Policies

Guidelines for Office Procedures and Methods of Communication

Guidelines for Office Procedures and Methods of Communication PDF Copy

Request for Parish Space or Fundraising

  • Complete a Request for Use of Church Space & Equipment and/or Event Proposal forms (paper or electronically). Send an email to secretary@stmarysjc.org or call or stop by the church office to complete the request.
  • For ministry events requiring liability insurance or ministry fundraisers, the request must be completed at least 30 days prior to the activity.
  • For non-parish events, the request for space must be completed at least 30 days prior to the event. Several fees may apply.
  • Before submitting the form(s), the ministry or individual requesting space must check date(s) availability on the parish calendar on our website or by calling the church office.
  • After submitting the form(s) and receiving confirmation that the event is on the parish calendar, if the ministry wants to advertise it in the parish, they will also need to complete the Announcement Submission
  • All parish ministries must complete this form for recurrent ministry meetings every year before July 1st to renew their reservations for parish space. Ensure you do not include dates in your request when your ministry will not meet (such as Christmas, fall/spring, and summer breaks.)  On Holy Days of Obligation or during Holy Week, NO meetings will be allowed in the parish unless previously approved by the pastor/administrator.

 

Mass Intention Requests

  • Complete a Mass Intention Request form (paper or electronically). Send an email to secretary@stmarysjc.org, or call or stop by the church office to complete the request.
  • Donations are accepted and could be:
  • brought to the church office
  • dropped in the offertory basket (in an envelope labeled “Mass Intention donation.” Please include name of person for whom the Mass is being offered and requesting person’s name/phone number.)
  • sent by regular mail (with the information mentioned above)
  • given online through WeShare (specify in the memo line that it is for a Mass intention. The WeShare link is available in our parish website under the “Give” option.)
  • Multiple weekday Masses may be requested in the same form.
  • Only ONE of the regular weekend Masses per multiple requests is allowed.
  • Multiple requests for one Mass on a weekend cannot be made in the same request form, even if they are on two non-consecutive weekends, holy days, or months apart.
  • Church secretary or representative will call to confirm the requests. If the dates you request are already filled, we will choose the closest open date available.
  • Mass cards for the “Repose of the Soul” or “For Your Intentions” (for a living person) are available and the church office will send them on your behalf if you request them. Please submit name and address of the person receiving the card(s).

 

Pulpit Announcements

  • Only a limited number of announcements will be read from the pulpit during weekend Masses and these should be brief and about important parish events, news, or needs.
  • Pastor/administrator will determine what announcements will be included after consultation with the parish staff. The celebrant or designated person will read them.
  • Announcements will be publicized only one time (not on multiple weekends.)
  • Only on limited occasions and with pastor/administrator’s previous approval, a guest or ministry will be allowed to read an announcement from the ambo.
  • Submit before Thursday by 10 AM by email to communications@stmarysjc.org or contact the church office.

 

Bulletin Announcements and Inserts

  • The purpose of the bulletin is to provide parish, deanery, or diocesan news and announcements, as well as general parish and Catholic Church information.
  • Check the requirements for publication listed on the Announcement Submission or Photo Submission
  • The priorities for announcement are as follow: pastors’ messages, parish ministries, parish school, deanery, diocese, and local community (if it will be of benefit to the parish.)
  • Announcements about parishioners’ personal needs of any kind will not be allowed in the bulletin.
  • Inserts are only allowed on special occasions and with previous approval from the pastor/ administrator. Ministry members will need to come to the church office to place the inserts in the bulletin.
  • Submit before Thursday by 4 PM ten days before publication by email to communications@stmarysjc.org, or contact the church office.

 

The Sentinel

  • This publication informs parishioners about any needs, event changes or cancellations after the bulletin and pulpit announcements are published. The announcements highlight upcoming events, ministry’s needs, or important deanery or diocesan news.  The announcements should be brief.
  • Check the requirements for publication listed on the Announcement Submission or Photo Submission
  • Submit before Wednesday by 4 PM the week before publication by email to communications@stmarysjc.org or contact the church office.

