Safe Environment – A Diocesan Requirement for All Volunteers

The Diocese of Rockford requires all parish volunteers to complete Safe Environment training and documentation before serving. This program helps ensure the safety of children, youth, and vulnerable persons in our parish community.

Virtus Login

For New Volunteers

1. Log into Virtus – <<<Linked here.

2. Follow the PDF instructions provided to help you log in and complete your training.

3. Check the Safe Environment Chart below to see which forms are required for you.

4. Download the required Background Check

For Virtus Password, please contact the office at 815-385-5673, or email Rosa at ramezcua@tcoha.org

CLICK FOR: Virtus Login & PDF Instructions

For Returning Virtus Users

• Required documents may be updated from time to time. Even if you have completed them in the past, you may need to renew.

• Log into Virtus to check your compliance status and see if anything needs updating.

• Updated hard copies of these forms can be obtained by contacting our office or The Diocese of Rockford at 815-399-4300.

Required Paperwork

All volunteers must:

• Complete the Rockford Diocese Safe Environment online training (via Virtus)

• Complete all required forms

• Complete a criminal background check

Please contact the office for a copy of the Background Check Form at 815-385-5673 or email Rosa at ramezcua@tcoha.org.

About the Diocese’s Safe Environment Program

The Diocese’s Safe Environment Program ensures:

• Screening of all parish, school, and diocesan employees and volunteers

• Training for all who work with youth on abuse awareness and prevention

• Background checks for all clergy, seminarians, employees, and volunteers in direct contact with children

• Ongoing education for priests, deacons, religious, employees, volunteers, and parents

• Personal safety training for all students in Catholic schools and parish religious education programs

• Prompt response to credible allegations, with immediate removal from ministry or employment when appropriate

The required online training, Protecting God’s Children, is provided through Virtus. It is required for all employees and volunteers who have direct contact with children and is offered to all parents.

Planning Center – What It Is & How We Use It

Planning Center is the system our parish uses to keep events, ministries, volunteers, and people organized—all in one place. Think of it as the “hub” where we schedule, communicate, and share information so nothing gets lost.

What You Can Do in Planning Center

• Sign Up for Events – Register for upcoming parish activities and see what’s coming next.

• Join Groups – Connect with Small Groups, ministries, and teams.

• Plan & Coordinate – Leaders can schedule volunteers, reserve spaces, and post event details.

• Collect Registrations & Payments – Easily sign people up for events (with or without payment).

• Stay Connected – Send and receive messages from your ministry or event team.

How It Works

Planning Center is made up of several tools (“apps”) that all connect through a shared database called People. That means:

• You only need one login for everything.

• Once you update your information in one place, it’s updated everywhere.

• Ministries can work independently but still share information with the parish as a whole.

• To update your information contact the Parish Office at 815-385-5673 or email jmarsh@tcoha.org

Helpful Resources

• Planning Center University – Easy video tutorials for leaders and volunteers: Visit Here

• Planning Center Website: planningcenter.com

Email Tip

If you’re not getting Planning Center emails, add these addresses to your email contacts:

• no-reply@planningcenter.com

• no-reply@churchcenteronline.com

• no-reply@churchcenter.com

Planning Center – Quick Reference Guide

The applications in orange in the chart below are linked so you can access and log in directly. If you have been granted access, you’ll be able to use these tools to support your ministry. Some tools require assistance from one of our friendly parish staff members.

Helpful Resources:

• For questions about promoting your ministry or event, see the Marketing tab.

• For reserving rooms or scheduling events, see the Calendar & Room Reservations tab.

Calendar & Room Reservations

Who Can Reserve Space

Parish ministries, Catholic organizations, and local community non-profits may request to reserve space at The Church of Holy Apostles, pending availability. Parish activities and sacramental ministries take priority over outside events. Requests are not considered confirmed until approved by parish staff.

 Please Note:
Rental fees, insurance requirements, and additional documentation may apply for organizations not directly affiliated with The Church of Holy Apostles.

For questions regarding room reservations or facility use, contact:

Jen Marsh
jmarsh@tcoha.org
815-388-0163

Request a Reservation

• English Calendar Request Form
• Solicitud de calendario (Español)

To change or cancel a reservation, please contact:

Jen Marsh
jmarsh@tcoha.org

Building Map

Annual Calendaring Process

All ministries, parish groups, schools, and organizations must submit a Calendar Request Form for room reservations. This process helps maintain an accurate and organized parish-wide calendar while allowing ministries to plan effectively throughout the year.

