Policies

Policies for Office Procedures and Methods of Communication

Click for a PDF copy of the guidelines.

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 any ministry fundraisers, the request must be completed at least 30 days prior to the activity.
    • For all 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 (stmarysjc.org) 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 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

  • To request a Mass intention, please complete the Mass Intention Request form (paper or electronic). The form is available on our parish website (stmarysjc.org).  You may also send an email to church.secretary@stmarysjc.org or call or stop by the church office to complete the request.
  • Donations are optional but accepted and could be:
    • Brought to the church office.
    • Dropped in the offertory basket (in an envelope labeled “Mass Intention Donation.” Include the name of the person for whom the Mass is being offered and requesting person’s name/phone number).
    • Sent by regular mail (include the information mentioned in the previous bullet).
    • Given online through WeShare. Use “Other Ministries” button under the “Events and Collections” section.  Specify in the comment line that it is for a Mass intention and for whom.  The WeShare link is available in our parish website (stmarysjc.org) under the “Give” option.
  • Being such a large parish, our Mass intention book tends to fill up quickly. A limit of 10 Masses per form and one form per week has been set to give more people the opportunity to request Masses.  Masses phoned in are limited to 3 due to the volume of calls sometimes coming into the church office.
  • Multiple requests for weekend or holy day Masses 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” (for a deceased person) or “For Your Intentions” (for a living person) are available. The church office will send them on your behalf if you request them by phone, email, or in person.

Gathering Area Events (fundraisers/tables/posters/displays/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/group fundraiser is allowed in the Gathering Area during weekend Masses. One more ministry/group may request space for a table in the Gathering Area on that same weekend only if it is for informational purposes (retreat or class registration, ministry/ group display, etc.)
  • The request to use the Gathering Area for a 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/group requests the space.
  • Any posters or boxes placed in the Gathering Area or connecting hallway will be allowed for a maximum of TWO consecutive weekends only if no other ministry/group 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 TWO different ministry/group boxes (in addition to St. Mary’s Food Pantry) are allowed at the same time. Boxes should be under 36 inches in each dimension.

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 usually will be published in the bulletin for up to two consecutive weekends, if space allows it.
  • 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/group must create the insert/flyer and make copies (550) at another location (not the church office).  Insert should be 8 ½ inches x 11 inches or less.  Ministry/ group members will need to come to the church office to manually place the inserts in the bulletin on Fridays before noon.
  • Submit before Thursday by 4 PM ten days before publication by email to communications@stmarysjc.org or contact the church office.

The Sentinel

  • This weekly electronic newsletter is sent on Monday mornings. It 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
  • Announcements in this publication are only advertise once and usually the week the event will take place, unless otherwise specified.
  • 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 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
  • Announcements in this publication are only sent once and usually the week the event will take place, unless otherwise specified.
  • 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 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 to provide a person to operate the computer. The TV should be turned off after using it.  The remote control and church computer must be returned to the storage cabinet.  When finished, ensure the cabinet is locked as well as the nursery door.

Parish Bulletin Boards

The designated bulletin board sections are:

      1. Parish (general announcements or for other non-designated ministries)
      2. Parish school
      3. Parish nurse
      4. Youth (CFF & Youth Group)
      5. Ministries in Spanish
      6. Diocese
      7. Community
  • Each designated ministry with bulletin board space is responsible for maintaining their own display of information.
  • Posters or information should be updated at least 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
  • For the Parish, Diocese or Community bulletin board sections, the maximum flyer/poster dimensions shall not exceed 11 inches x 17 inches.
  • Posters should not be crowded with information. Use a large font size to make it easy to read from a reasonable distance.  As a minimum, provide the name of the event, ministry/group sponsoring it, and the purpose, date, time, and location of the event.  For more information, check the document “Recommended Ideas for a Bulletin Board Poster.”