St. Mary’s Policies – 2008
Table of Contents:
Financial Transactions
3
Kitchen and Food Usage
6
Room Reservations
10
On-Campus Reservations
11
Van Reservation and Usage
13
Parking
14
Website Usage and Training
15
The Development Office & Fundraising
16
Assumption of Risk Forms
17
Ethics and Integrity
18
Diocesan Guest Speaker Policies
19
Alcohol Policy
22
Campaigning Policy
23
Quick Reference Sheet
24
2
St. Mary’s Financial Policies
Purchase Orders and Tax Exempt Forms
 These items will be distributed on Tuesdays and Fridays.
 Requests should be made prior to the day of issuing. For example, a request made on Tuesday
will not be processed and available until Friday. Please plan accordingly.
 A Tax Exempt Form can be obtained for any store or vendor provided the address with zip
code is submitted to ‘Nell.
 Requests are preferred in the form of email. The following information should be sent to
areinberg@aggiecatholic.org :
Student Name
Group Name
Name of Store
Mailing Address of Store including zip code
Vendor Check (a check made out to a specific store or rental facility)
 These items will be distributed on Fridays (except in the case of an unforeseen difficulty).
 Requests must be in by noon the Friday before. Please plan accordingly.
 Requests are preferred in the form of email. The following information should be sent to
areinberg@aggiecatholic.org:
Student Name
Group Name
Vendor/Store Name
Mailing Address of Vendor/Store including zip code
Whether check should be mailed directly to vendor or picked up by student
Reimbursement Checks
 These items will be distributed on Fridays (except in the case of an unforeseen difficulty).
 Requests must be in by noon the Friday before. Please plan accordingly.
 Requests are preferred using the green Reimbursement Form (left in Staff Accountant’s box).
An email can be sent to notify ‘Nell a form has been left in her box. Fill out the form (available
at Receptionist Desk), including mailing address & attach all receipts.
 Be sure to indicate whether you would like your reimbursement check to be mailed or if you
would like to pick it up.
 SPECIAL NOTE: In order to be good stewards of the funds available, St. Mary’s will not
reimburse sales tax paid for supplies or materials purchased without a tax exempt form.
Receipts
 Any purchase made with St. Mary’s funds (including reimbursements) must submit all
receipts with either return of cards or with reimbursement form. Please save all your receipts!
 If a position on your leadership team handles financial matters and keeps records of receipts,
copies should be made and the originals returned to the St. Mary’s Staff Accountant.
Invoices
All invoices from vendors should be mailed to the following address:
3
Accounts Payable
St. Mary’s Catholic Center
603 Church Avenue
College Station, TX 77840
St. Mary’s Financial Policies continued
Using a Sam’s Purchase Order:
 Obtain purchase order from Staff Accountant (see above).
 At Sam’s, go to the Service Desk with the Purchase Order and get it approved.
 Before checkout give the cashier the Purchase Order, and ask them to charge St. Mary’s
account. Please make sure they ring up the sale as tax exempt.
 Return to ‘Nell (via the receptionist desk) the Purchase Order with attached receipt within one
week of purchase. If you fail to return your Purchase Order and receipt in a timely manner,
your group may be subject to loosing this purchasing option.
 PLEASE NOTE: If your group makes an online Sam’s purchase, you must notify ‘Nell (via
email) of the purchasing date; group name; and amount.
Cards and Purchase Orders Available
 HEB Gift Cards – Available in varying quantities and function like a gift card. An HEB tax
exempt form is needed in conjunction with this card.
 Office Depot Cards – Tax exempt card and credit card are checked out together and tax
exempt purchases can be made on the credit card.
 Lowe’s and Home Depot Cards – There is a tax exempt number on the credit card that must
be given to the cashier prior to beginning the transaction.
 Shell Gas Station Card – This card can be checked out prior to van usage so that the van can
be returned with a full tank of gas.
 Walmart Tax Exempt Card – Only a tax exempt card is available. Unless a staff credit card
can be acquired, purchases must be made on personal credit cards or from personal checking
accounts and the individual reimbursed after.
 Hobby Lobby Tax Exempt Card - Only a tax exempt card is available. Unless a staff credit
card can be acquired, purchases must be made on personal credit cards or from personal
checking accounts and the individual reimbursed after.
 Use of Staff Credit Cards – If balance allows and advisor approves, a staff credit card can be
borrowed for large sum purchases that cannot be made with a purchase order, gift card, or
other available St. Mary’s cards.
NOTE: Tax exempt cards, slips and numbers must ALWAYS be given to cashier BEFORE the
transaction begins. All cards should be returned to the Receptionist Desk no more than 2 days
following the purchase.
Securing a Card for Your Purchase
 The above cards (except staff credit cards) must be requested via ‘Nell Reinberg 2 days prior to
the date needed.
 They will be left at the receptionist desk for pick up. Upon pick up a form must be signed and
left in the Staff Accountants box.
 Please note that there are a limited number of cards and they will be distributed on a first
come first serve basis. Please plan ahead.
4
St. Mary’s Financial Policies continued
Cash Box Checkout:
 Notify Nell Reinberg at least two days prior to the event (preferably by email). At the time of
request, be sure to indicate the amount of change money required (usually $50.00 is disbursed
unless more is requested.)
 Make arrangements to meet with ‘Nell or Glenn Schroeder to sign out the cash box.
