Facility Scheduling Procedures

Subject: Yearly Facility Scheduling
Effective Date: November 1, 2022
Date Last Reviewed: March 17, 2023

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Overview

St. Anne Roman Catholic Parish facility scheduling policy applies to all employees, parish ministries, parish groups, parish activities, St. Anne affiliated ministries and outside groups. This policy is to guide in the management of scheduling rooms, spaces and resources at St. Anne Roman Catholic Parish.

 

Policy

 

Annual and Bi-Annual Scheduling

St. Anne Roman Catholic Parish will manage room and building reservations for July 1 – June 30th each fiscal year in the following way:

There are two identified categories, one will schedule annually and the other will schedule bi-annually beginning with a parish planning meeting in March. (See list of ministries coming soon.)

We require all St. Anne staff and parish ministries to submit their faith formation, sacrament and outreach scheduling needs for the next fiscal year by the end of April. The St. Anne affiliated ministries will submit their requests for proposed events and activities bi-annually in May and November, with outside groups submitting their requests for proposed events and activities from June 1st to November 1st and again from January 1st to April 1st.

 

Annual Facility Scheduling

WHEN TO SCHEDULE

Parish Planning Meeting

March

St. Anne Staff and Ministries

In by April 30th each year

St. Anne Affiliated Ministries

In by May 31st each year

Outside Organizations

Accepted from June 1st to November 1st

Exceptions (see list below)

Scheduled when known

 

 

 

 

 

 

 

 

 

 

 




Bi-Annual Facility Scheduling

WHEN TO SCHEDULE

St. Anne Affiliated Ministries

In November each year

Outside Organizations

Accepted from January 1st to April 1st

Exceptions (see list below)

Scheduled When Known

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 



Non St. Anne Roman Catholic Parish affiliated groups (such as community organizations) may be required to obtain insurance coverage for events.  The Diocese of Phoenix / Catholic Mutual can assist in determining the appropriate coverage.  The Parish Administrator can assist you in obtaining coverage before the facility can be reserved.

All ministry leads and coordinators of activities must have a current S.E.T. status before requesting a facility reservation and all S.E.T. policies must be adhered too. Children are not allowed to be alone without two adult supervision.

Contact

You should direct questions regarding this policy to your direct supervisor or the Director of Parish Administration or by emailing calendar@stanneaz.org.

Exceptions

Exceptions must be approved by the Pastor or Director of Parish Administration and documented in writing by emailing it to calendar@stanneaz.org.

Exceptions to the Above Guidance

·       All exceptions must be submitted by a Director or Clergy

·       Major Parish Events (i.e. Parish Picnic, ST.A.A.G.E. Productions, Parish Missions and other major events to be determined by staff)

·       Liturgical Events will be scheduled as soon as they are known, as they take priority over other parish events.

·       Pastoral Office Closing: no group or ministry may utilize the parish facilities on days the Parish Administration and Faith Formation offices are closed for holidays and holy days of obligation. The Parish offices are closed for the following holidays: New Year's Day, Martin Luther King Jr. Day, President's Day, Holy Thursday (at noon), Good Friday, Easter Monday, Memorial Day, Independence Day, Labor Day, Thanksgiving Thursday, Thanksgiving Friday, Christmas Eve Observance (at noon), and Christmas Day Observance. Plus, the week following Easter and some of the days following Christmas to be determined by the Pastor.

·       Weddings will be allowed to schedule 1 – 1 1/2 years in advance within the normal guidelines for weddings. Being aware that major parish events may preclude their requests.

·       Care will be taken to avoid conflicts; however, major parish and diocesan events will always have priority over regularly scheduled meetings and events. If a conflict arises during the year, the facility scheduler admin will communicate immediately with ministry leaders and contacts to work out alternatives when possible.

Cancellations / No Use

If your group needs to cancel a scheduled facility, please make every effort to do so as soon as possible since there are many ministries and activities which would love to use the space. A “no-show” will count against a ministry for future use of space. Please log into your facilities scheduler account and delete your event or email cancellations to calendar@stanneaz.org

Financial Responsibility

All official St. Anne Ministries will be given proper space to hold ministry activities to the best of our abilities. Outside organizations and other organizations may have to pay a fee or are encouraged to make a financial donation to offset the expenses and to help provide A/C, technology, janitorial supplies and labor to care for our facilities. The leader who has made the reservation is responsible for any damage to the facilities/property of St. Anne Roman Catholic Parish. Please consider making a donation once your reservation request has been granted.
Click Here to make an online donation. (choose Facilities Reservation under Fund)

Related Policies, Procedures and Materials

For up-to-date procedures and policies, please visit the St. Anne web site at facilities.stanneaz.us as this will always show the most current standards to follow.

St. Anne Annual and Bi-Annual Ministry Categories

 

Annual Category (St Anne Ministries)

Administration

Altar Servers

Art and Environment

Baptisms

B.A.T.T.L.E. - Jr. High Youth Ministry

B.O.L.D. - High School Youth Ministry

Catechesis Familiar

Catechesis of The Good Shepherd

Catequesis del Buen Pastor

Children's RCIA and Sacrament

Clergy

Communications Department

Confession Schedule

EMHC Coordinators

English Language Learners

Faith Formation

Finance Council

Friends of the Needy

Funerals

High School RCIA and Sacrament Class

Junior High School RCIA and

   Sacrament Classes

Liturgy

Marriage Preparation

Maintenance Department

Music Department

Nullity Ministry

OCIA / Returning Catholics

Parish Wide Activities

Porters

R.C.I.A. (Rite of Christian Initiation For Adults)

R.I.C.A. (Rito de iniciación para adultos)

Stewardship Committee

Sacristans

St. Anne Adventures

S.T.A.A.G.E.

     (St. Anne Arts Guild Evangelization)

Vacation Bible School

Weekend and Weekly Mass Times

Weddings

St. Anne Annual and Bi-Annual Ministry Categories

 

Bi-Annual Category (St. Anne Affiliated Ministries)

 

Angelicum Academy

Apostoles de la palabra

Carmelite Sisters

Catholics in Action

Cenaculo San Pio X

Clase de Planificacion Natural

Cursillo

Escuela de Evangelización San Andres

Encountering Mercy SD

Guadalupanas

Heart of Mary Catholic Homeschool Co Op

Knights of Columbus

            Breakfast / Roasted Almonds / Raffles / ect.

Knights of Columbus - Ladies Auxiliary

Lay Carmelites of St. Therese of the Holy Eucharist (Third Order Carmelites)

Magis Women

MFCC - USA, Movimiento Familiar Cristiano Catolico

Mission Ecce Homo Men's Group

Our Lady of the Flame of Love

Regina Caeli Academy - Classical Homeschool Hybrid

Respect Life Ministry

Saintly Heart

Sons of St. Joseph Bible Study

St. Dominic of Guzman Family Cenacle

St. Sharbel Prayer Group

Sunqu Guadalupano - Folkloric and Dance

Taller de Oracion y Vida

That Man Is You - TMIY

The Giving Tree

Young At Heart Seniors Group