Blessed Sacrament Parish Liturgical Ministries’ Policies and Procedures
A handbook of general policies for all ministries, with
procedures and practices for each individual ministry
Assembled by the Liturgical Ministries Committee under the guidance of the Spiritual Life Commission
To print in a PDF File
Table of Contents
Policies and Responsibilities.......................................................................................................................... 3
Who We Are and What We Do........................................................................................................................ 5
Guidelines for Altar Servers........................................................................................................................... 6
Guidelines for Lectors.................................................................................................................................... 8
Guidelines for Serving and Lectoring at Daily Mass....................................................................................... 10
Guidelines for Extraordinary Ministers of Communion................................................................................. 13
Guidelines for Bringing Up Gifts................................................................................................................... 16
Guidelines for Soundboard Technicians........................................................................................................ 17
Guidelines for Liturgical Musicians............................................................................................................... 21
Guidelines for Ushers................................................................................................................................... 22
Guidelines for Greeters................................................................................................................................ 25
Using the Ministry Web Terminal................................................................................................................. 26
Responsibilities and Policies for all Liturgical Ministers
Thank you for your commitment of time, energy and talent to your ministry. By taking on this responsibility, you join a host of others here at Blessed Sacrament who desire a more intimate involvement with the Mass. Adhering to the following policies will not only aid the scheduling process, but will help you remain mindful of the importance of the service you provide.
· Ministry schedules will be delivered primarily by email. Those ministers without an email address will receive a postcard with their assignments for the upcoming schedule cycle. Email reminders will be sent two weeks in advance of assignments.
· Whether scheduled or not, ministers should check the web terminal weekly (HINT: close to the end of the week!) to see if there are any unfilled swap requests or unfilled positions that they could fill.
· Upon arriving at church for an assignment, ministers first indicate their presence by signing the check-in sheets found on the bulletin boards in the vestibule. Place a check on the line next to your name. Substitutes arranged for by phone should sign their name on the line and write “Sub” next to it. Last minute emergency substitutes for ministers who have not shown up should remember to sign their names after Mass is over.
· In the event ministers cannot fulfill an assignment, it is their own responsibility to find a substitute by requesting a swap.
· When requesting a swap, ministers will check on the status of the request by visiting the web terminal and viewing the complete schedule. If the swap has not been accepted by anyone else, ministers should plan to use the rosters available on the web terminal in order to call their fellow ministers to find a substitute. If no minister is able to step in, please inform the Liturgy Office by both email and phone.
· Ministers should keep current with their ‘away dates’ on the web terminal.
· Ministers will need to fill in a ministry signup form for each year they wish to serve, and will inform the Liturgy Office of any changes of email address, phone number and street address.
· Taking on the role of a liturgical minister is a commitment that requires serious discernment before accepting the responsibility and privilege of serving at Mass. As such, ministers are expected to fulfill their assignments. Attendance will be monitored and recorded via the check-in sheets and three missed assignments (i.e., no-shows’) in one year or excessive unexplained swap requests will result in removal from the rotation so that ministers may evaluate their availability for that particular ministry. The Liturgy Office will send a notice after the second missed assignment to remind ministers of the attendance policy. After a third missed assignment, the Liturgy Office will contact the minister to inform them of their inactive status and to help evaluate the appropriateness of their serving in that particular ministry.
· Ministers should be dressed appropriately for the sacredness of the occasion. Business casual attire (dress pants or slacks, dresses suitable for business or modest evening wear, skirts with business casual or dress tops) is always preferred. Dress shoes should be the footwear of choice.
· Multiple opportunities for training will be provided throughout the year. It is necessary to attend at least ONE training session per year in order to keep abreast of any changes or development in the exercise of your ministry. However, ministers may attend as many sessions as are offered.
· Ministry Coordinators, who are individually appointed for each ministry from volunteers for this position, are a valuable resource to you and are your first contact for any concerns you have regarding your ministry. While they are primary training facilitators, other ministers will be called upon at times to help train new ministers as people join the parish throughout the year and volunteer their services.
· FOR THE COMFORT AND SAFETY OF ALL PARISHIONERS: Please refrain from wearing perfumes or using scented soaps, after- shave, or lotions when you are to serve. Many people are allergic to scents and natural plain soap and water is adequate. Also, if you are distributing communion, please use the hand sanitizer that is found in the entrance to church under the check in sheets, and in the sacristy.
If you have any concerns about your ability to follow these policies, please contact the Liturgy Office for further discussion. Again, thank you for your commitment to assisting at Mass, the highest expression of God’s covenant and love for us.
Prayer for Ministers of the Liturgy
Loving Father, creator of the universe,
you call your people to worship,
to be with you and with one another at Mass.
I thank you for having called me
to assist others in their prayer to you.
May I be worthy of the trust placed in me
and through my example and service bring others closer to you.
I ask this in the name of Jesus Christ,
who is Lord for ever and ever. Amen
Who We Are and What We Do
The General Instruction to the Roman Missal (GIRM) is the detailed document governing the celebration of Mass of the ordinary form of the Roman Rite of the Catholic Church. It is printed at the start of recent editions of the Roman Missal (the liturgical book that contains the texts and rubrics for the celebration of the Mass). This document unified and replaced a number of documents that were printed in earlier editions. The complete text may be found on the internet at http://www.usccb.org/liturgy/current/revmissalisromanien.shtml. Following the brief excerpt from GIRM below, identifying the duties of the People of God, are guidelines particular to our parish for the ministers carrying out those duties.