 Return the cash box to St. Mary’s with start up cash and any funds to be deposited no more
than three days after the event.
Separate Bank Accounts:
For those groups with individual bank accounts (AA, SMYRT, Pescadores, Knights of Columbus,
Korean Community), the following process should be followed:
Bank Statements
 When the bank statement arrives, make a copy for ‘Nell and put it in her box in the St. Mary’s
workroom.
Signature Cards and Authorizations
 Please notify ‘Nell when there will be a change in leadership that will change the authorized
signatures on the account.
 When the signature cards need to be changed, give written notice to ‘Nell (either via email or a
note in her box) with the correct spelling of those individuals that will be writing checks for
your ministry.
 Fr. David and Fr. Brian are to be on all signature cards for all ministry checking accounts.
Reimbursing St. Mary’s
 If purchases are made via St. Mary’s (for example: using a Sam’s Purchase Order or vendor
like C.C.Creations which St. Mary’s has an established account with), you should provide a
reimbursement check in the amount of the purchase when you turn in your form with
attached receipts.
Tips for Smooth Financial Transactions
Plan Ahead: Make sure you have a supply and shopping list well in advance. This will help you see
what cards, tax exempt forms, purchase orders, and checks are needed well in advance of shopping
day.
Communicate Early: Make sure you have sent an email with the detailed, requested information in
order to receive the item you need by the date you need it. Please do not simply stop by in the hopes
someone will be available to provide what you need on the spot.
Be Considerate: Make sure you return all cards promptly so that other groups can use them. There
are a limited number and these items should not be kept indefinitely.
Always Shop Tax Exempt: Make sure that you have always acquired a tax exempt form or card
before shopping! This helps us be the best stewards of St. Mary’s funds.
Attach Receipts: Make sure that all necessary receipts are copied and returned to the appropriate
individuals (see above for receipt details).
5
St. Mary’s Kitchen Policies
“Pack it In, Pack it Out”
In backpacking circles one hears the term “pack it in, pack it out.” This refers to a philosophy about camping in which the
goal and art is to spend time in a natural environment with absolutely no trace of one’s presence there. With practice and
planning, you can come pretty close to the goal of absolutely no trace left behind.
I propose we adopt this philosophy and apply it to the way we use the kitchen & pantry. I suggest three steps that go by
the acronym PEP: Planning Before the Event, Enjoying the Event , & Picking Up After the Event.
P.E.P.
Planning Before the Event: Take five minutes to make a good plan and then follow it.
1. Check both the pantry and the refrigerator before you shop. There are regularly stocked items such as
condiments, spices, and powdered drinks. These rarely need to be purchased.
2. Check the pantry for paper products (napkins, cups, plates, plastic utensils) to make sure there are enough for
your event. If you foresee you’ll deplete the supply, please notify ‘Nell Reinberg at areinberg@aggiecatholic.org
that more of this item is needed for future events.
3. Calculate needed food quantities (see additional handout) before shopping. It is much more difficult to stand in
Sam’s and mentally calculate amounts. Plan ahead, make a list and shop accordingly.
4. Consider carefully what you will do to remove the leftover food. The refrigerators and freezer are for short term
storage before events only. They should not be used to store food unless there is a plan for using the food or
disposing of it within the week. Perishable items should be redistributed and relabeled to other ministries. Snack
foods (chips, packaged cookies, etc) can be left in the “Up For Grabs” bin in the pantry and dated.
5. Recall “Pack it in, Pack it out.” Everything that is brought through the door of the kitchen should have a plan for
removing it from the kitchen immediately after the event is over.
6. Mark all food items immediately when they are brought into the kitchen. Use the neon labels and include all
information (purchaser name; group; purchaser phone number; date of event) so that follow-up can be handled
easily. Any food left without these labels will be removed from the kitchen or used on a first come first serve
basis. All redistributed food should be relabeled with the new group’s contact information.
Enjoying the Event:
1. Follow the instructions throughout the kitchen for the use of utensils, common food items, equipment, and clean
up.
2. Develop a “clean as you go” philosophy so that there are people assigned to keep things clean during the event.
3. Remember the event is not officially over until the kitchen is restored to its original order and all food items are
distributed (either coordinated for use by another group or taken to the Twin City Mission).
Picking Up After the Event: Serve each other by restoring the kitchen to a better condition than when you
found it!
1. Remove everything that was brought into the kitchen including caterer’s platters, aluminum pans, personal
dishes, bowls, platters and plastic ware that was brought in and all trash. Do not leave anything there with the
thought that we can use it. We already have everything we need in the kitchen. If you want to suggest something
we need, do so at the Receptionist Desk.
2. Allow time for clean up. Cleanliness is next to Godliness, so plan time in to be able to clean the kitchen
according to the instructions posted in the kitchen.
3. Take responsibility for food distribution when there are leftovers. No food should be wasted. It is the
purchasing group’s responsibility to find a use for the leftover food. Please do not simply leave items in the
refrigerator or pantry assuming someone else will consume them. The Twin City Mission phone number along
with a list of weekly ministry meetings will be posted on the refrigerator and pantry door. Please call and arrange
to drop off food items if another ministry is not able to use the food.
4. Responsibly use the designated Group Bins in the pantry. These should be for short terms storage as well and
should be regularly maintained. All non-perishable items should be contained in these bins or in the “Up For
Grabs” bin. No miscellaneous food items (other than spices) should be on the pantry shelves.
