Guidelines Re Supply Clergy and Organists (complied by several supply clergy, rectors & organists)

[*applies to both clergy & organists]

 

Preliminary Question:

Does the Diocese require canonical residence, a license to officiate, permission, and/or notification regarding supply clergy?

 

*1.       Driving directions to the church (with approximate driving time). [Would a meeting between the supply minister/organist and the rector/vicar/organist be helpful, and would this provide a “dry run” to the church? Also, the locations of bathrooms and the layout of the church, microphones, etc. could be determined.]

 

*2.       Time(s) of the Service(s)

 

*3.       Who will open and close the building, and at what hours? How can this person be reached by phone/email?  [Should the supply minister have a key(s), just in case…..?  Is there a back-up key source?]

 

*4.       Who will be responsible for the lights and the air conditioning/heat?

 

*5.       Is there an amplification system, and who is responsible for its operation?

 

*6.       Where are an accessible telephone and telephone directory? Is a key needed for access?

 

*7.       Is the supply ministry for Sunday Services and weekday Services?  What are the specific dates?

 

  8.       Whether on Sundays and/or weekdays, does the supply ministry include:

a) routine or emergency pastoral care at the church, in homes, or in hospitals or other locations?

                Is this ministry included in the stipend, or is it to be added?

[On Sundays clergy might have scheduled personal engagements after the final Service, and it should not be assumed that (s)he is available.] 

            b) any educational component? (class, forum, etc.)

            c) Baptisms?  Weddings?  Funerals?

 [Some clergy will officiate only at Baptisms and Weddings for which they have provided the preparations. Baptisms and Weddings should not be “sprung” on supply clergy.]

 

*9        What heated/air conditioned office may the supply minister/organist use, especially between Services?  Is there a breakfast between Sunday Services?  Is there a refrigerator with juice available (especially for diabetics)?

 

*10.     Supply clergy and organists should receive the Sunday leaflet by the Thursday before the Service.

                        [faxed, emailed, snail mailed]

 

  11..    With regard to the Service(s):

              a) Are church tower bells or nearby sirens likely to go off?

  b)  Are there persons likely to be in the congregation whose    behavior is unconventional?

                        (interruptions, prolonged intercessions, etc.)

            *c) What vestments should be taken to the Church by the supply minister/organist?

            *d) Which Rites? Eucharist and/or Morning/Evening Prayer?

              e) Who will count the worshipers and those receiving Communion, and who will record the data?

            *f) Will there be music?  Is the officiant expected to sing the service music?

              g) Who will be responsible for maintaining a quiet atmosphere before Services?

              h) Who will supervise the lighting of candles, etc. by acolytes and the lining up of the procession?

              i)  Are bells and/or incense used?  What is the pattern for the bells?  Can these be omitted, if the supply minister is unfamiliar with their usages?

              j) Is genuflection customary?  If so, when?

            *k) Is silence kept for a space after Readings?

              l) What portions of the Service(s) will be led by others?

                  By what time should all assisting persons arrive to vest? Is there a clear deadline?

              m) Will there be an acolyte(s)?  Altar Guild?  Chalice Bearer(s)? 

              n) Are Celebrations facing the people?

              o) Is there a greeting or a “Call to Worship” prior to the Opening Acclamation or Opening Sentences?

              p) Is there a children’s homily?  If so, at what point?

              q) Is there a special ceremonial for healing or for those with birthdays, anniversaries, etc.?

              r) How is the Gospel read? [a procession, from the sanctuary, from the pulpit]

              s) What sermon length is customary?  Are sermons omitted at early and weekday services?

              t)  How is the Peace passed?

              u)  Who will make announcements, and when?  [Supply clergy should not be asked to make several announcements, especially with unfamiliar names.]

              v) How will the Celebrant know whether Communion needs to be taken to someone(s) in the pews?

              w) With what method(s) is Communion administered?  (intinction?)

             *x) Are there conflicts that supply people should know about?

               y) To what extent is the congregation composed of people who would eagerly identify themselves as charismatics, born again, or participants in Cursillo? What praying/singing postures can the supply minister expect?

   z)  How are Lay Eucharistic Ministers commissioned to administer home communions after the  Service?       

             aa) Who will be handling the offering after the Service?

           

  12.     Who is responsible for responding to strangers asking for financial assistance?

 

*13.     What is the stipend? Is the stipend less than the diocesan recommendation? When will the stipend be paid, and by whom?

 

  14.     What are the names and phone numbers of the Wardens?  In the absence of the rector/vicar, is the senior warden “in charge” of the parish, and is (s)he an informed resource re liturgy in the parish?  [In most cases, including summer supplying, the supply priest is not an interim or priest-in-charge with decision making responsibilities; this must be made clear.]

 

 15.      Are there building security issues between services?  Who is responsible to be on hand for this precaution?   

 

 

Primarily Organists

[*relevant to clergy]

 

  1.       What are the location of on/off switches for instruments, lights on the console & pedals, any anywhere else relevant?

 

  2.       List of stops and keys that don’t work

 

*3.       Acoustical problems

 

  4.       Choir rehearsal schedule; is the rehearsal expected to start promptly? 

 

  5.       Does the rehearsal begin and/or end with prayer; if so, led by whom?

 

*6.       If there is a procession of choir and clergy, what is the cue for music?

 

  7.       What are the misprints/transpositions of items in any printed bulletin?

 

*8.       Is there any local custom not printed in the bulletin?

 

*9.       If there is more than one Service, and the bulletin does not state which portions of the Service are sung at which Service, the organist will need that information.

 

*10.     Which hymns are announced?

 

*11.     Are all stanzas of hymns to be sung if there is no printed or vocal statements to the contrary?

 

*12.     If there is an offertory anthem, when is it to begin?

 

*13.     Is the anthem to be preceded by meditative organ music?

 

*14.     If a hymn follows the anthem, when is it to begin?

 

*15.     Does the celebrant need pitch cues for the Sursum Corda, etc.? If so, what note(s) and pitch?

 

  16.     Would there be any objection to transposing hymns downward, especially at an early morning Service?

 

  17.     Is the  musician expected to “cover” Gospel processions, movement of the homilist to the pulpit, communion, etc.?

 

  18.     If the Doxology is sung, what is the cue? Which version?

 

  19.     When and where does the organist expect to receive Communion?

 

  20.     Would the regular organist be available for a telephone conference before his/her absence?

 

  21.     Do parishioners routinely attempt to greet the organist during Preludes and Postludes?