The Duties and Ministries in the Mass
91. The Eucharistic celebration is an action of Christ and the Church, namely, the holy people united and ordered under the Bishop. It therefore pertains to the whole Body of the Church, manifests it, and has its effect upon it. It also affects the individual members of the Church in different ways, according to their different orders, offices, and actual participation.75 In this way, the Christian people, "a chosen race, a royal priesthood, a holy nation, God's own people," expresses its cohesion and its hierarchical ordering.76 All, therefore, whether they are ordained ministers or lay Christian faithful, in fulfilling their office or their duty should carry out solely but completely that which pertains to them.77
The Duties of the People of God
95. In the
celebration of Mass the faithful form a holy people, a people whom God has made
his own, a royal priesthood, so that they may give thanks to God and offer the
spotless Victim not only through the hands of the priest but also together with
him, and so that they may learn to offer themselves.83 They should,
moreover, endeavor to make this clear by their deep religious sense and their
charity toward brothers and sisters who participate with them in the same
Thus, they are to shun any appearance of individualism or division, keeping before their eyes that they have only one Father in heaven and accordingly are all brothers and sisters to each other.
96. Indeed, they form one body, whether by hearing the word of God, or by joining in the prayers and the singing, or above all by the common offering of Sacrifice and by a common partaking at the Lord's table. This unity is beautifully apparent from the gestures and postures observed in common by the faithful.
97. The faithful, moreover, should not refuse to serve the People of God gladly whenever they are asked to perform some particular ministry or function in the celebration.
2002, United States Conference of Catholic Bishops
Guidelines for Altar Servers
· Arrive at least 15 minutes before Mass in case of any special instructions.
· Remember to sign in on the check-in sheet found on the bulletin board in the church entrance, and proceed back to the sacristy.
· Be aware of the dress code for ministers. The albs are thin so please wear solid light colored shirts.
· Once in the sacristy please get your alb, cross and cincture (the colored rope). Check the Ordo (the Mass calendar) if you are unsure of what color to use, or ask the presider.
· Remember to check your appearance before leaving the work sacristy: is your hair straightened, your cincture tight enough, and your alb reaching reasonably close to your ankles?
Procession, Entrance Rites, and Liturgy of the Word
· One server gets the cross, and then both servers will get into procession formation at the entrance of the church with the lectors and the presider.
· When the music begins, Father will signal each server individually when it is time to go up the aisle: the cross bearer goes first, with the second server following at a distance of about four pews.
· Maintain appropriate distance between yourself and the next server. You should not catch up till the cross has stopped. The cross bearer should walk in a normal manner: not too quickly or slowly. You are leading so do not keep looking back.
· When the cross bearer reaches the altar, he/she goes to the RIGHT, and the second server will join the cross bearer there. Each will stand reverently waiting for the rest of the procession to reach the altar steps (lectors on the left, and the presider in the middle). Keep facing forward, but take your cue from the presider – all ministers will bow together, with the presider starting the movement. PLEASE NOTE: CROSS BEARER DOES NOT BOW!
· As soon as you have bowed, proceed up the steps. The cross bearer will move to put the cross in its stand while the second server goes to stand in place at the kneelers, where the cross bearer will join him/her.
· During the opening prayers, the altar servers participate and then sit when the congregation is invited to be seated. Remember to be attentive and prayerful throughout the Mass. Except in special situations where you will get specific instructions from a presider, the altar servers do not have any duties during the readings, including the Gospel.
Liturgy of the Eucharist
· When the presider directs the congregation to sit after the Prayers of the Faithful, or otherwise indicates, the servers begin to set up the altar.
· Each server takes from the credence table two silver cups, placing two on each side of the altar.
· The cross bearer then gets the main chalice and places it in the middle of the altar, while the other server gets the water cruet and places it next to the chalice. Both servers then go back to the kneelers and sit until the presider stands and indicates it is time to receive the gifts.
· The cross bearer stands to the left of the presider while the other server stands on his right, waiting until they are handed the gifts. He will then take the basket of money, and all three will proceed to the altar. Servers proceed between the ambo and altar and stand waiting for the presider. Both are to remain standing there.
· At the altar, the presider will take the bread first, then the wine. Both servers should wait at the altar until the presider is done, when he will hand one server the water cruet and the other the wine cruet. Servers return to the credence table to set down the wine cruet and pick up the bowl and towel.
· After the presider offers the bread and wine, he turns to the servers to indicate they should come up to the altar to wash his hands. Both servers – one with the water and the bowl, the other carrying the towel – come up to the presider/celebrant. The server with the water pours a small amount over the presider’s hands and the other gives him the towel. When the presider is finished, servers take water/bowl/towel back to credence table. Then they return to their places behind the kneelers and follow along with the Mass, kneeling when the congregation does and finally standing and moving to the credence table to say the Lord’s Prayer.
· The presider distributes the Body and Blood of Christ to all the other ministers around the altar, and the servers wait until the presider and the extraordinary ministers walk down the steps and take their places. One server will remove the chalice from the altar and put it on the credence table, and then both servers will go to the kneelers and pray. Remember the servers should not talk during this time of devotion.
Final Blessing and Recessional
· After the presider gives the final blessing the server who did not carry the cross in the beginning should get the cross to carry it out.
· The servers should follow the presider down the stairs, and assemble as they did at the beginning of Mass, with the cross bearer on the outside and the other server next to him and the presider in the center.
· All except the cross bearer bow together and then turn to leave, the cross bearer leaving first, the second server following after the cross bearer reaches the front pew and the presider last. They process to the entryway of the church.
· The servers then come up the side aisle and wait at the front pew until the recessional music is over, and the cross bearer puts the cross away while the other server empties the water bowl and dries it.
· Both servers return to the work sacristy to hang up their albs, crosses and cinctures.
· If there is no second server, the server will make necessary adaptations.
· PLEASE NOTE: If you are a server in the congregation and notice during the processional there is a need for a server, come to the sacristy, vest, and assume your position with the other server or ministers.
Guidelines for Lectors
Before Mass (Preparation at Home)
· Practice the readings often and out loud to become familiar with them and the message they convey. If the readings do not make sense to you, they won’t make sense to the congregation. They are listening to you: be concerned about getting the message to them.
· It is important how you proclaim the Word. You are not just speaking words, but giving meaning to the readings.
