Table of Contents -...

Paul A. Juárez of 18 7/17/2014

Table of Contents Welcome ...................................................................................................................................................... 3

Pre-requisites: EIM Compliance & Training ........................................................................................... 3

Dress Code ................................................................................................................................................. 3

The Role of the Sacristan ......................................................................................................................... 4

Before Mass ................................................................................................................................................ 4

Sanctuary Setup ......................................................................................................................................... 9

During Mass ................................................................................................................................................ 9

After Mass ................................................................................................................................................. 11

Working with Priests in General ............................................................................................................. 11

Serving for Fr. Bud at Daily Mass .......................................................................................................... 11

Serving for Fr. Kurtis at Daily Mass ....................................................................................................... 11

Visiting Priests .......................................................................................................................................... 12

Serving at Communion Services............................................................................................................ 13

Serving at Funerals .................................................................................................................................. 13

Serving in the Chapel for Masses .......................................................................................................... 14

Inclement Weather ................................................................................................................................... 15

Lost & Found ............................................................................................................................................. 15

Emergencies ............................................................................................................................................. 16

Dependability and Schedule Changes .................................................................................................. 16

Attachment 1: Church Diagram .............................................................................................................. 17

Attachment 2: Fire Extinguishers in the Church .................................................................................. 18


Welcome

Welcome to this important liturgical ministry. We are thankful that you are continuing to serve as a Sacristan. The purpose of this manual is to give you basic information, procedures, and guidelines for serving at Mass.

Pre-requisites: EIM Compliance & Training To remain a Sacristan, you must first become certified in the Ethics and Integrity in Ministry (EIM). Visit www.austindiocese.org/offices-ministries/offices/ethics-and-integrity-ministry-office for the application, workshop dates and for more information. Complete the one-time only and free Application for Ministry and Background Check. Click on “EIM Application for Ministry and Background Check” under “EIM COMPLIANCE REQUIREMENTS” to get started. Then, arrange to take the required Protecting God’s Children EIM workshop. Click on “EIM Workshops” under “Quick Links” to start this workshop process. If this is your first time, then take the Basic Workshop. If you have already done so, then you will need to take the Refresher Workshop (or Basic Workshop) every three years. There is a full list of workshops on the Diocesan website. You may also check the SJN Bulletin or call the SJN Office for upcoming workshops at the parish. All liturgical ministers have 60 days from the beginning of the new Mass Volunteer Schedule to complete these requirements before being removed from service or 60 days after their EIM compliance status expires, whichever occurs first. We value all of our volunteers and we hope that they can continue to serve at SJN. However, we aim to protect the safety of vulnerable children and adults and to remain in compliance with the Diocese’s EIM policies. We will gladly help anyone through the EIM process and we hope that this requirement will not impede anyone from serving. Secondly, you must be trained by this parish. This includes the reading of this manual, attending a Daily Mass Sacristan Training, and “job shadowing” a Sacristan. If you have studied, trained, and served elsewhere, you may be permitted to undergo an abbreviated training that includes a review of this manual and consultation and approval by the Liturgy Coordinator.

Dress Code Please dress simply, modestly, and appropriately. A nice collared shirt with khaki or dress pants are most appropriate for men. For women, a knee-length or longer dress, skirt, or long pants would be appropriate, along with a top that does not have a revealing neckline. On special occasions, it would be more appropriate to dress-up in a suit and tie for men and nicer outfit for women. A bare midriff, too low of a neckline, tight clothing, colors far brighter than is customary

http://www.austindiocese.org/offices-ministries/offices/ethics-and-integrity-ministry-office


for our community, blue jeans, shorts, and t-shirts (even those with religious slogans or pictures) are inappropriate for Mass. 1

For Mass, sacristans will be in regular dress. An exception has been made for Bill Quick who may wear his cassock and surplice. Thus, it is important that sacristans dress well for the dignity of the Mass and as an example to others.

The Role of the Sacristan “The sacristan, … diligently arranges the liturgical books, the vestments and other things that are necessary” for the celebration of Mass.2 They work behind the scenes assisting the clergy and other ministers prepare and serve at the Mass. Most of all, they prepare their hearts and minds for the Holy Sacrifice of the Mass!

