CHURCH OFFICE POLICIES & PROCEDURES
Long’s Chapel United Methodist Church
1. Use of the administrative offices is for staff person only. Please allow the respective staff permission for the use of his/her office. The possession of a master key does not automatically grant permission to enter any office.
2. Use of office equipment for personal use is not permitted.
3. When equipment use is needed by any group outside of the administrative offices the representative of the group should place courtesy call to the office assistant (and if not available, the office manager) to provide the day and time needed and to state the amount of paper and/or supplies requested. Depending on the volume of work to be performed, please use the following as a guideline:
A. Volume mail outs ( newsletters, special flyers); inserts for bulletin & Chapel Chatter will require at least one week’s advance notice (additional notice may be needed depending on supplies availability, work load for the week, etc.)
B. Smaller requests – 2 days notice
Persons using equipment and/or work areas will be required to return these to their appropriate condition. For instance, if a person makes copies and the machine runs out of paper on your last copy, please fill the machine with copy paper and do not leave empty. In addition, if there is a paper jam, please do not leave the machine in its unusable condition; explain this to the office assistant or volunteer on duty. Tidy up the area by returning supplies paper to their appropriate place. Please clean the area of all debris and discard recyclable materials in individual bins. When copies are made, please complete the log above the copier. If the RISO copier is needed, permission and supervision must be administered by the office manager or office assistant.
4. All persons other than staff should enter through the front door. The volunteer on duty or office assistant will assist in whatever needs the person has. If the person wants to visit a staff member, the volunteer or office assistant will call the staff member on intercom to see if it is a convenient time for interruption or to announce that the person has arrived for a scheduled appointment. Regularly, any person requiring a visit with a staff member should make an advance appointment.
5. Any group who has reserved the church office meeting rooms for any activity is to be responsible for retuning the furniture and other areas to their original condition. All trash needs to be placed in the kitchen trash container. If the kitchen is used, it needs to be cleaned and dishes, etc put away. Office equipment is not to be used and administrative offices are not to be entered for any reason.
Your cooperation and implementation of these polices will greatly improve the quality, quantity, and timeliness of administrative responsibilities. Thank you.