§ Read slowly and distinctly.
§ Pause often and for effectiveness.
§ Pronounce words clearly.
§ Emphasize key words.
§ Practice projecting your voice so you can be heard in the very back of the church. A microphone only amplifies what is already there: it does not project for you.
· Readings are accessible for preparation two ways:
1. Use the lector workbooks kept in the bookshelf in the vestibule of the church. These are available for you to take home the week prior to your assignment; please return them to the same place for the next minister’s use.
2. Read texts online via the US Conference of Catholic Bishops website which is linked on our parish website (www.blsacrament.org) under ‘Daily Readings (Lector’s Notes).’ The text in the church Lectionary might use different words than the website, however, so make sure you reread the lectionary before Mass begins to note any differences.
· There will always be at least one lector workbook in the vesting sacristy on the counter on the left side under the cabinets: any lector workbook found there should not leave the sacristy.
· Look up difficult to pronounce words or names and rehearse saying them aloud. There is a pronunciation booklet in the cabinet, as well as pronunciation guidelines in the lector workbook.
· For the Saturday 5:00 Mass use the Sunday readings. If there are multiple selections or readings specific for the vigil or feast day, prepare all readings and check with the presider upon arriving at the church.
· Lector #1 reads the first reading; lector two reads the second reading. Prepare both readings in case you are the only lector.
Before Mass (At the Church)
· Arrive at church at least fifteen (15) minutes or more before Mass and sign in.
· Lector ONE proceeds to the sacristy to the right of the altar to find the Lectionary which is on the counter.
· If there are multiple choices for readings (i.e., shorter or longer readings, or a choice of texts), ask the presider which you should use, and communicate these wishes with the other lector.
· Open the Lectionary to the first reading, place it open on the ambo, and proceed to the entrance of the church for the entrance procession.
· Assemble for the procession at least five (5) minutes before Mass, with the other lector, the altar servers, and the presider. Lector #1 lines up directly behind the altar servers and lector #2 follows lector #1 in front of the presider.
· When the procession arrives in front of the altar, both lectors move to the left and wait for the entire procession to assemble at the steps. Pause and watch for the presider to bow. The entire processional group bows at the same time.
· After bowing, lectors move to the left and use the ramp to go to their chairs behind the ambo.
· Lector #1 should be first, followed by lector #2 and they remain standing until the opening prayer is concluded.
Liturgy of the Word
· The presider may want to preface both readings. In this case, wait for the presider to sit down before approaching the ambo for each reading.
· After the opening prayer, when the presider sits down, lector #1 will approach the ambo and if necessary adjust the microphone before speaking. Begin the FIRST READING with “A Reading from” - exactly as written in the lectionary. Do not add or subtract any words
· Conclude with “The Word of the Lord” – again, neither adding nor subtracting any words – and return to your chair.
· After the Responsorial Psalm, lector #2 approaches the ambo, adjusts the microphone if necessary and begins the SECOND READING with a simple “A Reading from” – again, exactly as written in the lectionary.
· Conclude with “The Word of the Lord.”
· Turn, and exit the altar behind lector #1 using the ramp.
· Together with lector #1 walk to the center of the floor in front of the altar. Both lectors bow together and return to the pews.
Following the closing song, lector #1 retrieves the Lectionary from the ambo and returns it to the counter in the sacristy, ready for the next Mass.
Guidelines for Serving and Lectoring at Daily Mass
Before Mass (Setup Procedures)
Lectors are responsible for setting up for the first Mass of the day if the presider has not already done so, doing the following:
· Turn up the sanctuary and nave lights part way on the touch pad to the right of the door leading to the sanctuary.
· Locate the key to the cupboard holding the chalice and paten, etc. Unlock the cupboard (center of the upper part of the built in cupboard) holding the sacred vessels, locate the tabernacle key hanging on a hook on the right side, and insert it in the tabernacle lock.
· Remove the chalice and paten. Put the chalice on the credence table in the sanctuary.
· Put hosts on the paten: one larger host for the presider and about 30 regular size for the assembly. Larger hosts are in a covered container in the locked cupboard and small hosts are in the refrigerator. Place the paten with hosts on the credence table.
· Place filled water and wine cruets from the refrigerator on the credence table.
· Place three purificators on the altar. Place the presider’s purificator on the right side of the corporal (small square white cloth on the altar). Place the other two, for the ministers of the cup, by the plexiglass on the left side of the altar. (Purificators are on the credence table; if there are none there, look in a drawer in the sacristy so marked.)
· Make sure that the microphone/audio is switched on. The switch is on the wall to the left of the sink.
· Light the altar candles and the one next to the ambo.
Before Mass (Lector Preparation)
· Review the readings and make sure they are the correct ones for the day. The Dominican Order has its own Ordo, so sometimes the readings will be different from what you would find at the USCCB website. Check the booklet hanging on the front of the cupboard.
· Review the petitions for the day, and note if there is a special Mass intention. Ask how to pronounce the name if you are in doubt. An example for how to announce this petition: “For Mary ____, who is especially remembered in this celebration, let us pray to the Lord.”
· Carry the lectionary and the petitions binder out to the ambo before Mass begins. (You may want to wait until the presider has arrived in the sacristy before doing this.)
· Place the open lectionary on the top of the ambo and put the open petitions binder on the shelf below.
After 7:00 A.M. Mass
o Pour a small amount of water into one cup, swish that around the cup, and then transfer that to the next cup, swish, and pour into the main chalice for the presider to take care of. Do the same thing with the paten.
o Wipe previous cups and paten with a purificator, then wash them with soap and water in the sink.
o Empty the shallow glass bowl, and return all to the credence table.
After 8:30 A.M. Mass
o Pour a small amount of water into one cup, swish that around the cup, and then transfer that to the next cup, swish, and pour into the main chalice for the presider to take care of. Do the same thing with the paten.
o Wipe previous cups and paten with a purificator, then wash them with soap and water in the sink.
o Empty the shallow glass bowl, and return all to the credence table.