Before Mass 1. Arrive at least 30 minutes prior to Mass. Turn on the lights in the Church and Sacristy. If

in the Church, use the light panel setting of Mass. Log-in with the passcode 8746 (last four digits of our zip code), go to “Services,” then “Mass.” If in the Holy Family Center (HFC), turn on all the lights.

2. The Church doors automatically lock and unlock. You will need a Sacristy Key to enter the Sacristy. This key also unlocks the Flower Room and Usher’s/Hospitality Room. Church keys are primarily not given to Sacristans.

3. On occasion, if in the Church and if on Monday, please put out the Daily Mass furnishings. These include and are stored as follows. The reason is setting up is a bit noisy and distracting. Thus, we want to do this before most people arrive.

a. Altar- at the time of this manual publication, it is in the secondary confessional nearest the statue of Mary. It should be placed in front of the transept steps left of the main aisle. Leave enough room between the altar and steps for the priest and Sacristan/Server to move behind.

b. Lectern- behind the Sanctuary wall nearest the Credence Table. Place it to the right of the altar if facing the altar.

c. Small Credence Table with super corporal- in the same place as above. Place it on the first step near the Cantor Lectern.

d. Pedestal- placed to the left of the priest’s chair. It is the medium height blonde pedestal.

e. Chair- for the priest. Place it to the right of the pedestal.

f. Bells- moved near the Sacristan/Server’s chair

1 Corinna Laughlin, Kenneth A. Riley, and Paul Turner. Guide for Extraordinary Ministers of Holy

Communion: Second Edition. The Liturgical Ministry Series. (Chicago, IL: Liturgical Training Publications, 2013), 67-70. 2 Laughlin, Corinna and Turner, Paul. Guide for Sacristans: Second Edition. The Liturgical Ministry Series.

(Chicago, IL: Liturgical Training Publications, 2011), 26.


Mass Setup

Prepare the following sacred vessels and books in the following manner. Please read through as there are a few changes.

# Item Preparation Description

1. Lectionary Set it to the correct date. If there are optional readings, ask the priest which readings he would prefer. Place it on the Ambo, open to the readings of the day.

2. Roman Missal Set it according to the Ordo. If options are available, present those to the priest for a decision. Once the priest has approved it, take it out to his pedestal.

3. Book of intercessions Paper clip it to the correct date. Place the Post-It Note with the downward arrow just above where the priest begins reading. Then place it on the Ambo shelf.

4. Main Chalice- for priest Use the one according to which priest is serving. Use the spare chalice for Visiting Priests. Place it on the Credence Table.

5. Main chalice purificator 1

6. Paten w/host Use the 2 ¾ (medium) size host. Be sure to use the wheat one, not the white one for Adoration.

7. Pall Place over the paten

8. Corporals Three that go over the pall and under the chalice veil. Check them after Mass by carefully opening them to see if there are Blood stains or particles of the Host. If so, shake or ring it out in the Sacrarium. Then put it in the linen basket. If it’s clean, put it back in the drawer to be REUSED. Corporals should also be on the Credence Table.

9. Chalice veil It should match the liturgical color of the season and if possible, the design of the priest’s vestment. It goes on last over the entire main chalice.

10. Tabernacle Key Place it on top of the chalice veil.

11. Chalice(s) Two and unfilled. Use the new chalices ONLY. Place it on the Credence Table.

12. Purificators Two purificators (or enough for each chalice). Stagger them for easy counting and pick-up. On the Main Credence Table there should always remain two extra in case the Precious Blood is spilled.

13. Ciboria Two should generally be used. Check the Tabernacle to see how many are in there and how full they are. If need be, you may combine hosts into one ciborium. Then purify the ciborium and reuse it for the Mass. Place it on the Credence Table.


14. Towel One small towel. Place it inside the basin/lavabo. It’s for the purifying/washing of the hands

15. Ewer/pitcher and basin Use the gold set, not the glass set. Place it on the Credence Table. Fill the Ewer with some water.

