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Employee must send written notification to Karen Tarabochia with the dates off requested. Employee will receive verification and will be directed to enter into the Vacation book. Karen will then initial approval.

There must always be (except on days when the Chancery is closed) one Superintendent/Asst. Superintendent and one Administrative Assistant in the office.

Requests for summer vacations must be received by May 15th or will be subject to non-approval if the above staff is not available on the dates requested.

Requests for the Christmas weeks must be received by November 1st or will be subject to non-approval if the above staff is not available on the dates requested.

If a dispute arises, the Assistant Superintendent of Personnel and the Superintendent will consult and give direction. Seniority could be a determining factor if the notification date guidelines have been followed.

The Administrative Assistants are responsible for making sure all arrangements are made for their respective meetings.

Initial Meeting Setup
Before meeting is scheduled:

• Send participants two to three possible meeting dates and times and ask for a response within a day or two.
• Schedule for the most popular date and time.
• Send out an Outlook meeting invite to participants.

1. Reserve Meeting Space

When the date and time of the meeting have been established, a meeting space is reserved. When reserving a room, please make sure to allow thirty minutes before the meeting begins for setup and thirty minutes after the meeting ends for cleanup, if the meeting requires such preparation. The following conference rooms are suggested:

1. Materials

The Administrative Assistant responsible for the meeting gathers all materials that will be given out to the attendees. This includes the agenda and any other documents related to the topic of the meeting.

The following items will also need to be available, if necessary:

• Nametags
• Evaluations
• Clock Hours Certificate

1. Refreshments

Refreshments are made available for most meetings. Some meetings may be catered and others will require the Administrative Assistant to purchase refreshments. All coffee, tea, and refreshment supplies are provided by the Office for Catholic Schools, and can be found in the pantry in the OCS office.

• For early morning meetings, fruit and pastries may be purchased, depending on the occasion. Bottled waters should also be made available.
• For meetings over lunch, either boxed lunches or sandwich platters are provided, along with coffee, tea, and water, as needed.
• For evening meetings such as the Archdiocesan School Board meeting, a catered dinner is typically provided.

• If the meeting requires items to be purchased by an Administrative Assistant, he or she can purchase the necessary items through the Catholic Schools Costco account. This can either be in person or on the www.costco.com website.
  
• Breakfast purchases might include items such as yogurt, bagels, fruit, muffins, etc. The Administrative Assistant should keep in mind the general rule that one pot of coffee supplies around ten people, and two pastries feed around three people.
  
• Snack purchases might include items such as string cheese, cookies, candy, chips, a vegetable tray, etc.
  
• Drink purchases might include items such as coffee creamer, soda, water, juice, etc.
  
• Paper products might include items such as plates, utensils, cups, napkins, etc.
  
• Before scheduling, the Administrative Assistant should consult the available budget for the meeting. Additionally, the number of people, food preferences, and food supplies needed should be accounted for.
  
• When choosing a caterer, the date, time of meeting, number of people and food preferences should be included in the setup.
  
• For lunches and dinners, Susan Magan Catering has been used for many Catholic Schools in the past.
  
• For individual box meals (such as lunch meetings), a catering list should be sent to attendees for their order, along with a due date for order RSVP. Caterers used for box lunches include Gretchen's and Ingallina's.

1. Audio/Visual Needs

Depending on the meeting, audio and visual equipment may be needed.

• The Office for Catholic Schools has laptops and LCD projectors that can be used. If necessary, the Web Developer can be asked for setup help.
• The Office for Catholic Schools, Library/Media Center and Fulcrum Foundation also have projector screens that can be used.

1. Meeting Minutes

Minutes will be taken at meetings, if necessary. Minute templates can be found in the Catholic Schools Shared folder under Agendas and Minutes.

• Minutes are the responsibility of the Administrative Assistant available to attend the meeting.
• Minutes are to be transcribed by the Administrative Assistant in a timely manner and distributed appropriately.

Approval Process for Speakers
When preparing for speakers who might be keynoting the Principals' Retreat, etc. pre-approval is needed prior to extending the invitation to ensure the speaker is in good standing with the Office of the Archbishop.

• Please contact Charlene Cook, Office of Ecumenical and Inter-religious Dialogue, for the speaker approval forms if the speaker is a Sister.
• Please contact Pat Mulhall,Office of Catholic Faith Formation, if the speaker is a lay person.
• Please contact Jan Augustavo, Office for Vicar of Clergy, if the speaker is a priest or a deacon.

Telephone Procedures

Supervisor responsibilities

1. Clearly communicate office tasks and deadlines.
2. Monitor lists to ensure that work loads remain reasonable.
3. Work with co-supervisors to appropriately prioritize the task lists.

Employee responsibilities

1. Timely notification to supervisors when deadlines may not be met.
2. Assist supervisors in task prioritization when needed.

Procedures for creation of task lists
1. When assigned a task by a supervisor, each employee will add the task to a task list to be shared with the supervisor including the deadline.
2. Each listed task will include both the name of the supervisor assigning the task and the deadline given by the supervisor.
3. Supervisors are responsible for clearly defining the task given and clearly communicating a reasonable deadline.

Office Tasks

1. Ordering office supplies on a quarterly basis. (Jody)
2. Keeps paper and plastic supplies in kitchen stocked. (Linda)
3. Sends cards (get well, sympathy, etc.) and flowers for the appropriate occasion. (Linda)
4. Emails prayer requests to schools. (Linda)
5. Takes notes and provides minutes of staff meetings, and then forwards them to staff. (Jody)
6. Collects Monthly Leave Forms and gives to Superintendent to sign; forwards all forms to Human Resources. (Jody)
7. Organizes and maintains order in storage area. (Jody)
8. Manages Flea Market requests. (Linda)
9. Opens and distributes mail and faxes in a prompt manner. (Jody)
10. Provides hospitality for visitors. (All Admins)
11. Provides Clock Hour Services. (Lisa)
12. Provides translation services. (Lisa)
13. Notifies staff of Chancery news or policy changes. (Superintendent and Karen Tarabochia)
14. Distributes messages to all staff via e-mail and/or verbal communication. (All Admins)