6
Important Purchase Reminders
This form will be attached to all purchase orders, tax exempt forms, and cards requested.
1. Have you checked both the pantry and refrigerator for . . .
 Condiments
 Spices
 Leftovers
 Powdered drinks
Do not purchase these items if they are already available!!!
2. Have you checked the pantry for . . .
 Paper plates or bowls
 Napkins
 Cups
 Plastic Utensils
If you foresee depleting the supply with your event please notify ‘Nell Reinberg at
areinberg@aggieatholic.org to purchase more!!!
3. Have you calculated quantities of food items needed?
Make a detailed list of items and quantities to make shopping easier and reduce waste. See reverse side
of this sheet for tips.
4. Have you considered what you will do with leftover food?
Remember, call Twin Cities Mission at 979- 822-1492 before you bring donatable leftovers to make
sure they can use them! Or contact one of the groups with an upcoming meeting to see if they can use
the leftovers.
5. Have you made a plan for kitchen cleanup?
Remember, the event isn’t over until the kitchen is restored and leftovers are distributed!
6. Have you marked all items with the provided labels?
Remember all unmarked items are fair game and all leftovers with a plan for future use should be
relabeled!
SEE REVERSE SIDE FOR FOOD QUANTITY TIPS AND SHOPPING SUGGESTIONS!
7
Food Quantity Tips &
Shopping suggestions
This form will be attached to all purchase orders, tax exempt forms, and cards requested.
Helpful Websites:
The following websites offer large quantity recipes and quantity conversion helps. Even if the
exact recipe you want is not present . . . these sites can assist you in making calculations.
www.ellenskitchen.com
http://www.cuisinecuisine.com
Tips for Large Quantity Purchases
Make a detailed list of what you’ll need for each meal. Include condiments; baking products;
toppings; spices; and all ingredients.
Check the St. Mary’s pantry for supply of spices and condiments so that you do no over buy.
Remember, spices almost never need to be purchased so check the supply please!
Do your calculations before you begin shopping. This will require a little investigating
beforehand. For example, check the serving size and number of servings contained in a
package and then do the calculations for the numbers expected to attend.
Use your detailed list! Do the servings calculations and then add items that overlap meals.
For example, if you’ll need ground meat for both Friday night tacos and Saturday night
lasagna, calculate the quantities for each and add – this will eliminate guess work in the store.
Decide what items need to be purchased in bulk (at Sam’s) and which it is more cost effective
to purchase at a regular grocery (HEB). Though “one stop shopping” is sometimes easier, it is
usually not the most cost effective! For example, please do not purchase 24oz of sour cream
unless it is called for in the calculations.
Request in advance (see Financial Policies) the purchase orders, tax exempt forms and cards
you need for shopping.
Shop! Stick to your list. Resist the urge to over buy or add extras in fear you won’t have
enough. If you’ve planned ahead and done the calculations . . . you’ll be fine!
8
Kitchen Check List
This form is available in the Kitchen and should filled out after each use and returned to the Receptionist Desk.
ATTENTION! St. Mary’s Groups & Other Users:
Before leaving the kitchen & activity center, please complete
this checklist and turn it in at the reception desk.
Failure to do so may result in temporary loss of kitchen privileges.
Did you remember to…
Put food away on CORRECT shelf in the refrigerator or
freezer? *Shelves are designated on the sign on refrigerator door
Store non perishable items in YOUR GROUP’S pantry box or
put in the “Up For Grabs” Bin.
Make sure that all equipment & fans are turned off?
Wash, dry, & put away all dishes, pots, & utensils?
Wipe down countertops & sinks?
*Please do not leave food in the drain.
Clean up spills & food from the floor?
*Floor should be swept and wet mopped when needed
Hang dirty cloths & towels on drying rack by the back door?
Empty all trash cans & replace liners?
-Thank you for being a good
Group name & representative’s signature:
steward!
________________/_____________
9
St. Mary’s Staff Signature
St. Mary’s room Reservations
This form is available at the Receptionist Desk and should be given to Lucy Batten for the reservation of rooms.
St. Mary’s Catholic Center
Use Agreement
 Summer 2008
 Fall 2008
 Spring 2009
 Summer 2009
Name of Organization: _____________________________________________________________
Event: ___________________________________________________________________________
Meeting Information
 Sun
 Mon
 Tues
 Wed
 Thurs
 Fri
 Sat
Meeting Time: ________________________
Beginning Date: _________________________
Reservation Time: _____________________
(includes set-up & clean up time)
Ending Date: ___________________________
Exceptions: _____________________________________________________________________
_______________________________________________________________________________
Number of Rooms Needed ______________ Number of People Expected __________________
Group Leader/ Contact Person Information
Name: ___________________________________
Phone: ___________________________________
E-mail:___________________________________
Address: _________________________________
_________________________________
Name: ______________________________
Phone: ______________________________
E-mail: ______________________________
Address: ____________________________
___________________________
Rooms
 201/202
 203
 204
 205
 206 (Music Room)
 207
 208
 Activity Center
 Breen Memorial Deck
 Chapel
 Church
 Nursery
 Conference Room
 Volleyball Court
 Arts & Crafts
 TV & VCR or Overhead
 Projection Screen
 Tables & Chairs/or Chairs
ONLY
 Podium & Mic

Special Needs
I (We) have read the attached St. Mary’s Catholic Center Rental Guidelines and agree to follow those rules and leave
the facilities clean and undamaged.