16. Cruets (2) Use the small glass one for the water and the larger glass pitcher for the wine. Place it on the Credence Table.

17. Hosts for people Smaller hosts based on the number of the faithful and any other needs like Communion to the Sick. We want to keep at least 20 consecrated hosts in the Tabernacle at all times.

If requested, prepare a low-gluten host in the special pyx. Place it on the Credence Table.

18. Wine Fill the chalice about 1/4- 1/3 full

19. Altar Light the candles on the altar last. Use the tapers at the Altar Server Table to do so. Make sure the altar is clear except for the candles.

20. Candles If the candles need to be changed, do so. Use the 2 x 15 inch candles for the Holy Family Center and the oil canisters for the oil candles in the Church.

Purificators

staggered for

easy counting &

pick-up.

Use the larger

glass pitcher

instead now.


Setting the Missal

We will now pause to practice setting the Missal.

Other New Setup Changes

1. Please place all of the sacred vessels on the Daily Mass Credence Table on the stage and not the altar. The altar should only have the altar cloths and candles on it.

2. The black rolling cart may be left behind the curtain or returned to the Sacristy after it’s been used to setup the Credence Table.

3. Main Credence Table- be sure that there are two spare purificators and the glass vessel for soiled hosts.

4. The Sacristy door- if in the Church, please close but do not lock the door. If in the Holy Family Center Sacristy, close and lock the door. We are trying to avoid theft.

5. Sacristan/servers will only wear regular clothing. Bill Quick may wear his cassock and surplice if desired.

6. Sacrarium in the HFC Sacristy- new location.

7. Any vestments, linens, or other things used at Mass that are irrevocably stained, ragged, or undignified for use at Mass should be set aside with a note for the liturgist. They will then be replaced (if needed) and properly disposed.

1 Chalice according

to the priest & day.

2 Purificator

3 Paten

4 Medium Host

5 Pall

6 3 Corporals

7 Chalice veil

(Not shown)


Adoration Setup

(If closing Mass with Adoration)


1. Corporal Place it on the altar or Monstrance Shelf first. It should be removed after Adoration.

2. Monstrance (and Base/Tabor?) Place it at the front of the altar. If the new monstrance is being used, place the base/tabor underneath the monstrance.

3. White Host The host should be changed the first Wednesday of every month. If time for a change, place the largest host on the Chalice and a medium size white host over it.

4. Candles Four candles should be ready for Adoration. For now these are wax but they will be changed to oil in the future. If in the Holy Family Center for the summer, please only use the two candles on the altar.

5. Cope Usually white but it can be the red one if it matches the liturgical color of the day

6. Humeral veil Should match the color and style of the cope. In the Church it is placed on the black cart by the Altar Server Table. In the HFC it is placed on a chair near the Tabernacle.

7. Order for the Solemn Exposition of the Holy Eucharist

Green book

8. Adoration Worship Aid Placed inside the adoration book above. If in the Chapel, copies should be place in the pews and in the back. If in the HFC, place copies in the chairs.

9. Thurible Used if using the solemn form of exposition, which is the usual form that we use at this parish.

10. Coals & tin One coal is sufficient. Be sure it’s placed inside the tin. These should be lit at least 10 min. before Adoration. Throw away the used coals in the metal bucket outside the HFC hallway door or outside the Church in the small patio space.

11. Incense Make sure the boat has enough incense in it.

12. Lighter

13. Taper Preferred method of lighting and extinguishing candles.

14. Kneeler Placed in front of the altar in the Chapel or HFC. When not in use in the Chapel, it should be placed against the wall on the right-side of the altar near the window.


Sanctuary Setup

During Mass The following are only the changes or reminders for serving and not all of the procedures. The latter will be added in future manual editions.

1. Ring the Sacristy Bell to signal people to stand for the Mass. If in the Church, use the bells hanging outside the Sacristy. If in the HFC, ring the single bell located on the counter (TBD in the HFC).

2. During the epiclesis, give the bells a single ring at half-power. At each elevation of the Host and Chalice, ring the bells three times for about 3 seconds.

