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Calendar Project Guidelines
It is recommended that all Group Leaders take the time to review
the guidelines posted in this section. The guidelines govern how the
Calendar Project is run as well as mention the responsibilities of the
Group Leaders.
The information is current and effective March 1, 2006.
Preamble
The Calendar Project is the reservation system that manages all the meetings, events, and activities throughout St. Barbara Parish in various locations. Its purpose is to provide a central point for Group Leaders within the Parish to submit reservations and to avoid any possible scheduling conflicts that may arise.
The purpose of the guidelines in this section is to inform the Group Leaders that use the Calendar Project of the manner in which the system is maintained, what they responsibilities of the Group Leader are that use the system, and provide other pertinent information directly related to the Calendar Project.
Methods of Contact
There are two email addresses that are associated with the Calendar Project.
The first email address is used for all correspondence related to the Calendar Project, Annual Calendar Process, or any other Parish related activity.
The other email address is used exclusively for handling all requests made via the Submission Forms and may not be used for any purpose outside of responding to a submission.
It is recommended that both email addresses be added to the address book or safe list of email addresses in order to prevent the messages from being filtered as SPAM or Junk mail.
Privacy Statement
The Calendar Project does not share any personal information with any individual or company outside of the system. All email addresses, phone numbers, and home addresses are keep private and are only used as necessary.
Sponsor notice
The Calendar Project website and its domain is owned and maintained by Network XXIII for the purpose of sustaining the reservation system for St. Barbara Parish.
The Calendar Project requires the use of third-party services or programs to facilitate the website. At no time does the use of these services or programs indicate endorsement of those services or programs or the parties that maintain their products.
Terms of Use
The Calendar Project website is designed for use as a means for Group Leaders to keep up-to-date with the progress of the Calendar Project and submit requests for reservations for their respective groups. The information provided on this website is intended for a exclusive viewing audience and not meant to be distributed to the public.
Using the Calendar Project website
Viewing the Calendar Project website is best done using the latest version of either Internet Explorer or Netscape Navigator browser with a screen resolution of 800 x 600 or better.
The documents provided on this website can be downloaded onto your computer and view either with Microsoft applications such as Word and Excel or viewed within the browser using the free Adobe Acrobat Reader. No special plug-ins or programs are required to use the Submission Forms.
Form usage and abuse
The availability of the Calendar Project and the use of the Submission Forms are intended to be accessed only by the Group Leaders that are part of the system. The Calendar Project website may not be used by anyone who is not part of the system. The Main Online Calendar is a product of the Calendar Project and is available to the general public via the St. Barbara Parish website.
Guidelines for Group Leaders
Definition A Group Leader is defined as a person that is in charge of managing the reservations for one or more groups or organizations that conducts business or activities within St. Barbara Parish.
Responsibility It is the responsibility of the Group Leader to maintain the integrity of the Calendar Project for their group or organization.
The Group Leader must use the Submission Forms to initiate or cancel a reservation for their group or organization unless a series of reservations are being made during the Annual Calendar Process.
If a Group Leader is no longer in charge of or active in a particular group or organization for which they are making reservations, then it is the responsibility of the outgoing Group Leader to contact Calendar Control with the name, email address, and telephone number of the incoming Group Leader that will be taking their place.
Integrity Maintaining the reservations within the Calendar Project is done with submissions made from Group Leaders either by using the Submission Forms or contacting Calendar Control via email. At no time can a reservation be initiated, cancelled, or modified based on an announcement or listing printed in the Weekly Bulletin, Thursday Tidbit, or any other media that advertises events for the Parish.
Guidelines for Calendar Scheduling
- The 12-month period known as the Calendar Year runs from September 1st through August 31st of the following year. During that time all reservations must be made via the Submission Forms.
- Reservations are made for the following locations: Prairie A, Prairie B, Windemere Room, Rectory Clubroom, and the Faculty Room.
- Notifications of Events are made for either the Parish Commons or St. Barbara Church. At no time can either of these locations be confirmed for availability via the Calendar Project.
- The Music Room cannot be reserve at any time except to show weekly practices that occur throughout the year for the different music groups within St. Barbara Parish.
- All submissions made via the Submission Forms will normally be processed within a 24 hour period, or by the end of the following day at the latest. If for any reason a submission cannot be processed in a timely manner, then the Group Leader will be contacted as to the nature of the delay and the anticipated time the submission will be processed.
- Any cancellations, for any reason, are asked to be made as soon as possible to allow for other groups to reserve the location, if possible.
- Changes to an existing reservation in the system can be made either via the Modification Submission Form or by responding to the confirmation email with details of the changes that need to be made.
- All reservations will be posted and available to the public via the Main Online Calendar. The Main Online Calendar is updated as necessary but not less than once every 10 days.
Guidelines for the Annual Calendar Process
- All submissions for the Annual Calendar Process are made between May 1st and the Friday before the first day of school for St. Barbara Parish.
- All Priority 'A' groups will be entered into the Annual Calendar based on the schedules made from the prior year and do so before any other group is entered into the system.
- All Priority 'B' groups will be entered after all Priority 'A' groups have been loaded into the system.
- All Priority 'C' groups with a specific date, location and time may be entered into the system after all other priorities groups have been scheduled.
- Once the Annual Calendar Process is complete, any subsequent requests for locations, dates and times will be dealt with on a first-come, first-serve basis regardless of priority and govern under the Guidelines for Calendar Scheduling posted above.
Changes to Guidelines
Any updates, modifications or additions to the Calendar Project Guidelines will be accomplished in a timely manner. Those changes will be posted in this section as well as be sent to all Group Leaders.
Updates to the Calendar Project Guidelines can come either from the suggestion of a Group Leader or as a recommendation from the Parish Council. It is the responsibility of Calendar Control to ensure that all guidelines are in accordance with the current policies of the Calendar Project and to inform the Group Leaders of any changes to the guidelines.