I (We) understand that if these guidelines are not followed, a deposit may be required at the discretion of the Director of
Administration.
I (We) do not hold St. Mary’s Catholic Center liable for any claims made by anyone attending the event for any accidents,
injury, or that which may occur on the property.
Date:
User’s Signature:
10
Making on-Campus Reservations
through CSA
There are several policies that CSA has created in order to make it easier for organizations to get advertising
and other reservations on-campus and to make sure that CSA is aware of all advertising. Develop a calendar to
write down all major advertising and other reservations so that organizations do not conflict with dates. Listed
below are the instructions that we have for ministries followed by what you will need to do to finalize the
reservations:
Screen Savers
Ministry Instructions: Screen savers must be made to the specifications listed on the Open Access Lab website
at http://oalinfo.tamu.edu/tools/screensaver/. Once you have completed your screen saver you must
submit it to CSA at least two weeks before the date that you would like it to appear.
Posting Flyers
Ministry Instructions: Flyers can be posted all over campus, simply remember to respect the rules of each
building for posting materials. There are very few limitations to distributing flyers on campus; CSA just needs
to know of their existence on campus.
Passing out Flyers
Ministry Instructions: Flyers can be passed out by members of your organization in several locations: Blocker,
Corps area, Dining Halls, Commons Lobby, MSC Hallway, Rudder Fountain area, Wehner, etc. To pass out
flyers you must pick up a form from CSA who will fill out the initial information, and then you will be
responsible for acquiring the signature of the supervisor of each location where you wish to place a sandwich
board and the signature of the CSA Advisor. After acquiring the necessary signatures you will need to turn in
the form to the Koldus building with a copy of the flyer and pick up the form once it has been approved.
Request these dates as early as possible because many organizations fill these spots during the semester.
Sandwich Boards
Ministry Instructions: Sandwich boards can be placed in several locations: Blocker, Corps area, Dining Halls,
Commons Lobby, MSC Hallway, Rudder Fountain area, Wehner, etc. To reserve sandwich boards you must
pick up a form from CSA who will fill out the initial information, and then you will be responsible for
acquiring the signature of the supervisor of each location where you wish to place a sandwich board. After
acquiring the necessary signatures you will need to turn in the form to the Koldus building with a sketch of the
design and pick up the form once it has been approved. Keep in mind that CSA is limited to two weeks of
sandwich board advertising each month.
Banners
Ministry Instructions: To put up a banner in the MSC you must notify CSA at least 4 weeks before the date you
want to hang it. CSA will take care of the paperwork involved with the reservation and inform you of the
banner’s exact location and dimensions. The earlier you reserve, the better the chance you have of getting a
prime spot, especially if you want a banner at the beginning of the semester. Banners run for a period of 10
days. CSA is only allowed to have one banner per month, therefore, if two ministries ask for a banner at the
same time, they will be asked to either share the banner space (half a banner each) or share the time (5 days
each).
Banners must be in place by noon of the day after the reservation begins or the space will be forfeited. When
you go to put up your banner, pick a time that won’t be too crowded and find the space that the banner is
reserved for (the number for each spot is on the wall). There is a maintenance ladder available in the
maintenance closet of the MSC hallway located between the restrooms.
11
Reservations through CSA continued
Table Tents
Ministry Instructions: To request table tents, you must call each dinning hall that you wish to put them in and
reserve time with their separate offices. These spaces fill up quickly so you need make these reservations as
quickly as possible. Let CSA know what dates you will be requesting and also provide a sample of the table
tent.
Room Reservations
Ministry Instructions: If you need a room for a specific event, contact CSA with the date, time, and room
capacity needed and we will secure a room for your group. Also, let us know if you will need any special
equipment or tables.
Limitations for advertising
There are a few situations that could limit a ministry’s ability to reserve advertising or rooms on campus:
 There are limitations set by the university for the number of times that an organization can make
reservations in a certain period of time.
 The university could have already filled reservations. This is why it is important to plan ahead and
make reservations early.
 If two ministries reserve the same type of advertising at the same time, preference will be give either:
o To the ministry that made reservations first, or
o To the ministry that has not used that type of advertising during the semester.
Things to keep in mind
Advertising on-campus is different from advertising at St. Mary’s, so don’t leave anything to assumption:
 Spell out acronyms
 Make sure to explain what your organization does
 If you mention St. Mary’s, write out St. Mary’s Catholic Center and give a brief description of where it
is: Corner of Nagel and Church Street, Across from campus.
CSA Officer Contact Information for 2008-2009 Academic Year
Chris Kalina
Elizabeth Doveno
Amelia Antillon
Johanna Bazin
Kristopher Fuchs
Jose Luis Garza Jr.
Matt Kalina
John Martinek
cakalina@gmail.com
edoveno@msn.com
aantillon09@gmail.com
jbazin@tamu.edu
Kris_13@hotmail.com
90JoseLuis@gmail.com
UConn773@yahoo.com
jgolfrman05@tamu.edu
817-300-3172
832-489-2161
214-603-3026
713-304-3788
281-744-2523
956-285-7872
817-825-6780
817-776-1487
12
President
Vice President
Social Events
Service Events
Treasurer
Liaison Coordinator
Outreach Coordinator
Public Relations
Van Reservation and Usage
I.