Guidelines for Extraordinary Ministers of Holy Communion
at Weekend Masses
All extraordinary ministers (EMs) must have received the sacraments of Baptism, Confirmation, and Holy Communion. They must show the greatest reverence for the Most Holy Eucharist by their demeanor, their attire, and the manner in which they handle the consecrated bread or wine. All extraordinary ministers must attend an annual training at Blessed Sacrament Church, and a Diocesan Workshop every two years. The Diocesan Workshops are listed on the Blessed Sacrament web site (www.blsacrament.org) under the Liturgical Ministry Schedule link.
· Arrive early, preferably 10 minutes before but no later than 5 minutes before the service begins, and sign the check-in sheet. Remember it helps to become centered in prayer and attentive to the sacred duty you are about to carry out.
· Go to the area outside the sacristy to pick up a wooden cross. Don’t forget to return the cross before you leave church.
· If you are not assigned to a liturgy please look at the check-in sheets to see if you are needed.
Liturgy of the Eucharist – Assembling and Receiving Communion
· There are 5 EMs assigned for the Saturday 5 PM and Sunday 7:30 AM Masses. There are 7 EMs assigned to the Sunday 9 and 11 AM Masses (with an 8th needed if Br. Vince is not available to take communion to the choir when it is in session).
· If you are not assigned to a liturgy but see there are not enough ministers, come forward. The presider will give you communion in the sanctuary even if there are too many who have come forward. It is better to have too many than not enough.
· Come forward as soon as you have exchanged the sign of peace with one or two people in the pews. Do not wait for the Lamb of God to begin. Do not exchange peace with other ministers behind the altar but take your appropriate places.
· Behind the altar on the floor are markers with B1, B3, B4, C1, C2, C3, & C4. B marks spots for extraordinary ministers of the Body of Christ. C marks spots for extraordinary ministers of the Cup. These designate the locations from which you will distribute Communion. They are in the following order, looking at the altar from the pews:
B4 B3 B1 C4 C3 C2 C1
· Everyone bow before receiving the Body and the Blood of Christ.
· The presider will first distribute the Body of Christ to all, and then the Precious Blood to Cup Ministers.
· After receiving Precious Blood, Cup Ministers immediately distribute the Precious Blood to the other Ministers and servers, taking care not to bump into the presider while he is distributing the other cups.
Liturgy of the Eucharist – Distributing Communion
· Follow presider to main body of church and your designated places.
· Designated places are the following:
Choir Ramp Altar Bapt. Font
C3 B3 B2(Presider ) C2
C4 B4 B1 C1
Column Chairs Chairs Column
Pews Main Aisle Pews
· If there are people in wheelchairs or confined to the pews, distribute to those people first.
· Take Communion from the ciborium, briefly elevate it, say “The Body of Christ”, placing the consecrated bread in the person’s hand or on the tongue. DO NOT IMPROVISE on the appointed text. Do not say, “This is” or “Receive” The Body/Blood of Christ,” and do not say the communicant’s name. The reason for this is to avoid anything that fragments the common unity of the assembly, or singling out any one person from another, as that may make one seem more important than another.
· Offer the cup in the same manner, saying “The Blood of Christ”.
· Wipe the entire rim of the cup, inside and out, and turn it for the next communicant.
· If someone asks for a host to take back to the pew, tell him/her that you will come to the pew with them after all others have received.
· If a person is attempting to intinct, take him/her to the presider as only he can intinct the host.
· If someone drops a host, retrieve the host and take it to the sacristy, putting it on a purificator, and alert the presider after Mass. If there is a spill of the Precious Blood, use your purificator to wipe up any small spill, and get another purificator from the credence table before continuing distribution. If it is a significant spill, cover the area with your purificator, get another purificator from the credence table, and resume distribution in a position where the people will not step on the spill.
· If you empty your ciborium, discreetly go to the presider to get more hosts.
· If someone approaches for a blessing (with crossed arms) or for children not yet old enough to receive communion, extend your hand and say, “May God bless you today and every day, in the name of the Father, and of the Son, and of the Holy Spirit.” Do not make the sign of the cross.
Liturgy of the Eucharist – After Distribution
· Give the presider your ciborium at the altar and wait for him to return it to you, and then go to sacristy.
· Cup ministers return to the sacristy and then consume the remaining precious blood. Help other ministers consume any cup that is quite full. Then all return at the same time to the pews by the side door.
· Cup Minister in the C1 position should return to sacristy after Mass to purify and clean vessels.
o Pour a small amount of water into one cup, swish that around the cup, and then transfer that to the next cup, swish, and transfer to the next cup, etc., finishing by transferring the contents to the main chalice, leaving the chalice for the presider to take care of.
o Wipe the cups and ciboria with a purificator then wash them with soap and water in the sink.
o Return the cups to the credence table and ciboria to the countertop in the sacristy.
Guidelines for Bringing up the Gifts at Mass
· When the ushers have begun the collection, proceed to the table at the back of the church where the wine and hosts are located, and wait for the ushers to hand you the gifts.
o For St. Vincent de Paul Sunday, proceed to the back of the church while people are processing up with their donations.
· Position yourself in the back of the church near the center aisle. The ushers will distribute the gifts to you.
· After the ushers complete the collection or the last person has offered a donation on St. Vincent de Paul Sundays, the presider and servers will walk around to the front of the altar. Proceed up the aisle with the collection plate, wine, and plate of hosts.
· If you have small children, parents should lead them. Do not let the children set the pace. Take them by the hand and walk forward, leading them.
· Upon reaching the altar, the presider will take the hosts and the wine, followed by the collection basket. After receiving the offerings, the presider will initiate a bow. After bowing, return to your seat.
Guidelines for Soundboard Technicians
The Soundboard Technician’s primary responsibility is to ensure that all speech and music for church functions is at level, audible volumes and without feedback.