 

Parish Website (www.stmarysjc.org)

  • The website provides general parish information, sacraments requirements, clergy & staff contact information, ministries, parish life, important events, parish forms and procedures, diocesan and Catholic links, etc.
  • Check the requirements for publication listed on the Announcement Submission or Photo Submission
  • For news or announcements, send an email to communications@stmarysjc.org, or contact the church office.

 

Parish Facebook Page (name: Saint Mary’s Catholic Church)

  • The Facebook page provides information about important parish news and announcements, parish life, deanery and/or diocesan news, Catholic Church information, and faith formation and enrichment.
  • Check the requirements for publication listed on the Announcement Submission or Photo Submission
  • For news or announcements, send an email to communications@stmarysjc.org, or send a message on Facebook, or contact the church office.

 

myParish App (Parish name: St. Mary’s Catholic Church)

  • The purpose of the app is to quickly communicate event changes, cancelations, or important needs to our parishioners.
  • Each ministry is responsible for managing their own group/blog and for sending messages to its members.
  • Check the requirements for publication listed on the Announcement Submission
  • To request general messages be sent to all app users, contact the church office or send an email to communications@stmarysjc.org.

 

Outdoor Parish Sign

  • The purpose of this method of communication is limited to parish or parish school events that may be of interest to the local community, or about special Mass schedules, or to display Bible quotes from one of the Sunday readings. The parish sign should be inviting in order to draw people into our community who are not currently part of it.
  • For announcements, send an email to communications@stmarysjc.org or contact the church office.
  • Check the requirements for publication listed on the Announcement Submission

 

Gathering Area Events (fundraisers/tables/posters/displays/drop-boxes)

  • To reserve the use of the Gathering Area or connecting hallway, complete a Request for Use of Church Space & Equipment If this is for a fundraising event, also complete Event Proposal form at least 30 days prior to the event.  Call or stop by the church office or send an email to church.secretary@stmarysjc.org to complete the request.
  • Only ONE ministry event/fundraiser is allowed in the Gathering Area during weekend Masses. One more ministry may request space the same weekend for a table in the Gathering Area only if it is for informational purposes (retreat or class registration, displays, etc.)
  • The request to use the Gathering Area for an event/fundraiser is limited to ONE weekend only. The request for a table in the Gathering Area for informational purposes may extend to two consecutive weekends only if no other ministry requests the space.
  • Any posters or drop-boxes placed in the Gathering Area or connecting hallway will be allowed for a maximum of TWO consecutive weekends only if no other ministry requests the space.
  • A maximum of THREE different ministry posters in the connecting hallway are allowed at the same time. The maximum poster dimensions shall not exceed 24 inches x 36 inches.
  • A maximum of THREE different ministry drop-boxes are allowed at the same time. Drop-boxes should be under 36 inches in each dimension.

 

Gathering Area TV

  • To reserve the TV, complete a Request for Use of Church Space & Equipment Send an email to church.secretary@stmarysjc.org or call or stop by the church office to complete the request.
  • Each ministry is responsible for their own presentations and a person to operate the computer. The TV should be turned off after using it and the remote control and church computer must be returned to the storage cabinet.  The cabinet must be locked as well as the nursery door.

 

Parish bulletin boards

The designated bulletin board sections are:

  1. Parish (in general)
  2. Parish school
  3. Parish nurse
  4. Youth
  5. Ministries in Spanish
  6. Diocese
  7. Community
  • Each designated ministry with bulletin board space is responsible for maintaining their own display of posters or information.
  • Posters or information should be updated on a monthly basis. When placing a poster or flyer, the date of posting should be written in the bottom right corner of the sign.
  • For other ministries wishing to use the bulletin board, contact the church office or send an email to communications@stmarysjc.org.
  • Check the requirements for publication listed on the Announcement Submission or Photo Submission
  • Recommendations will be published soon specifying flyer dimensions and recommended font sizes, so the information is easy to read from a reasonable distance.

To Download a Copy of the Guidelines, Click here