COMMONWEALTH OF PUERTO RICO REGULATION FOR THE INTERRELIGIOUS CORP OF CHAPLAINS OF THE COMMONWEALTH OF PUERTO RICO

COMMONWEALTH OF PUERTO RICO REGULATION FOR THE INTERRELIGIOUS CORP OF CHAPLAINS OF THE COMMONWEALTH OF PUERTO RICO

Commonwealth of Puerto Rico Office of the Commissioner for Municipal Affairs REGULATION FOR THE INTERRELIGIOUS CORP OF CHAPLAINS OF THE COMMONWEALTH OF PUERTO RICO TABLE OF CONTENT ARTICLE I: TITLE... 1 ARTÍCLE II: LEGAL BASE... 1 ARTICLE III: TERM AND PHRASES... 1 ARTICLE IV: PURPOSE... 1 ARTICLE V: MISSION... 2 ARTICLE VI: VISION... 2 ARTICLE VII: APPLICABILITY AND RANGE... 2 ARTICLE VIII: DEFINITIONS... 2 ARTICLE IX: PRINCIPAL CORP... 6 ARTICLE X: STRUCTURE OF THE PRINCIPAL CORP... 6 ARTICLE XI: REQUIREMENTS OF THE GOVERNING BOARD POSITIONS... 7 ARTICLE XII: GOVERNING BOARD... 11 ARTICLE XIII: DUTIES OF THE GOVERNING BOARD... 11 ARTICLE XV: REQUIREMENTS OF THE CHAPLAINS... 13 ARTICLE XVI: CHAPLAINS INTERVENTION AREA... 13 ARTICLE XVII: DUTIES OF ASSISTANT CHAPLAIN... 14 ARTICLE XVIII: ASSISTANT CHAPLAIN REQUIREMENTS... 14 ARTICLE XIX: EXPULSION OF MEMBERS... 14 ARTICLE XX: SEPARABILITY CLAUSE... 15 ARTICLE XXI: EFFECTIVENESS... 15

Commonwealth of Puerto Rico Office of the Commissioner for Municipal Affairs Regulations for the Interreligious Corp of the Commonwealth of Puerto Rico ARTICLE I: TITLE These Regulations are herein known as the Regulations of the Interreligious Corp of Chaplains of the Commonwealth of Puerto Rico. ARTICLE II: LEGAL BASE These Regulations are adopted in virtue of the Executive Order 2006-02 approved on January 23 2006, which transferred to the Office of the Commissioner for Municipal Affair, the responsibility of coordinating and establishing norms that will rule the Interreligious Corp of Chaplains of the Commonwealth of Puerto Rico, here on denominated as CICELA. ARTICLE III: TERM AND PHRASES The languages in these Regulations are interpreted in a ordinary and usual way, with subjection to the context where it s used. Inclusive language is also adopted, so when masculine gender is mentioned, it is understood that feminine gender is included. ARTICLE IV: PURPOSE The purposes of these Regulations are to describe the politics and practices of the Chaplains that comprehend the CICELA. It s to be used as regulation and practice by the Chaplain and Agencies that form the CICELA. These Regulations will be the CICELA S instrument, to identify, endorse and supervise all the chaplain that are part of this Corp, supervised by the Office of the Commissioner for Municipal Affair. It will determine the use of clothing, identifications, communications and any other necessary resource of the state needed for the appropriate exercise of the functions of this Corp. 1

ARTICLE V: MISSION The CICELA offers the citizenship, voluntary services of counseling and pastoral care in emergency, disaster and crisis situations. The Principal Corp of Chaplains will be the liaison to work jointly with governmental agencies to channel the services. ARTICLE VI: VISION Create an organism based on alliances with different faith base entities in order to provide spiritual and pastoral care in incidents or event situations at a local, federal and state level. ARTICLE VII: APPLICABILITY AND RANGE These Regulations will apply within the jurisdiction of the Commonwealth of Puerto Rico and the United States of America. It will also apply for all events, natural incidents, technological and or terrorism, among others. ARTICLE VIII: DEFINITIONS For the purpose of these Regulations, the following terms are defined as followed: a) AEME State Agency for Emergency Management. b) Agency Any Department, instrumentality or dependency of the Executive Branch of the Commonwealth of Puerto Rico. c) Alert Previous period to the occurrence of a disaster, declared with the purpose of taking precautions, to avoid a possible personal misfortunes. d) Care Ministry of care and counseling provided by Pastors, Chaplains and other religious members (church, congregations, etc.). This can vary from visits to the homes to 2