Permitted and priorities for use of the vans and cargo trailer
1. St. Mary’s sponsored travel
2. Other Catholic parishes or schools
3. Non-Catholic campus ministries with deposit
4. Other churches or schools with deposit
5. Other secular institutions with deposit
II.
Criteria for St. Mary’s organizations
1. Size of the group
2. Distance of planned travel
3. Previous responsibility in van usage
4. How does travel further the mission of St. Mary’s
5. Is the travel more vital and central to the mission of St. Mary’s
III.
Maximum time frame for reserving
1. Make reservations as far in advance as possible (within parameters stated below)
2. St. Mary’s groups - can reserve up to 12 months in advance
3. Other Catholic churches, schools, campus ministries can reserve up to six (6) weeks in advance
4. All others - can reserve up to 4 weeks in advance
5. Reservations are to be made with the Director of Administration
IV.
Waiting list
1. A waiting list will be established if the van has already been committed in the event that the first
use is cancelled.
V.
Procedures for use
1. Submit a list of potential drivers (with Driver License number) at least 7 days prior to departure. A
Driving Record Check may be done in order to limit potential risk
2. Driver(s) will schedule and attend a driver training session at least two days prior to departure
Session must be retaken every two years
3. Have Recognition and Assumption of Risk form (Attachment A) completed by all making trip
4. Check out key and logbook from Director of Administration or designee
5. Inspect vehicle with Director of Administration or designee (using Trip Servicing Guide –
Attachment B)
6. Review operator guidelines
7. Responsible party for van use will ensure that all logs are properly maintained.
8. DRIVE CAREFULLY
9. Clean and service vehicle and refuel
10. Report any problems, inspect vehicle with Director of Administration or designee and return key,
logbook and gas receipts
VI.
Required safety rules for passenger vans
1. Absolute maximum speed is 65 mph
2. Absolute maximum speed with trailer is 60 mph
3. Absolutely nothing is to be loaded on top of van
4. Always load heavier items on bottom
5. Nothing is to be loaded or stacked higher than the seat back
6. All passengers must properly wear seatbelts
7. Maximum occupancy shall be 12
13
Parking & Permit information
2008-2009
Permits and Lot Usage
The St. Mary’s Catholic Center parking permit allows you to park in two different St. Mary’s lots:
1) the large parking lot on Nagle Street and
2) the parking lot behind the St. Mary’s rectory (between Stasney and Nagle behind Papa John’s).
Both these above lots require a St. Mary’s permit on Monday - Friday, 7:00 AM to 4:00 PM. A parking
permit does not guarantee a parking place, however we do limit the number of permits issued. A valid
hang tag or current daily permit must be visible through the front windshield. IF YOU DO NOT HAVE
A PERMIT PROPERLY DISPLAYED YOUR CAR WILL BE SUBJECT TO TOWING!!
Church Visits and Sign-in
The parking lot behind St. Mary’s (between the Activity Center and Cross Street) is restricted to staff
and those who are visiting the church, student center, or have office business. Your St. Mary’s permit
is not valid in these spaces unless you are in the Catholic Center. Individuals parking in this lot
must sign in at the receptionist desk.
Overnight Parking
Overnight parking for an extended period of time will not be permitted so that the entire lot will be
available on evenings and weekends for St. Mary’s parking.
Game Day and Special Event Parking
Regular permits are not valid for game day parking or special event parking.
Permit Cost
The cost of the permit for 2008-2009 is $320.00 for an annual permit, $130.00 for each fall and spring
semester, $85.00 for the summer, or $40 per month. The daily fee is $4.00/day. Checks should be made
payable to St. Mary’s Catholic Center. A replacement fee of $20.00 will be required to replace any lost or
stolen permits.
14
Website Usage and Training
1.
No advertisements of any business, political candidate or outside entity of any kind can be used on St. Mary’s
website without receiving permission from either the Assistant Director of Campus Ministry or the Director of
Administration.
2.
Before any pictures of minors can be published on the St. Mary’s website written consent must be obtained from
parents of each individual child.
3.
No individual phone numbers or addresses should be posted on the website. Email addresses are allowed.
4.
No copyrighted or trademarked material may be used on St. Mary’s website without written permission obtained
beforehand. This includes, but is not limited to, images, logos, graphic elements and text.
5.
The content of all pages on St. Mary’s website must be in conformity with the stated Mission and Vision of St.
Mary’s.
6.
St. Mary’s retains ownership of all content and material on the St. Mary’s website.
7.
Excessively large files must be avoided. “Excessively large” is left to the discretion of St. Mary’s staff.
8.
All outside links provided on any page must be approved by the Assistant Director of Campus Ministry or the
Director of Administration.
9.
No profanity, pornography or any other kind of content that is objectionable will be allowed.
10. St. Mary’s staff reserves the right to add, delete and edit any content on any page on the St. Mary’s website. It
also reserves the right to take away any administrative or contributor privileges.
11. You must be trained by a staff member in order to gain access to the website. To schedule a training or find out
when the next training will occur, please contact Marcel – mlejeune@aggiecatholic.org
I, __________________________________, understand and agree to abide by the above policy.
Signature:_______________________________________ Date:__________________
Name (Print Clearly):____________________________________
Username (used to log in)___________________ Password:_______________________
Email:__________________________________________________________________
Organization(s) and Ministry(ies) that you will be managing pages for:
________________________________________________________________________
15
The Development Office & Fundraising
What is the Development Office?