3. In general, hold the book for the priest.

Holy Family Center


4. If a seminarian is present, let him altar serve and you should be the Sacristan and EMHC only.

Communion Line-up: HFC

Communion Stations: HFC

Be sure the Chalice Ministers face sideways. This will be communicated to them this week.

Communion Line-up: Church Transept Picture forthcoming.

Communion Stations: Church Transept

Picture forthcoming.


After Mass The following are only the changes or reminders for serving and not all of the procedures. The latter will be added in future manual editions.

1. Purifying vessels- If not already done so by the priest or deacon, consume any Precious Blood or large particles of the Consecrated Hosts. Then pour water into the vessels, swirl it around, and then consume the liquid. After that, it is ready for washing.

2. Washing the sacred vessels

a. Remove rings to avoid scratching vessels

b. Use the Dawn and sponges to clean the sacred vessels. Once a less harsh soap has been made available, use it instead of the Dawn soap.

c. Use the white felt cloths to dry the sacred vessels. Use the white towels only for glass objects. We want to avoid scratching the vessels.

d. When finished, place them back in their protective black cloths. Store lids separately from the ciboria.

3. If someone offers to help you purify or clean the vessels, make sure they know how to do so as described above.

4. If you notice low inventory of a Mass item, please mark it on the Sacristy Inventory Check-List (forthcoming) or notify the liturgist by phone.

5. When finished cleaning up, close and lock the Sacristy door.

6. Be sure to turn off all the lights. If people are still there praying and in the Church, change the light setting to “Daily Mass Transept.” If in the HFC, leave the #1 light switch on the second row on all the time.

7. Return your Sacristan Badge and retrieve your personal belongings before leaving.

Working with Priests in General We should be assistive and guiding in working with priests. We do not want to boss them around or act as the liturgy police. When there are questions or options available, we want to present those items to the priest for a decision. You may make recommendations but don’t assume things. In general, we want a balance between Church rubrics, our St. John Neumann procedures that have been established by our clergy and taught to our volunteers, and the wishes of our clergy.

Serving for Fr. Bud at Daily Mass Fr. Bud will bring or repose the Blessed Sacrament from the Tabernacle if a deacon is not present. He will read the intercessions at Mass. The Sacristan will need to purify the vessels after Mass.

Serving for Fr. Kurtis at Daily Mass Fr. Kurtis will bring or repose the Blessed Sacrament from the Tabernacle if a deacon is not present. He will read the intercessions at Mass. He prefers that the altar server/sacristan hold the Missal for him. Fr. Kurtis will purify the vessels at the altar after Communion. Be sure to take him the cruet of water when appropriate.


Visiting Priests We want to be welcoming and guiding with visiting priests to help them celebrate Mass. To that end, please do the following to help them prepare for Mass.

1. If in the Church and if it is the priest’s first time to the parish, wait in the Narthex in front of the green wall to meet and welcome the priest. If not, remain in the Sacristy. If in the Holy Family Center (HFC), please wait in the back of the building if it is their first time or in the Sacristy if it is not.

2. Show the priest to the Sacristy where he can put his belongings, sign-in on the Visiting Priest Calendar (next to the Mass Sign-in Book). Let him know that his stipend will be sent at the end of the month.

3. Show him where our vestments are and let him choose which one he prefers.

4. If it is his first time serving, discuss with him your role, if he will read the intercessions or if the lector needs to do so, if he needs for you to bring and repose the Blessed Sacrament from the Tabernacle (only if he is not physically able to do so), how you process in and out, and the layout of the Sanctuary.

5. Communion- please go over with him how Communion works. This should include when the minister’s line-up, how Communion is given to them, and where the Communion Stations are located. Please use the attached Communion chart to help explain.

Problems

If the priest does not arrive at least five minutes before Mass, use the priest visiting schedule in this binder to call the priest. Ask if they are on their way, ETA, and if they need help locating the Church. Know that Fr. Jim Evans and Fr. Bud will show-up 5 minutes before Mass.

If the priest does not show up or you are unable to contact him, then call the liturgist at 432-230-0677. He will contact our clergy to get a sub.