formal counseling by pastors who are licensed to provide pastoral counseling. e) Catastrophe An event that destroys part of a community and hinders the local services to make its duties. It provokes a cease to the community and prevents the adjacent communities to deliver aid. f) Chaplain Person delegated and educated in the ministry. Commissioned priesthood by God and named by religious organizations to collaborate and to provide advised in the solution of situations, problems, spiritual, social, psychological and mental need of the human being. g) CICELA Interreligious Corp of the Commonwealth of Puerto Rico. h) Committee A group of people who in accordance with the laws or rules of an organization, institution or entity, have established determined competence. i) Confidential Communication Communication given to a person in its professional character like spiritual adviser, with the confidence that it will not be disclosed to third party, unless necessary to carry out the purpose of the communication. j) Counseling Science and art that integrates knowledge in the field of theology, psychology, sociology, anthropology, medicine and ethics with the intention to attend human being in its process of growth and integral unfolding. The integration of these sciences, allows professionals to reach a multidimensional approach that helps to care of the physical, spiritual and social needs of the consultants. 3

k) Crisis Conjuncture of changes in any aspect of an organized but instable reality, subject to evolution, specially the crisis of a structure. l) Disaster Occurrence of a natural event or provoked by man that in result damages properties, causes death or injured people within one or more communities. m) Emergency Any situation or circumstance in which the intervention of federal, state, municipal and private efforts is necessary to save lives, protect properties, health and public security or to diminish and avoid risk. n) Emergency Management Interdisciplinary system that works the process of preparation, mitigation, response and recovery in emergency and disaster. o) Event Future activity that includes activation. The location and period of times is known. There is a history of the past, the jurisdiction is well known, type of resources and quantity. p) Federal Government Government of the United Sates of America. q) FEMA Federal Emergency Management Agency, in response of hurricanes, earthquake, flooding and other natural disaster or disaster provoked by man. r) Government Government of the Commonwealth of Puerto Rico and its agencies. s) Governor Governor of the Commonwealth of Puerto Rico. t) Incident Unexpected situation that requires an immediate response with a potential of expansion. 4

u) Minister Member of the ordered clergy who can exert the functions of sheperd, preacher, elder, etc., depending on the factors like traditions, uses and others. v) Mitigation Activities and effort to reduce loss of life and property by lessening the impact of disaster. w) Municipal Government Government of a Municipality of the Commonwealth of Puerto Rico. x) Natural Disaster Any situation caused by natural forces (natural phenomenon) such as hurricanes, tornados and storms. y) NIMS National Incident Management System. z) OCMA Office of the Commissioner for Municipal Affairs. aa) Preparation Process of planning an effective response to an emergency or disaster through coordination and the use of natural resources. bb) Psychological Trauma Emotional upheaval that causes a permanent alteration of the mental balance as a result of a deep and stirring experience for example situations of fear or panic. cc) Recovering dd) Regulation Process of returning resources that are not in restorable condition to the condition it was before the disaster. Compilation of ordained rules, norms and procedures promulgated by a competent authority for the execution of a law or with the purpose of regulating some particular activity. It will also mean the Regulations of the Interreligious Corp of Chaplains of the Commonwealth of Puerto Rico (CICELA). 5

ee) Religious Volunteer Religious person authorized by the community or religious organizations to offer pastoral services in a voluntary manner. ff) Response Activities aim to deal with immediate and short term effects known as consequences. gg) Technological Disaster hh) Volunteer Situation caused by the hand of man. Person who among many obligated by turn or designation to execute a job or service, lends themselves to do it by free will without expecting economic retribution for the service rendered. ARTICLE IX: PRINCIPAL CORP The CICELA Principal Corp will count with the following representatives: a) Archbishop of San Juan b) President of the Penthecostal Fraternity c) Bishop of the Episcopal Church d) President of the Church Council of Puerto Rico e) Leader of the Hebrew Community f) Leader of the Muslim Community ARTICLE X: STRUCTURE OF THE PRINCIPAL CORP The Principal Corp will supervise, make decisions and establish public politics directed to offer chaplaincy services, in agreement with this Regulation in situations of emergency, incidents or events. Once the Principal Corp is constituted with the six representatives mentioned in Article IX, these will be able to create operational committees to exercise the functions mentioned below. The Principal Corp must have among its members a Director, Secretary and a Training Coordinator. These functions may be performed by the Governing Board until the Principal Corp is fully constituted. 6