Sound System Equipment and Setup
There are two mixers used in the sound system for the church. Mixer #1 is located in the black metal cabinet under the shelf to the right. The second, mixer #2, is the 24 channel soundboard on the table in the sound booth.
· Mixer #1 controls the levels for the five main inputs for the sanctuary.
· The five inputs are the presider’s wireless mic, altar mic, left and right inputs for the ambo mic depending upon its location, and the far left mic used for choir leaders, petitions, and announcements.
· This mixer is very sensitive, and the levels of each input should be adjusted in very small increments when need be.
· Mixer #1 also has an automated control that will slightly adjust the inputs to compensate for low or high volume levels.
· Mixer #1 is turned on and off in the sacristy using the switch on the upper left of the door to the electrical cabinet.
· When mixer #1 is on, the red light on the switch is on.
· The appropriate settings for mixer #1 are marked on the mixer and generally need little adjustment.
· If the levels are changed, they should be returned to their original settings when Mass is finished.
· If music for the Mass is being led by a single cantor, mixer #1 is usually sufficient, as they will use the far left microphone for the choir leader.
· Mixer #2 controls the input box on the wall in the front choir area to the left of the altar.
· Mixer #2 will be used when there is more than one cantor and microphones additional to the far left choir leader microphone are needed.
· The input box has numbered inputs that correspond to the channels on mixer #2.
· Microphones for the music groups will be plugged into inputs 7-16, while instruments that can be “plugged in” (such as guitars), should be connected to inputs 17-24.
· Check the Mass assignments for musicians before Mass so you know if there will be a single cantor or a group of musicians.
· If you are serving as soundboard tech for a Mass with a single cantor, arrive 15 minutes early.
· If you are serving as soundboard tech for a Mass with a group or choir, arrive 20-25 minutes early.
§ When you arrive, take a pad of paper from the sound booth, approach the musician(s), introduce yourself, and ask them what they will need for microphones and instrument amplification. Most musicians and groups know what they need and will often set it up themselves.
§ Record on the pad of paper which microphone/instrument is in each input.
· Make certain that mixer #1 is turned on in the sacristy.
· Return to the sound booth once all microphones and instruments have been plugged into the input box and notes have been made. Turn the soundboard on with the switch on the power strip that is mounted on the left wall of the sound booth.
· Set the master volume controls (yellow sliders) at 0.
· Set the white sliders for each individual channel in use at 0.
· Have each person from the music group speak with equal volume into their microphone in sequence. As the person speaks into the mic, adjust the corresponding gain level (the red knob at the top of each channel) for that input until each channel has approximately equal levels.
· When the group begins playing, level adjustments can then be made with the white sliders for each individual channel.
Feedback is sound that has already been amplified which is coming back through one or more microphones and is being re-amplified. The challenge for the sound engineer is to figure out which microphones may be picking up the extra sound and re-amplifying it.
· Check out which person in a group is going to be the spokesperson (speaking the introduction, making announcements, speaking the Prayers of the Faithful, etc.). Most people tend to speak more softly than they sing so you may have to turn the speaker’s microphone up (and then turn it down again when they sing).
· Be very aware of the times when announcements are likely. Watch the person making announcements and keep your finger on that volume control so that input can be increased when the person looks ready to speak.
· To reduce the risk of feedback from the singers’ microphones those inputs can easily be muted if those microphones aren’t going to be used for awhile (for example, during the homily). An input can be muted by pushing the red mute button above each input volume indicator.
Instructions for Setting Up the Monitor Speakers
Rear of the speaker:
Passthrough = passes the amplification
from one speaker to the other On/off switch AC cord input
Mic/Line In = receives the amplification ( I = on, O = off)
from the output on the wall or
from the other speaker
· Position the speaker/s toward the middle of the singers listening to that speaker. For example:
a. If using a few microphones:
Mic Mic Mic
b. If using several microphones:
Mic Mic Mic Mic Mic Mic
· Plug the power strip into the AC outlet on the wall.
· Plug the speaker AC cords into the power strip and into the speaker/s.
· Plug the Line cord (the quarter-inch connector) into the monitor output (#18) and into the Line portion of the Mic/Line In on the speaker nearer the output.
· If using two speakers, plug the Mic chord (the three-prong connector) into the Passthrough on the speaker nearer the output and into the Mic portion of the Mic/Line In on the speaker further from the output. (Omit this step if using only one speaker. The excess length of chord can be rolled up for neatness.)
· Turn speaker/s on.
· The speaker/s can be tilted at two angles. Tilt the speaker/s at the angle which will best direct the sound toward the singers.
· In the top right corner of the front of the speaker/s is a volume control. (The dial set approximately at the “1 o’clock” position seems to work well.)
· When disassembling the speaker/s, turn the speaker/s off before removing the cords.
Guidelines for Liturgical Musicians
A variety of groups, individual cantors and instrumentalists provide music for all the Masses. Music ministry guidelines and procedures regarding musical practices and selection are found in the music ministry handbook. The following guidelines are for all musicians and their presence during liturgy.
· Musicians should be in place with their equipment set up and tuned if necessary, ready to sing, 15 minutes prior to Mass. Groups should complete their sound check with the soundboard tech.
· The cantor or songleader should get the songleader binder from the work sacristy, if it is not already at the podium for the cantor, and read through the opening, Prayers of the Faithful for name pronunciation, and the announcements.
· Check with the presider to determine if he will be singing during the eucharistic prayer, for any changes to the Mass, or any other special considerations that will affect them.
· Communicate as needed with the soundboard technician.
· Communicate with ushers regarding any handouts for the congregation.
· Practice of music should be completed no later than 10 minutes prior to Mass, followed by either prelude music or silence.
· Any prelude music should be completed just before Mass begins with the commentator’s greeting and opening comments, not after Mass is scheduled to start.
· Minimize any movement and communications between musicians. Do not move about during the readings or sermon or prayers.