If Mass needs to be delayed, announce to the parishioners the following from the front. You may adjust the wording if needed. However, do not embarrass the priest and always remain professional.

The Mass will be delayed for ____ minutes. We apologize for this inconvenience.

Confession

1. Show the priest where the confessional is located.

2. Help them vest in an alb and cincture if they wish.

3. Offer them a bottle of water (in the lower cabinet next to the First Aid Kit in the Church or in the fridge if in the HFC). A purple stole is in the confessional.

4. Confessions begin at 4 p.m. and ends at 5 p.m. If they go past 5, please ask them to try to wrap-it-up by 5:15 so that they can prepare for Mass.

5. There is no lighting system to designate if the confession is available. The door open means it’s vacant; a closed door means it’s occupied.


Serving at Communion Services You will still be needed to be at Communion Services. In working with Deacon Mike, the only thing you will need to do is to put the key in the Tabernacle, remove it after the service, as well as turn on and off the lights. You will not need to help with Communion. Deacon has his own set of readings, intercessions, etc. prepared. Please offer to assist him with anything else that he needs. Deacon Manuel will require mostly the same services as above. However, you should check with him to verify. When these have been scheduled, you will be notified so that you are aware of the change. Please contact our liturgist if you have any questions.

Serving at Funerals Occasionally, we are in need of help preparing for funerals. Although our liturgist is present, he is sometimes tied up in showing family members how to serve, showing altar servers how to serve, working with the funeral home, the family, and clergy that he is unable to finish the Mass setup in a timely manner. Thus, please consider serving as the Sacristan when asked. These Masses are more like a weekend Mass than Daily Mass. We will have lectors, ushers, EMHCs, Altar Servers, and funeral home personnel serving at the Mass. You will need to prepare the following items in addition to the normal Mass setup. Sometimes when possible, these items will already be prepared the previous day, but please check to make sure they are completed before Mass.

Funeral Setup


1. Pall The large white cloth with a decorative strap that goes over the coffin. This should be in the back of the church on a table or pew near the coffin for easy access. If there is no body (urn, memorial service), then don’t put this out.

2. aspergillum/sprinkler This should be in the back of the church with a server or on a table near the coffin for easy access.

3. Order of Christian Funerals

The priest usually brings his own but if he doesn’t please put out this book in the Sacristy for the priest to mark and use.

4. Chasuble & Stole for Funerals

These vestments match the pall. Please hang it on the outer cabinets for ease of use.

5. Dalmatic & stole If a deacon is serving, please hang these vestments out for his use.

6. Readings, Intercessions, & Presider’s Notes

The Organist will set the readings out in a white binder at the ambo, presider’s chair, and Cantor Lectern. Please verify that this was done.

7. Thurible, stand, boat, and incense.

The altar server should prepare this. You may need to help them if asked. Be sure they put the foil tin over the foil-lined bottom/base.

8. Paschal Candle If needed, please check with the Liturgist if he needs help in setting this out. It should be placed in front of the steps of the Church in the center of the altar. If in the HFC, it goes in front of the stage in the middle of the altar, but leaving from directly


in front of the stage for the EMHCs to line-up for Communion.

9. Hosts & Wine Put out enough for the expected Mass attendance. You may want to put less wine in the chalices since even less people receive than at weekend Masses.

10. Microphones Changing the battery, turning it on. If it’s a visiting priest, show him how to use it.

In assigning the EMHCs, use the front Communion Stations. If it is a larger Mass, assign the ministers stations as appropriate. Tell them to sit in their normal seats or if it is a small Mass and they wish, they can sit in the main Nave behind the families but near the end of an aisle. Last, you are welcome to attend any reception following Mass in thanksgiving for your service.

Serving in the Chapel for Masses This section will be further updated once we are back in the Church and Chapel following construction. Occasionally we have OPUS Healing Masses, a small wedding or convalidation, CRHP Retreat Mass, or other small Masses in the Chapel. In addition to the normal Mass preparations, you will need to do the following or work with the liturgist to complete the items.