ARTICLE XI: REQUIREMENTS OF THE PRINCIPAL CORP POSITIONS Director: Minimum Requirements: Minister, Priest or Rabbi Ecclesiastic Endorsement University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate Duties 1. Prepare short and long term work plan, and evaluate it periodically; 2. Establish public politic along with the OCMA and the CICELA, in order to establish norms and work procedures for the development of the program; 3. Supervise the CICELA structure; 4. Design evaluation methods of the work plan with CICELA and the OCMA; 5. In coordination with the OCMA authorize and evaluate each of the activities to be performed. Auxiliar Director: Minimum Requirements: Ecclesiastic Endorsement University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations 7

Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate Secretary Duties: 1. Provide assistance to the Director in all his or her duties, as it has been established by definition in these Regulations; 2. Collaborate with the Director in all that is required related to the performance of the program; 3. Represent the Director in any official activity when required or in his absence; 4. Respond directly to the OCMA and the Director of the Interreligious Body of Chaplains. Minimum Requirements: University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate Duties: 1. Write letters, minute, create tables, etc.; 2. Handel office files; 3. Coordinate the required agenda of meetings to be held; 4. Attend official meetings; 5. Provide support with the management of administrative tasks and work logistics Operation Coordinator Minimum Requirements: 8

University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate Duties: 1. Respond directly to the CICELA Director; 2. Develop and lead programs specialized in themes that contribute to the services of the program; 3. Submit progress reports and any other type of reports required for the effective operation of the program; 4. Coordinate educational workshops and special activities related to the program; 5. Coordinate the availability and use of facilities where the workshops for the chaplains will be held; 6. In charge of the direction, coordination and monitoring operative works and the organization of logistics; 7. Link and coordinate the CICELA S performance with the agencies that intervene in situations of emergency and crisis. Regional Coordinator Minimum Requirements: University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate 9

Duties: 1. In charge of the direction, coordination and monitoring of operative work, organizational logistics and regional administration; 2. Represent the CICELA at regional level; 3. Maintain constant coordination and communication with the agencies that intervene in emergency management and crisis situations at a federal and state level; 4. Coordinate periodic meetings with the regional coordinators of the Municipal Emergency Management Offices and the Emergency Operation Centers; 5. In coordination with the Director coordinate with the local plan within the municipalities that integrates different zones, so much for disasters caused by nature as for those caused by military action. Training Coordinator Minimun Requirements: University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate Duties: 1. Develop a curriculum of trainings agreeably with the trainings of the State Emergency Management Agency and Disaster Administration, NIMS, FEMA, among others; 2. Coordinate with the training personnel of the agencies that intervene in emergency and crisis management situations, the necessary trainings for the members of the CICELA. Recruitment and Retention Director Minimum Requirements: 10

University Degree or the equivalent administrative experience or previous work experience in emergency or disaster situations Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate Duties: 1. In coordination with the OCMA, the Recruitment Director will receive and evaluate the expedients of the candidates that desire to form part of the CICELA; 2. Develop the interview format to be use with the candidates that are interested in forming part of the program; 2. Meet and provide guidance to the chaplains of the program on the CICELA Rules and Regulations. ARTICLE XII: GOVERNING BOARD Until the Principal Corp is constituted with its proper representatives, a Governing Board will be created to integrate the different chaplains for the services mentioned in this Regulation. The Governing Board will also help the OCMA to coordinate the chaplaincy services for emergency, incidents or events situations. The members of this board will be named by the OCMA, representatives of federal and state agencies with the required expertise and knowledge in emergency, incidents and events management will be chosen. Like wise representatives of the private sector, non-profit sector and chaplain organizations may be elected. The nomination term will be of one (1) year, these may be renominated if their execution within the board has been satisfactory. The OCMA will coordinate the necessary meetings for the purpose of the board. Once the Principal Corp is constituted, the OCMA is able to maintain the Governing Board in operation to assist with the administrative work required to meet the commission established in this regulation. It will also create additional committees and necessary groups. ARTICLE XIII: DUTIES OF THE GOVERNING BOARD 11