Due to St. Mary’s unique orientation as a student parish,
there is a financial “gap” of what it takes to run the ministry
and what is given through the Sunday Offertory ($40-50 per
student). Our students are quite generous with their time
and money, but it is not enough to sustain the operational
budget. This “gap” is closed through the fundraising efforts
of the Development Office. Through the Living Faith
Society, Phone-a-thon, Winner’s Choice Raffle, Class Gifts,
grant proposals, personal visits and additional letters and
mailings, the Development Office raises the funds necessary
to provide staff and facilities and to offer programming to the 11,500+ Catholics on campus. Students
(both current and former), parents, foundations and friends all around the world participate in the
ministry of development to make St. Mary’s a wonderful and holy place. All St. Mary’s organizations
benefit from the work of the Development Office, and as stewards of God’s gifts, all organizations have the
responsibility of supporting the efforts of the Development Office.
How can my organization fulfill this responsibility AND benefit our student group?
Fall


Phone-a-thon
 Groups volunteer to call supporters of St. Mary’s by phone.
 Workers receive $7.00/hr and work 3 hrs/night (6 – 9pm)
 9 available positions/night for callers ($189.00/night)
 2007 – top group made $1,500+ for their organization and helped raised THOUSANDS more for St.
Mary's Catholic Center
Parking Lot Operation
 Groups staff the St. Mary’s parking lot and sell spaces before football games
 Suggested number of volunteers – 3 at a time
 Average $300-500/game
Spring

Raffle Sales
 Groups receive prizes based on number of tickets sold
 Organized times to sell available after Mass at St. Mary’s and other parishes (local and out-of-town)
 Possible $350-700 (2006 – 4 organizations earned $350)
On-Going

Cartridge Recycling
 Groups volunteer to collect ink jet and laser printer cartridges from students and faculty of TAMU,
Blinn and businesses around town
 On-going collection and organized collection at end of semester
 Groups will receive $0.25-0.50/cartridge
Additional Notes


Additional fundraising ideas are possible but must be approved by the Development Office. These ideas
will be discussed in light of your organization’s participation in the approved Development Office
activities.
Bake sales, card sales, candy sales or sales of any products are discouraged.
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Assumption of risk forms
An Assumption of Risk form must be filled out with a copy kept at St. Mary’s for all offsite events.
Catholic Diocese of Austin
St. Mary's Catholic Center
ADULT CONSENT and RELEASE FOR MEDICAL TREATMENT
(For adult participants, 18 years of age or older.)
In Case Of Emergency, and in the event that I am not coherent or conscious, I hereby grant the staff of St. Mary's, permission to act on
my behalf in seeking emergency medical treatment for myself in the event that such treatment is deemed necessary.
I hereby give my permission to those administering medical treatment to do so.
I further absolve and release St. Mary's Catholic Center, its Pastor, employees, and volunteers, as well as the Diocese of Austin and its
employees, from any liability whatsoever when acting on my behalf in regard to medical treatment, and in any other respect deemed
necessary should I become incapacitated.
I do hereby, absolve and release the above named for any injuries in connection with Kappa Theta Beta Fall 2008 Activities provided
that said injuries are not the result of gross, willful negligence.
I agree that I am legally responsible for all/any personal actions I take during this trip and agree to be financially responsible for
any/all damages, legal fees, and other costs incurred as a result of my actions/behavior.
I/We likewise release from liability any person(s) transporting me, in a privately owned and/or leased vehicle, to and from any
activities connected with the above named event(s), with the exception of gross negligence due either fully, or in part, to mechanical
failure and/or operator error.
Name of Participant:________________________________________________________________________
Address:_________________________________________ City:____________ State:_____ Zip:_________
Phone: ________________________ Social Security Number:
(Required for treatment in most Hospitals.)
Insurance Company:_______________________________________________________________________
Policy Number:____________________________________________________________________________
Insurance Address / Phone: _________________________________________________________________
Place of employment providing Insurance: _____________________________________________________
Additional comments regarding medical history, allergies, medications, or other conditions:
__________________________________________________________________________________________________
__________________________________________________________________________________________________
In the event of an emergency, please contact the person(s) named below:
Name:
__________________________________________________________________
Relationship:
__________________________________________________________________
Phone Number(s):
__________________________________________________________________
I acknowledge that my signature on the bottom of this page signifies that I am in agreement with all the statements on this form.
Furthermore, I agree to abide by all policies and expectations regarding participation in St. Mary’s events as put forth by my parish
and the Catholic Diocese of Austin's Ethics and Integrity in Ministry policy. I will refrain from any actions / behaviors that are not
consistent with the teachings of the Catholic Church and any that could be potentially harmful to myself and any other participants.
Signature of Participant:___________________________________________Date:_____________________
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Ethics & integrity in Ministry
From our Bishop:
"To share in the ministry of Christ is a great privilege as well as an awesome responsibility. The privilege that
you and I have is the joy of sharing in the mission of Jesus Himself. The responsibility is that we must act in
such a way that is in conformity with the attitude and actions of Christ. In the Diocese of Austin, our 'Policies
on Ethics and Integrity in Ministry' guide our service to others in order that we may always remain faithful
and truly exemplify Christian ethics and personal integrity in our relationships with others."