The parish calendar year runs July through June.

Annual Scheduling Timeline

• Internal calendaring for major parish ministries begins each January.
• Liturgy, Faith Formation, and Youth Ministry establish a preliminary “skeleton schedule” identifying recurring programs, sacramental preparation, and standing room needs.
• Once foundational ministry schedules are in place, additional ministries and organizations may begin submitting requests around those reserved blocks.
• Scheduling continues on a rolling basis throughout the spring, with the goal of substantially completing the calendar by Easter whenever possible.

Scheduling Guidelines

• Recurring parish programs and sacramental ministries receive first consideration due to the long-term nature of their scheduling needs.
• Ministries are encouraged to submit dates early and communicate any anticipated changes promptly.
• Room requests are reviewed in the order they are received once priority ministry blocks have been established.
• Flexibility and collaboration between ministries may occasionally be necessary to accommodate parish-wide needs.
• Submission of a request does not guarantee approval until confirmation is received from parish staff.

Use of the Sanctuary

Because the Sanctuary is a sacred worship space, all requests for use of the Sanctuary must receive approval from the Pastor. Use of the Sanctuary is limited to activities and events that are appropriate to the sacred nature and mission of the Church.

Ministry Scheduling Order

The following ministries and organizations are scheduled in general order of priority based on parish operations and recurring annual needs:

1. Music & Liturgy
2. Faith Formation & Youth Ministry
3. OCIA
4. Annual Parish Events
5. Wednesday Food Pantry
6. Community Kitchen
7. Catholic Schools
8. Parish Staff & Administrative Events
9. Small Groups & Bible Studies
10. Emmaus / Emaus Men & Women
11. Service Commission
12. Family & Life Commission
13. Spanish Ministries
14. Evangelization Commission
15. Building & Grounds
16. Outside Organizations

Marketing Opportunities for Parish Leaders & Volunteers

At The Church of Holy Apostles, we want to help your ministry or event reach as many people as possible. We offer several ways to share your message across the parish and the wider community.

1. Graphic Design & Flyers

We can help create eye-catching graphics for use in:

• Mass screens and monitors throughout campus
• Parish emails
• Weekly bulletin
• Website and social media

You’re also welcome to submit your own designs.

Screen Size

• Our Digital Screens are 1920 × 1080 px (standard HD)

Bulletin Graphic Sizes (Print-Ready Images)

Our bulletin is 8.5″ × 11″. To keep images sharp, use 300 DPI and the sizes below.

Design Tips:

• Leave a margin around the edges
• Keep text minimal: What, Where, When
• Use QR codes for details (we can generate them)

A Note About Bulletin Submissions

Our parish bulletin supports the mission and ministries of The Church of Holy Apostles. Because space is limited each week:

• The Communications team determines what is included,
• when it appears, and
• how much space can be given.

Placement and timing depend on:

• available space
• parish priorities
• the liturgical calendar
• clarity and completeness of submitted materials

Thank you for helping us keep the bulletin clear, welcoming, and mission-focused.

2. Signage

We don’t offer printing services, but signs may be displayed in these approved areas:

• Bulletin boards by church restrooms
• Sherry Center lobby
• Parish office lobby
• Glass doors into the Sherry Center
• Exterior Sherry Center lobby doors

Please avoid:

• The Sanctuary
• Narthex doors
  (Unless the Pastor gives explicit permission.)

3. Registration & Payment Collection

Our online registration system can support major parish events, including payment collection. Forms can be customized to collect virtually any information you need.

4. QR Codes

We can generate QR codes linking directly to:

• Event registration forms
• Information pages
• Additional resources

5. Photos & Video

Have pictures or videos from your ministry activities?
Send them to us! We can feature them on:

• Social media (1920x1080px)
• Website (1920x1080px)
• Bulletin (space permitting)

Tips for Success

• Plan ahead: Submit requests 2–3 weeks before promotion begins
• Be clear: Provide all details — what, when, where, contact, cost
• Stay consistent: Use the same title and description everywhere
• Use visuals: Photos draw more engagement than plain text
• Follow guidelines: Using the recommended sizes prevents delays

Contact Information

Bulletin Submissions:
bulletin@tcoha.org
Deadline: 10 days before print date
(15 days for Holidays and Holy Days)

Marketing & Communications:
Jennifer Marsh
jmarsh@tcoha.org | 815-388-0163