The Governing Board will coordinate services of spiritual and pastoral care; it will work in liaison with local, federal and state agencies, private sector and nongovernmental organizations in situations of emergency, incidents and events. 1. The OCMA and the Governing Board will be responsible of coordinating the chaplain resources that will provide services of spiritual and pastoral care in situations of emergency, incidents and events; 2. The OCMA and the Governing Board will be responsible of providing advice to the Directors of federal, local and state agencies, non-governmental, private sector, faith base and community organizations on how the CICELA will perform, according to these regulations; 3. Advise the Commissioner of the OCMA on procedures, ethical and spiritual aspects of the chaplaincy; 4. Develop standard and emergency operational procedures, trainings, continuous education and exercises where these may be put in practice; 5. Create with all the components the development of politics, execution, plan and strategy as well as the process of sending chaplains to areas affected or in need; 6. Create a data base in liaison with the private sector, organizations, federal, state and local agencies that provide products and services of first need such as: shelter, clothes, food and medications, among others. ARTICLE XIV: CHAPLAIN RESPONSABILITIES The chaplains that form part of the works to be carried out by the CICELA according to these Regulations will have the following responsibilities: 1. Provide pastoral care and counseling to the people that experience physical, emotional, spiritual needs as well as other needs in the middle of an emergency, incident or event; 2. Intervene to offer comfort and spiritual advice before, during and after a traumatic situation; 3. Work in an incidence scenario as part of an interdisciplinary team, together with the response team that includes: Police, Psychologists, Social Workers, Medical Personnel and the Emergency Management Agency; 12

4. If in need of a specialized medical assistance, the Chaplain will refer the victim to the proper health professional. The Chaplain will not interrupt nor interfere in the duties carried out by these professionals, unless it possesses the required expertise on such area; 5. Maintain an atmosphere of respect, trust and confidentiality of any information provided by the participants. The confidentiality will be governed inside the framework of the federal, state and local laws. ARTICLE XV: REQUIREMENTS OF THE CHAPLAINS The Chaplain candidates for this Regulation must have the following requirements: Theological formation or required education of a reputable institution; Be a Minister, Priest or Rabbi certified by a faith organism, incorporated in the Department of State or have a theological formation or chaplaincy courses properly approved; Ecclesiastic Endorsement; Certificate of No Penal Record issued by the Police of Puerto Rico Health Certificate; Accesible and available to respond to any type of incident or event management situation; Sensible to emotional and spiritual need of the person in response of a crisis, an emergency or disaster situation; Disposition to obtain continuous training and education in critical incident, stress management, counseling, emergency management and any other type of topics related to chaplaincy services. ARTICLE XVI: CHAPLAINS INTERVENTION AREA Death Notification Suicide Threat Childrens Death 13

Provide assistance to people that have experienced emotional and spiritual problems Pastoral care to grieving people ARTICLE XVII: DUTIES OF ASSISTANT CHAPLAIN Chaplains may be accompanied by an assistant chaplain in cases in which additional help is required. As part of their duties, they will assist the Chaplain in the works carried out according to this Regulation. ARTICLE XVIII: ASSISTANT CHAPLAIN REQUIREMENTS The assistant Chaplain must have the following requirements: 1. Certificate of No Penal Record issued by the Police of Puerto Rico 2. Health Certificate 3. Copy of the High School Diploma ARTICLE XIX: EXPULSION OF MEMBERS The members or chaplains of the CICELA may be expelled in any of the following circumstances: 1. Conviction of crime 2. Substance abuse 3. Loss of mental faculties 4. If they not comply with the reponsabilities and requirements established in this Regulation 5. Expelled from ministry 6. Any other justified cause determined by the Principal Corp or the OCMA These may be suspended temporarily of its functions, until the CICELA, take a firm and final decision of expulsion. 14

ARTICLE XX: SEPARABILITY CLAUSE The declaration of constitutionality of any part of this Regulation will not affect the validity of the remainder. ARTICLE XXI: EFFECTIVENESS These Regulations will be effective thirty days (30) after submitted before the Department of State of Puerto Rico, according to Law Number 170 of August 12 1988, as amended, known as Uniform Administrative Procedure Law of the Commonwealth of Puerto Rico. Approved on this day of 2008, in San Juan, Puerto Rico Ángel M. Castillo Rodríguez, Esq. Commissioner Office of the Commissioner for Municipal Affairs Approved: Effective Date: Regulation Number: 15