- Bishop Gregory Aymond
The following steps are key pieces of the effort to make sure that our parishes are safe communities
for everyone. They can be completed in any order. Step one must be completed by all volunteers at
St. Mary's. All of the steps must be completed by volunteers who want to work with minors and
vulnerable adults.
Step 1: Volunteer Information Sheet
1) All volunteers being cleared through Ethics & Integrity at St. Mary's need to fill out an
information sheet. This is a part of the Diocesan process.
2) Hand out the forms at your meetings and turn completed forms into the receptionist
3) If a receptionist is not around, you can leave completed in the Volunteer Information Sheet folder
in the front of the A-Z blue box at the receptionist desk. Blank forms are available at the
receptionist desk as well.
Step 2: Diocesan Application & background check
 Before actively serving in volunteer positions with minors or vulnerable adults, volunteers need
to complete the eAppsDB on-line application at www.austindiocese.org.
 Tell your volunteers that they will not be able to work directly with minors or vulnerable adults
until their background check has cleared (this can take up to 2 weeks).
 Helpful hint- Most of the information needed for the application will be included on a resume so
you might want to suggest that people have their resume handy when they sit down to fill it out.
Step 3: Reference Checks & Interviews
 St. Mary's may require that a face-to-face interview be done before people volunteer and may
check references from the information submitted on the application.
Step 4: Protecting God's Children Workshop
 People who want to volunteer in programs involving minors & vulnerable adults must complete a
Protecting God's Children workshop before they can begin volunteering.
 This should be done as soon as possible and must be done within 90 days of submitting the online application. Protecting God's Children Workshops are offered every semester at St. Mary's
and also at other local parishes.
 Turn in the signed acknowledgement of the Diocese of Austin Code of Ethics form to the
receptionist desk so the parish can keep records of who has attended the workshops.
 Keep the certificate issued at the workshop for your personal records and future proof of
attendance when needed.
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Diocesan Guest Speaker Policy
Copies of Necessary forms can be obtained from your advisor.
Diocese of Austin
Explanation of the Guest Speaker Approval Policy
Guest speakers for the following type of events are to be submitted for approval by the bishop’s office before
they may be invited to speak:
 Any event sponsored by a diocesan office
 Events sponsored by a deanery or a group of parishes or several Catholic schools.
 Events focusing on human sexuality sponsored by a diocesan office, parish or school.
A single parish-based or school-based event does not need speaker approval, even if the event is public (unless
the event focuses on human sexuality). The local pastor, administrator or principal takes responsibility for the
content of the presentation. However, the diocesan Communications Office will consult as necessary in order to
determine whether the event should be publicized.
Even though they are not required to follow this policy, parishes or schools may use the diocesan procedure to
research a speaker’s expertise, reputation and fidelity to Church teaching.
In addition to the above approval policy, ALL speakers at ANY event in the diocese must also present
certification from their home diocese that they are in compliance with their diocese’s policies for safe
environments for children and young people. Specifically, they must present proof that a criminal record check
was completed by their diocese and that they have attended a workshop on preventing child abuse. This may be
submitted either on letterhead or in the form of a certificate.
In addition, the USCCB requires that any priest or deacon from outside the diocese present to the local bishop a
letter of endorsement from his bishop or religious superior before exercising any priestly or diaconal ministry.
The chancellor has a form that can be used to expedite this process.
These guidelines are simply to ensure sound teaching in our Church and to enforce the spirit of the USCCB’s
“Charter for the Protection of Children and Young People.”
Your kind cooperation and understanding will help all of us to provide God’s people the best in pastoral care.
Thank you.
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Diocese of Austin
Guest Speaker Approval Form
(This form is to be used when planning an event with a guest speaker.)
Please complete this form before issuing a formal invitation to a guest speaker. A formal invitation and contract will not
be signed by Bishop Aymond, Msgr. Mulvey or Mary Beth Koenig before approval is given. Please note that every
form submitted must be accompanied by the speaker’s biography, curriculum vitae, or resume as well as a letter of
recommendation from the speaker’s bishop, religious superior, or pastor.
Mail, fax or e-mail the form to: Msgr. Michael Mulvey, Chancellor, P.O. Box 13327, Austin, Texas 78711; fax: 512-6972065; or e-mail: melinda-johnson@austindiocese.org. Attach additional pages as needed. Please allow four weeks for
processing. If you have any questions, please contact the Chancellor’s Office at (512) 697-2003.
NAME OF GUEST SPEAKER:
ADDRESS OF SPEAKER:
NAME OF DIOCESAN GROUP SPONSORING SPEAKER:
DATE OF EVENT:
BRIEF DESCRIPTION OF THE EVENT:
Please include intended audience and anticipated attendance, location and any other pertinent information.