· After the first reading, wait for the lector to move away from the Ambo before approaching the mic to lead the Responsorial Psalm.
· After the second reading, wait for the lectors to bow and start returning to their seats before beginning the introduction to the Alleluia or Gospel Acclamation.
· Proceed to pews if needed after the Gospel reading for the homily. Return to the choir/cantor area after the Prayers of the Faithful for the Preparation of the Gifts.
· Be prompt with entrances to sung eucharistic acclamations.
· After exchanging the Sign of Peace with a few members of your group or one or two people in the front pews, promptly begin the Lamb of God but not before the presider has returned to the altar with the hosts from the tabernacle and is ready to begin the Fraction Rite.
· Go to communion before the congregation, approaching the main aisle for distribution before the extraordinary ministers are in place. Be aware of the movement of extraordinary ministers to reach their designated spots.
· Return any chairs, stools, music books, handouts, sound equipment and music stands to the place where you found it.
Guidelines for Ushers
· Arrive no later than 15 minutes prior to start of Mass and sign in on the check-in sheets.
· During winter months throw salt on areas in front of the doors if they have become slick.
· Check the back of the church for music handouts or any other materials that may have to be distributed during the greeting process or during the Mass.
· At special Masses (Palm Sunday, Holy Week, Christmas Masses, etc.), ask the presider prior to the start of Mass if there are any special or unusual circumstances the ushers should be aware of. Examples: special collection, extended Procession, unusual beginning or ending to Mass. Normally the presider will seek out an usher with this type of information, but if you’re unsure, it never hurts to ask.
· Make sure the gifts are present at the back of church; if not, check the sacristy. If they are not present in the sacristy, notify the presider immediately.
· Look on the check-in sheets to see if the assigned family of gift bearers is signed in. If the gift family is not signed in but you know they are present, please give them a friendly reminder.
· If the gift family is not signed in by the start of Mass, ask another family, preferably seated near the back, if they would fill in.
· Ushers should actively attempt to greet everyone entering the church, in a warm and welcoming manner.
· When the church is about one third full, begin seating people.
· Three ushers should be positioned in the aisles (one down each aisle) to seat people.
· One usher remains at the back of church to direct people to the seating ushers.
· Hand signals are essential when indicating the number of seats available, or the number of people needing seats.
· Don’t be afraid to ask people, already seated, to move into the center of the pew or let people past them into the pew.
· Always try to fill the front pews first so late arrivals can be seated towards the back after the Mass has started, creating less of a disturbance to the congregation and the presider.
At the Start of Mass
· When the presider, servers and readers are ready to process in, one usher should close the inner doors at the back of church while the other ushers clear the aisles and hold incoming people at the back until the presider reaches the altar and reads the opening prayer.
· Seating the congregation does not stop when Mass begins! Continue seating late arrivals efficiently and quietly after the start of Mass, with as little disruption to the liturgy as possible.
· Do not let people fend for themselves: having them wandering around looking for a place to sit can be very distracting to both the presider and the congregation.
· Once the readings have begun, hold late arrivals at the back of the church until after the readings. If people come in during a reading, simply ask, “Would you mind waiting here until after the reading? Then we’ll find you a place to sit.” This also sends a subtle reminder for people to try to arrive on time.
During the Mass
· Ushers should be vigilant, alert and available at all times in the back of church, to assist people who require help or need directions, especially the elderly and the young.
· Be sure you know where the bathrooms are and also the location of the telephone in the sacristy for emergencies. Emergency phone numbers are posted near the phone.
· In the event a parishioner becomes disruptive during Mass, Ushers should invite the person to go into the vestibule. Make sure another usher is present with you. If a situation escalates and there is a need to call the police, there is a phone in the sacristy. Dial 6 to get an outside line.
· Ushers will receive training on the emergency defibrillator (AED), found on the wall next to the restroom across from the elevator. If there is a medical emergency requiring the immediate aid of a physician, discreetly notify the presider, who can make an announcement.
The Collection and Gifts
· The end of the Prayers of the Faithful signals the start of the collection. All four ushers should walk to the first pew in the front of the church, two in the center aisle and one in each of the outside aisles, and bow to the altar before starting to take the collection.
· If only two ushers are present, both Ushers should use the center aisle.
· Ushers may use either the pole baskets or the hand baskets to take the collection; each team seems to have their own preference.
· The hand baskets should only be used if the church is more than two-thirds full. Using this rule of thumb, we avoid people in the pews, especially the elderly, having to stand up and carry the hand baskets to the other end of the pew.
· Immediately after the collection, the ushers should transfer the collection proceeds from the individual collection baskets to the large basket at the back of church.
· Gift bearers should have already positioned themselves in the back of church near the center aisle. Distribute the gifts to the assigned gift bearers. NEVER give the wine to a small child, and NEVER give anything to a really small child. If only one or two people are assigned to carry the gifts, one or more ushers may be required to join them.
· Once the presider and servers have reached the altar steps, send the gift bearers forward.
· When the presider begins passing out the cups to the extraordinary ministers, four Ushers should start walking toward the sanctuary for Communion, walking all the way to the front pew, just like at the collection, and bow to the altar.
· When the extraordinary ministers are in place, the Ushers in the center aisle will direct people in the following order: 1) the musicians, usually from left of the altar; 2) at the same time, direct the presider or other ministers to any disabled persons in the congregation who cannot come to the sanctuary for Communion; 3) people sitting in the chairs on the right side of the altar; and 4) the rest of the congregation from the pews.
· When ushering people out of the pews, move to the next pew slightly before the preceding pew is completely emptied to insure a continuous flow of people, without large gaps or spaces.
· The two ushers in the outside aisles assist the people returning from Communion, making sure kneelers are up and removing any other obstructions that may hamper people returning to the pews.
At the End of Mass
· Immediately following Communion, two ushers, one on each side aisle, should check the two stairwells at the front of cchurch (nearest the sanctuary) to make sure that an ample supply of bulletins are available for people leaving by those exits. Bulletins should also be placed in the pamphlet rack near the elevator entrance.