Chapel Setup


1. Lectern Use the same one as for Daily Mass. It is placed to the right of the altar if facing the congregation.

2. Kneeler Move the kneeler out of the Chapel and place it in the Flower Room or by the Altar Server Table.

3. Candles Use the two wax candles that are currently used for Daily Mass in the HFC. Place them on the altar

4. Trays Use the trays to help carry the sacred vessels over to the Chapel

5. Bells Bring the bells over and place the near your seat by the window.

6. Seating The server sits on the far-right side near the windows and credence Table

7. Credence Table Place a corporal on it and then the rest of the vessels. You may have to stack things like books or linens.

8. Readings, Intercessions, Use the same books as used for Daily Mass

9. Hosts & Wine Put out enough for the expected Mass attendance. Put out one new ciborium with enough hosts for the Mass.

You may use the black cart to roll everything to the Flower Room. From there you can use the tray or hand carry things to the Chapel. The priest will use this ciborium as he will be the only Body of Christ Minister. Two other ministers will serve the Precious Blood, one on each side of the altar. Please see the picture below for a visual diagram.


In reposing the Blessed Sacrament, the priest will take it back to the Tabernacle in the Church. You may wait for him in the Chapel. In the meantime, clear the altar.

Inclement Weather In the event of severe weather, the parish closure will follow the Eanes Independent School District (EISD) advisories. If the district delays school openings, the parish will delay its opening until the time EISD schools open. If the district cancels school, the parish office will be closed. In either scenario, the liturgy of the day will most likely be suspended/cancelled. If there is a cancellation, I will notify you by text or phone call. Thus, please send me your preferred method of receiving such notices. In general, I would like to send you all a text message to ensure immediate notification while minimizing the chance of disturbing your sleep or family if the decision is made late at night the day before or early in the morning the day of the bad weather. However, if you prefer another method, please let me know. Also, be sure to watch or listen to the news for such delays or cancellations by EISD. This will give you a good idea of whether Mass is cancelled. Once the decision is made, the Communications Director will also send an e-mail to parishioners and post on Facebook and our website notices of such cancellations. While we want all to be able to receive the sacraments, we also want to keep people safe during severe weather days. Hence the new policy. If you have any questions, please let me know.

Lost & Found Place personal belongings left behind by parishioners in the Lost and Found box. It is located in the Usher’s/Hospitality Room in the middle drawer above the First Aid drawer. It will be labeled soon. In the Holy Family Center, is in the Sacristy under the middle metal counter. It will be checked on Tuesdays and taken to the parish secretary’s office Lost & Found drawer for safekeeping and collection.

Body of Christ

Chalice Chalice

Altar

Sacristan

Seating


Emergencies First Aid Kit- this is located in the Usher’s Room and Sacristy in the main church in a

drawer marked “First Aid.” There is an AED defibrillator in the First Aid drawer. In the Holy Family Center it is in the Sacristy under the metal counter.

Exiting the building- In case of fire or other emergency requiring a vacate of the building, please direct people to the emergency exits and help the elderly safely exit the building.

Fire extinguishers- these are located throughout the church. Please see Attachment 4 for their location. In the HFC, it is located in the hallway with the bathrooms.

Phone- if necessary, please call 911 using your cell phone or the phone in the Sacristy. Dial “9” to get an outside line.

Power Failures- In the Church, we have automatic lights that will turn on for 90 minutes in case of power failure. Please call the electric company power outage number. It is located on the list of emergency numbers near the phone.

Dependability and Schedule Changes In general, sacristans serve permanently for an indefinite period. If you need to be absent for illness, vacation, work, or other, please contact your fellow sacristans for a substitute. You may offer to switch days with them if need be. You will be given a contact list with everyone’s contact information. The liturgist may substitute as a last resort if no other sub is found. His only day off is on Mondays and so we ask that you try to respect that day. Once a substitute is found, please notify the liturgist so that we know we are covered for the Mass.

For any questions, concerns, or suggestions, please contact:

Paul Juàrez Liturgy Coordinator

St. John Neumann Catholic Church [email protected] 512-328-3220, ext. 107

mailto:[email protected]


Attachment 1: Church Diagram


Attachment 2: Fire Extinguishers in the Church

Usher Usher

Off limits to the public

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