Purpose of Policy and Procedure:
The purpose of the Holy Spirit Parish Calendar Policy and Procedure is to ensure proper scheduling of an active and balanced parish life for the entire community.  It is meant as a reference for anyone who is involved with scheduling; planning and implementing approved programs at Holy Spirit Parish.

Scope of the Policy:

The Holy Spirit Parish Calendar is the primary planning vehicle for any event within the parish community.  It is used to effectively schedule, implement and communicate all parish programs.  The following policy and procedures are specific for the calendar.

Parish Calendar Policy:

• The Holy Spirit Parish Communications Policy (HSP01) applies to all Parish Calendar content.
• The Holy Spirit Parish Program Policy and Procedure (HSP07) applies to all programs scheduled on the Parish Master Calendar.  This includes the events themselves as well as events that lead up to an event such as selling of tickets for programs, etc.
• Holy Spirit School (HSS) programs that are important to both the school and church will be included in the Parish Master Calendar.  There may be HSS programs that do not appear in the Parish Master Calendar.
• Liturgical scheduling takes precedence over all other programs.
• On-going calendar reviews should happen in all staff and council meetings.
• Additional programs and updates or changes to existing programs should be approved through staff and parish leadership councils and are subject to facility availability.
• Programs received by Parish Office Staff from people outside staff and leadership councils will be sent to the appropriate staff or council committee for approval and calendaring.
• The Pastoral Team or the Administrative Office Staff has the authority to bypass approval procedures provided they do not add conflicting programs to the calendar.

Responsibilities:

Parish Office Staff: The assigned Administrative Assistant maintains the Parish Master Calendar, ensuring that the calendar is up to date. 

Parish Staff, Council Leadership, and Committee Chairs:

• Plan and implement processes and projects for their specific area of responsibility
• Collaborate with the appropriate councils and committees to implement these plans
• Communicate approved programs to the Parish Office staff as soon as possible after approval to facilitate timely publication
• 
Program Chairs and Organizers:
• Develop and implement plans for programs collaborating with other councils and committees to implement these plans
• Gain required approvals from committee chairs and department chairs for all additions, updates or changes for the Parish Master Calendar from the appropriate committee chair
• Check the Holy Spirit School Calendar for potential conflicts, prior to scheduling a program.

Calendar Procedures:

Yearly planning and scheduling:

• The online Parish Master calendar can be found at http://hsp.refreshmedia-dev.com/get-involved/calendar
• The Liturgy Calendar will be populated in April for the next July through June.
• Each Staff Department and Council Committee should complete the next year’s program planning and populate their specific calendar in May.
• These specific calendars will automatically create the Parish Master calendar.
• A joint staff and councils meeting should be held in June to coordinate and collaborate on Parish Planning and Scheduling in order to resolve any conflicts and complete the Master Parish Calendar.

Ongoing scheduling for additions, updates and changes:

• All regular staff and council meetings should include a calendar review and update item on the agenda.
• Before scheduling a program, the program team should consult the Parish Master calendar as well as the Holy Spirit School calendar for potential conflicts.
• Anyone wishing to place an item on the calendar should complete the HSP Calendar Request Form (need to assign Form #) located at www.holyspiritchurch.org and email the completed form to the Administrative Assistant in the Parish Office (HSCOffice@holyspiritchurch.org).
• The Administrative Assistant shall send the request to the appropriate staff or council committee for approval.
• Conflicts should be resolved at the most appropriate level and prior to any programs being approved or placed into the calendar. 
• Once a program is approved it can be added to the specific department’s or committee’s calendar and will be added to the Master Calendar by the parish office Administrative Assistant responsible for that task.
• Only approved programs are to be added to the calendar.