· During winter months throw salt on areas in front of the doors if they have become slick when your communion duties are completed.
· During the closing hymn open the inner doors at the back of church, and take your stations, bulletins in hand, ready to distribute to the congregation as they exit the church. One usher should be positioned at the back of each side aisle and two, one on each side, of the center aisle. If a fifth usher is available, he or she could pass out bulletins at the front exit on the left, near the elevator.
· When most of the congregation has left the church begin the clean-up procedure.
· Go through each and every pew, putting all of the song books in the same direction in their racks, making sure all kneelers are in the up position, and picking up anything that may have been left in the pews. This includes and is not limited to bulletins, song sheets and scraps of paper or tissues. The ushers should consider it their responsibility to leave the church ready for the next Mass.
· People often leave behind things like gloves, mittens, children’s books, toys, sunglasses, etc. Leave these items in the pews where they were found until the ushers leave the church.
· When the ushers leave, place these items on the small shelf unit in the vestibule.
· Purses or other items of value that have been left behind should be taken to the sacristy and given to the presider for safe keeping until they are claimed by the owners.
Every usher is expected to be in attendance at the Masses for which he or she is scheduled. If you cannot attend for some reason it is your responsibility to find a replacement or notify your team captain. The best way to find a replacement is to go online and request a swap by visiting the web terminal or contacting another usher directly from the usher list. If you contact an usher from the list it’s always best to choose one who serves at the same Mass time, but in a different month. It is also a good practice to inform your team captain at the beginning of each month of service and let him or her know if there is a Mass you will not be able to attend during that month.
If you have any concerns, ideas or other issues you would like to discuss, please feel free to contact your head usher at any time.
Guidelines for Greeters
Greeters provide a simple act of hospitality in greeting parishioners and visitors and opening the door for them. The goal of the ministry is not to build personal relationships but to greet on behalf of the parish community. The hope is that greeting ministers will accomplish the following:
· Show Mass attendees that they were expected;
· Help Mass attendees get in a spirit to worship;
· Promote a sense of community;
· Communicate a positive attitude and excitement about Mass;
· Occasionally provide practical service (help with car doors, umbrellas, hand for elderly, etc.);
· Passively evangelize by being a welcoming example to those passing by; and,
· Extend the “church worship space” to the outer doors.
Before arriving at Church
· Begin your prayer at home and arrive ready to be Christ’s instrument of humble service.
· Leave home in time to be in position 17 minutes before Mass starts.
· Assume a position at any of the three primary unattended entrances.
· No scheduling of ministers is planned at this time. First to come, first to serve. If all doors are staffed, enjoy the few extra minutes preparing yourself for Mass. The Mass greeter captain will attempt to monitor the supply and demand of greeters.
· A typical greeting might be, "Welcome to Blessed Sacrament," best served with a smile.
· Hold open the door for each party. Do not brace the door open: we need to be sensitive to the energy costs, and community needs for comfort and quiet.
· Conclude greeting at Mass time or as soon as you hear the opening song.
· Be the eyes of the community. If any special needs or extraordinary issues arise (health, safety, accessibility, unusual questions, someone seeking assistance, etc.) contact the head usher or a staff person for help.
Using the Ministry Web Terminal
· When you sign up to serve in any of the liturgical ministries, your name and contact information will be entered into our software database for scheduling purposes. If you do not have an email account, you will get your schedules by postcard. If you do have email, you will then be notified by email of your login and password for access to the Web Terminal, where you can edit your personal information, tell us when you will be away, edit your serving preferences (Mass times, how often you would like to serve, etc.) and get rosters of other servers. Rosters for people without email are available through the Liturgy Office or the Parish Office. The best way to get to know all about the Web Terminal is to visit it frequently. Here are the procedures:
· When you receive your login and password, log onto the web terminal by clicking on the link in the email. If you want to log in again later, go to the church home page (htt://www.blsacrament.org) and click on the “Liturgical Ministries” link on the left side of the page. The next screen will have the direct link, which is http://www.ministryschedulerpro.com/?user=blsacrament.
· Enter your login and your password and hit enter. This will take you to the welcome screen of Ministry Scheduler Pro, where you will first check on your profile to determine your information is entered as you wanted. Note the tabs across the top labeled “Home”,”My Schedules”, “Full Schedules”, “Rosters”, “My Profile” and “Discussions”. You will click on these to perform different tasks. Click on the tab “My Profile”.
· There are 5 boxes for input on this screen.
a. General Information: make any changes to errors in the database, or to update changes since information was collected. You may include a comment which will be seen by the Liturgy Office to help explain any changes. Enter the information, and if you need to make more changes continue to the next box, otherwise, scroll down to the bottom of the page and select the “Submit” button.
b. Serving Preferences: Listed here are the Mass times that you have indicated you are available for serving. Make any changes, one at a time by adding or removing Mass times. To remove a time, highlight it, using the arrow buttons to the right of the box if necessary, and select ‘Remove’. Select the box next to “Schedule me only at these times” if you do not wish to be placed in other Masses when necessary. Proceed to the next box or scroll to the bottom of the page to select ‘Submit’.
c. Preferred Serving Frequency: Click on the scroll button next to the word “normal” to change the number of times you would like to serve. If you select one of the options in the dropdown menu, you will be able to enter a number for the frequency – for example, if you select ‘times per month’ a box will open next to the dropdown menu where you will enter the number you desire. “Normal” frequency is determined by the number of times necessary to fill the schedule complete. “Set by ministry” is for predetermined arrangements, and you will not need to use this option. Again, if you have completed changes to your information, scroll down to the bottom of the page to select “Submit”.
d. Can’t serve dates/times: this is the heart and soul of keeping the schedule working for all ministers. When you know you are going to be away, please enter this information here. First, click on “Add…” and a new screen will open. On this screen you will find four options to list your unavailable times, and then a box to tell the program exactly what not to schedule (for example, if you are unavailable in only one ministry but can be scheduled in another). Fill in the appropriate option: do not schedule on one date, do not schedule between particular dates, do not schedule for a particular Mass, or do not schedule a particular weekend of the month or day of the week. When you are finished entering the information, you may indicate that these times will affect an entire family – it is most helpful to check this if your family is going on vacation or something of that sort, and the unavailable dates will be automatically entered for all members of a family. The screen you will see is found on the next page.