CONTACT PERSON:
Please include phone and email address
Submitted by: ______________________________________
(Form must be submitted by pastor if event is hosted by a parish)
Approved:
______________________________________
Rev. Msgr. W. Michael Mulvey, Chancellor
Date submitted: ___________________
Date:_____________________
Conditions of approval ________________________________________________________________________
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Diocese of Austin
Guest Clergy/Religious Approval Form
A priest or deacon from outside the Diocese of Austin must receive prior approval from Bishop Aymond before
exercising any form of priestly or diaconal ministry in the Diocese of Austin. If a member of the clergy/religious will be
doing ministry in your parish or group, please complete this form and mail, fax or e-mail the form to Msgr. Michael
Mulvey, Vicar General, P.O. Box 13327, Austin, Texas 78711; fax: 512-697-2065; or e-mail to vicargeneral@austindiocese.org. Attach additional pages as needed. Allow six weeks for processing. If you have any
questions, please contact Msgr. Mulvey at (512) 697-2003. **Approval from the priest’s or deacon’s home diocese or
religious community must be received before a formal invitation is extended. **
Name of priest or deacon seeking to exercise ministry in the Diocese of Austin:
His address:
Arch/diocese or religious community of the visiting priest or deacon. If religious, please give the
province address and superior’s name to which the religious belongs:
Name of Bishop/Archbishop AND Diocese/Archdiocese OR Superior AND Province:
Address:
Telephone and Fax:
Name and city of parish where ministry will be exercised:
Ministry to be exercised:
Date:
Name of Parish
City
Submitted by Diocese of Austin Priest/Deacon:
_____________
Date submitted:
Diocese of Austin approval given by: ______________________________
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Date:______________
Alcohol Policy
All members of the parish community, especially those holding leadership
positions, hold a personal responsibility to act as exemplary individuals in all of their
actions, and to avoid bringing scandal to the Faith. All of the organizations and
ministries of St. Mary’s should carry out their activities in a way that models healthy
Christian behavior and obeys civil laws.
Due to the potentially destructive nature of alcohol, special care must be taken in
making any reference to it. Members of St. Mary’s should help to demonstrate by word
and action that it is not necessary to drink alcohol in order to have fun. The serving of
alcohol is not to be included or discussed in any official events of St. Mary’s
organizations regardless of location.
Whenever someone at a St. Mary’s activity issues an invitation to an outside
social gathering or “after-event” get-together, the announcement should only be made
after the meeting is officially over, and any mention of bars or clubs is not appropriate.
In such announcements, alcohol is not to be specifically mentioned, and no member of
the group should ever extend an invitation at St. Mary’s activities to private drinking
parties.
It is imperative to remember that St. Mary’s holds adherence to the law in the
highest regard, and the law should always be followed in relation to alcohol and its
consumption. Additionally, in order to maintain the integrity of official group
communications such as listservs, calendars, and bulletin boards, all posted messages
should be strictly related to business which would be relevant and appropriate in an
official meeting.
Finally, in order to ensure that St. Mary’s activities may remain free of violations
concerning this policy, any infractions committed by an individual or group could
result in actions up to and including membership revocation or organization
dissolution. The faithful observance of this policy will help make all St. Mary’s
activities safe and pleasant. It will help form people in a healthy lifestyle, and it will
reflect positively on the Faith of the Church.
Adopted by the St. Mary’s Pastoral Council on September 4, 2004
22
Campaigning policy
The Pastoral Team of St. Mary’s Catholic Center would like to communicate the following policy
regarding the campaigning of candidates for political offices, whether in civil government or student
government:
1. St. Mary’s Catholic Center does not endorse any particular candidate or party.
2. Printed campaign literature promoting a particular candidate or party is not allowed to be
distributed on church property.
3. The personal wearing of clothing, jewelry, buttons or pins promoting a particular candidate or
party is not prohibited.
4. St. Mary’s organizations are not to endorse any particular candidate or sponsor events in favor
of a candidate.
5. It is acceptable for St. Mary’s to host a special event forum of the candidates in an election. No
particular candidate or party is to be endorsed in this forum. All candidates for the office
should be invited, and it can still be held even if some candidates choose not to attend.
6. Regarding the meetings of St. Mary’s organizations:
a. Candidates or their staff members are welcome to attend meetings.
b. No announcements promoting a particular candidate are to be made within the time
frame of a meeting of a St. Mary’s organization.
c. Candidates or their staff members are welcome to have informal conversations with
people before or after meetings. If the candidate or supporter wishes to say something
to the group, it needs to be done by someone other than a leader of that organization,
and it needs to be done clearly outside the time of the meeting (either before the
meeting has officially begun, or after the person running the meeting has made it clear
that the meeting has concluded).
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Quick Reference Sheet
 Purchase orders and tax exempt forms are issued on Tuesdays and Fridays and must be
requested prior to the day of issuing. See page 3 for more information.
 Checks (to vendors or for reimbursement) are issued on Fridays and requests must be made
by noon the Friday before. See page 3 for more information.
 All items (including food) brought into the kitchen should have a plan for being removed from
the kitchen after the event. See page 6 for more information.
 On-campus Reservations and advertising are coordinated through the Catholic Students
Organization. See page 11 for more information.
 St. Mary’s Room Reservations are made through Lucy Batten by filling out a form available at
the Receptionist Desk. See page 10 for more information.
 St. Mary’s Van Reservations are made through Glenn Schroeder at
gschroeder@aggiecatholic.org or at 979-846-5717. See page 13 for more information.
 Website Training can be arranged with Marcel LeJeune at mlejeune@aggiecatholic.org or at
979-846-5717. See page 15 for more information.
 Development Office Fundraising projects can be coordinated with Rachel Johnson at
rjohnson@aggiecatholic.org. See page 16 for more information.
 Sunday Bulletin announcements should be submitted 2 Fridays (9 days) prior to the Sunday it
will appear. Email announcements to Lucy Batten at lbatten@aggiecatholic.org.
 Bulletin Board postings should be dated and initialed be a receptionist prior to posting.
24