honest and forthright in all documents submitted and verbal contacts with their RCP. As outlined in the Candidacy Manual, candidates are expected to self report issues that require Mandated Reporting.

Procedure for Accountability and Grievance:

Matters that are referred to the CCE by the roster convener, another member of the roster or self reported will be sent to the the appointed committee by CCE. After giving due diligence to the matter, a timely recommendation will be sent by the committee to CCE for final action. Matters of discipline are subject to the guidelines for Resignation/Leave/Termination as outlined in the policy and procedures manual, but may include other recommendations, requirements and/or loss of the rights and privileges due members of the roster.
Clear violations of The Expectations and Responsibilities of Roster Members and Affiliates section of the ELM Candidacy Manual will be handled by CCE as outlined in the guidelines for Resignation/Leave/Termination.
Other matters of Grievance and Accountability that originate from the oversight of CCE will be referred to the the appointed committee and will follow the procedure outlined in #1.

Appeal:
Normally appeal and review of a decision is limited to the process by which the decision was made. The request is made in writing to the Chair of the CCE.