Enter one date at a time, and then select “OK + Add Another” until all your away dates have been entered. Finally select “OK” and you will be taken back to the previous screen, where all your new ‘Can’t Serve’ dates should be visible. THERE YOU MUST CLICK ON SUBMIT FOR THE DATES TO BE SAVED!! This last step is the most important, and if you do not select SUBMIT your dates will NOT be saved to the database.
· The other tabs are available for you to get your own schedule, the full schedule, rosters for all the ministries that include contact information, and finally a discussion area where you can connect with other liturgical ministers from all over, to discuss any issues or questions that you may have and would like outside feedback for.
· To use the swap functions: There are two ways to accept or request a swap. Either you are actually ‘swapping’ one of your scheduled times for another person’s time, or you are accepting a request to take a spot without submitting one of your own. Please use the option that works best for you.
· If you request a swap, email will automatically be sent to all ministers who would be available to fill your assignment. You will no longer be able to see that assignment as being unfilled, as the system only allows you to see swap requests that YOU are available to fill – don’t worry, your request is still out there even though you cannot see it. You will be notified if someone has accepted your swap request.
· You can check on the status of a swap request by selecting the “Full Schedule” tab and scrolling through the schedule to the date you have indicated a swap request. Until someone has accepted a swap request, your name will appear with a link next to it that says “sub. req.”, where ministers can click on the link to accept the swap. If no minister has accepted your swap, please use the Rosters to make some calls attempting to get a substitute. If you are unsuccessful, then you can email or call the Liturgy Office to leave information about the lack of a substitute.
· To accept a swap request, simply click on the appropriate link and the program will do the rest.
· The schedules on the web terminal continually update so that information there is current all the time.
Should you have difficulty with the program or need further clarification, please contact the Liturgy Office to make an appointment for software training.
Glossary of Terms
Alb -- A full length white linen vestment secured with a cincture that is used at Mass.
Ambo – Popularly referred to as a pulpit or lectern, it is the place where the scriptures are read and sermons are preached.
Cantor – The person who leads the singing at Mass; at Blessed Sacrament, usually from a lectern in front of the Blessed Mother’s statue. The cantor is also the chief singer of an ecclesiastical choir, who leads the singing. In the Divine Office or Liturgy of the Hours, the cantor intones the antiphons and starts the psalms.
Ciborium – A covered container used to hold the consecrated small Hosts. It is similar to a chalice but covered and larger, used for small Communion hosts of the faithful. It is made of various precious metals, and the interior is commonly gold or gold-plated.
Cincture – A belt, girdle, or cord tied around the waist of an alb. It is usually a cord with tassel of the liturgical color of the day.
Corporal – A square white linen cloth on which the Host and Chalice are placed during Mass. When not in use it may be kept in a burse. It is also used under the monstrance at Benediction or under the Blessed Sacrament at any time.
Credence – A small table or shelf in the wall at one side of the altar. On it are usually placed the cruets, basin, and finger towel. The chalice, paten and corporal used in the Mass may also be placed there until the Offertory of the Mass.
Cruet – One of two small bottles or vessels to contain the water and wine used at the Consecration of the Mass. They are presented as offerings of the faithful at the Offertory. The cruets are also used for a priest's ablution after the Offertory, and the ablution of the chalice after Communion.
Lectionary – The book from which the priest and lectors read the scriptural readings during Mass. The complete lectionary set contains a three-year cycle of readings for Sundays and solemn feasts, a two-year weekday cycle, and a one-year cycle for the feasts of saints. Moreover, it contains readings for a large variety of other Masses, as well as the psalms and Gospel acclamations. The present lectionary was introduced March 22, 1970.
Nave – The central open space in a church, often separated from the sanctuary or choir by a screen and from the side aisles by pillars or columns. Colloquially the nave refers to the part of the church reserved for worshippers, including the central and side aisles and crossing transepts.
Ordo – One of several ritual books, published by the Holy See, for the administration of the sacraments or other liturgical offices. Since the Second Vatican Council a number of these have been issued, containing the revised rites for all the Masses and all the sacraments. An ordo is also an annual calendar containing abbreviated directions for each day’s Mass and Divine Office. Every diocese, or group of dioceses, and every religious order or congregation has its own ordo, or at least a supplement to the general ordo for the Latin (or other) Rite in the Church. The Dominican ordo is hanging on the front of the main cupboard in the sacristy.
Paten – A saucer-like dish of the same material as the chalice – gold-plated and consecrated by a bishop or his delegate with holy chrism. It must be large enough to cover the chalice. On it rests the bread to be consecrated, and later on the Sacred Host.
Presider – The primary celebrant of the liturgy.
Purificator – A small piece of white linen, marked with a cross in the center, used by the priest in the celebration of Mass. It is folded in three layers and used by the priest to purify his fingers and the chalice and paten after Holy Communion. Also, extraordinary ministers of the Cup use a purificator to clean the rim of the chalice after each communicant.
Sacristy – A room attached to a church, usually near the altar, where the clergy vest for ecclesiastical functions. The sacred vessels, vestments, and other articles needed for liturgical use are kept there.
Sanctuary – The part of a church containing the altar. It is the center of liturgical ceremony, clearly distinct from the main body of the church.
Vestibule –The anteroom of the church between the outer doors and the church edifice proper. Our vestibule contains pamphlet racks, bulletin boards, a holy water font, notices, etc.