Subject: Regulations Governing the Use of the Chapel
Group: Institutional
Approved by: The President
Approval date: December 1994
Effective date: December 1994    
Administered by: Director of Facilities Management


1 — THE CHAPEL SANCTUARY

The Sanctuary is designed and intended essentially for the conduct of public worship, including university worship, weddings and funerals or memorial services.

During the academic year, there are normally regular Worship Services on Sundays; other services sponsored or conducted by the University Chaplain will be held through the year.

The Chapel Sanctuary is open daily for individuals who seek its quiet refuge as a place for prayer, meditation, or reflection.

In addition to worship services, the Sanctuary may be used for other worship-related or Chapel programs by the University Chaplain.

Individuals or groups seeking to make use of the Sanctuary for any Worship Service or program must first obtain the permission of the Chaplain. The bookings of the Sanctuary will be made through the Department of Facilities Management. Use of the any of the Chapel furnishings (e.g. candles) must be with the permission of the Chaplain.

Permission may occasionally be given by the Chaplain for temporal, non-religious use of the Sanctuary, under the assumption that such use would not be offensive or contrary to the essential nature and purpose of the Sanctuary.

Consideration will be given to the Music Department for programs and concerts that are in keeping with the essential nature and purpose of the Sanctuary.

Special consideration will be given to the Music Department for any programs requiring the specific use of the Chapel Organ.

The Chapel Organ is available to be used for practice and rehearsal by university organ students; students wishing to use the organ will normally reserve the Chapel on the booking sheet maintained at the Marjorie Young Bell Conservatory of Music. Students making use of the organ should also be sensitive to the use of the Chapel by those who are seeking a quiet refuge for prayer, meditation or reflection.

The piano in the Chapel Sanctuary is available for use by those involved in Chapel programs and activities, and may be used with the permission of the Chaplain. Organ students who have booked practice time will take precedence over those who wish to use the piano. Those using the piano should be sensitive to others in the Sanctuary who may be seeking its quiet refuge and worshipful setting.

University groups will take priority over outside groups in any reservations of the Chapel.

Individuals or groups using the Sanctuary must not alter or re-arrange the basic furnishings or setting without the prior permission of the Chaplain.

No food or drink, except for the communion elements, is to be consumed in the Sanctuary.

Bookings are subject to change at the Chaplain's discretion due to unusual circumstances (e.g. an event for which no advance booking has been made, such as a funeral service.)

Excessive noise, misuse or abuse of the Sanctuary will result in cancellation or refusal of the privilege of its use.

The seating capacity for the Sanctuary is 240; fire regulations prohibit additional persons standing.

A decision made by the Chaplain's Office on the use of the Sanctuary is final, unless overruled by the President of the University.
 
2 — THE PRAYER ROOM

The Prayer room or meditation room (essentially a small chapel) off the main Sanctuary is primarily for the use of individuals or small groups; it is open and available for personal prayer and meditation or reflection.

The Prayer Room is not normally booked or reserved, but is available on an open basis or to those individuals or groups who have booked the Sanctuary.

Small groups may use the Prayer Room for worship, prayer or study; all furnishings must be returned to their proper places after use.

The seating capacity in the Prayer Room is twelve persons.

The regulations governing the use of the Sanctuary also govern the use of the Prayer Room.

3 — THE MANNING ROOM

The Manning Room is designed and dedicated for the purpose of fostering the religious and social life of the University campus. Its use is understood to be comparable to those to which a Church Hall is usually put.

The priority for the use of the Manning Room is given to the Chaplain's Office for programs and activities having specific relation to the religious life of the campus.

Groups or individuals wishing to make use of the Manning Room should first consult with the University Chaplain; normally priority will be given to groups sponsoring activities that have some relation to the mandate of the Chapel and the nurturing of religious life on campus. Bookings should be made through the Department of Facilities Management. A rental fee will normally be charged for any events or activities that are essentially private in nature.

University groups will take priority over outside groups in any reservations of the Chapel.

"Blanket reservations" of the Manning Room will not be accepted unless related to the religious life of the campus, at the discretion of the Chaplain.

The kitchen facilities are available upon request. The kitchen must be cleaned up after use: dishes must be washed and put away, counters wiped, and garbage disposed in containers provided. Breakages should be reported to the Chaplain.

No alcoholic beverages are permitted in the Manning Room.

Excessive noise, misuse or abuse of the Manning Room or kitchen will result in cancellation or refusal of the privilege of its use.

The Manning Room is designed to accommodate forty to fifty people comfortably, although it can be used by a maximum of seventy-five people (seated).

Bookings are subject to change at the Chaplain's discretion due to unusual circumstances (e.g. funeral service).

The Manning Room may not be booked for use or used by individuals or groups during any time of worship in the Sanctuary.

A decision made by the Chaplain's Office on the use of the Manning Room is final, unless overruled by the President of the University.
 
4 — SPECIAL EVENTS

4.1 Weddings
See the Regulations Regarding Wedding Services in the Chapel, for specific regulations regarding the booking and conduct of services celebrating the rite of marriage.

Weddings in the Chapel do not necessarily involve the University's Chaplain, but as a matter of courtesy the Chaplain's permission should be obtained when arranging weddings which will involve external clergy persons
       
4.2 Funerals and Memorial Services
Persons wishing to arrange a funeral or memorial service in the University Chapel should consult with the Chaplain to make the appropriate arrangements. The Chaplain's permission will be given before any booking is made.
 
A funeral or memorial service in the Chapel should normally include the University Chaplain in its preparation and conduct.

Those persons who might appropriately request the use of the Chapel and the services of the Chaplain for a funeral or memorial service shall be those who may be considered to have a reasonable connection, present or past, with the University.
       
4.3 Baptism
Those persons who have a reasonable connection with the University may request the use of the University Chapel for a service celebrating the sacrament of baptism.

Persons wishing to arrange a service celebrating the sacrament of baptism in the University Chapel should consult with the Chaplain to make the appropriate arrangements.

The person or persons making the request for the service of baptism must secure the services of a duly authorized person (clergy or lay); normally the University Chaplain should be involved in the preparation and conduct of a service of baptism in the Chapel.
       
4.4 Communion
Services celebrating the ordinance or sacrament of Holy Communion shall normally be arranged under the aegis of the Chaplain's Office.

Celebrations of Communion should normally be ecumenical.
 
5 — MISCELLANEOUS

As a courtesy, the Chaplain should normally be consulted regarding any request for the use of the Chapel.

The Chaplain's Office has the final decision regarding any booking, unless overruled by the President of the University.

A weekly list of chapel bookings should be forwarded to the Chaplain from the Department of Facilities Management.

It is the policy of Mount Allison University that no photographs shall be taken during any service or liturgical event held in the Sanctuary of the University Chapel; video cameras may be used only in a fixed or mounted position with the permission of the Chaplain or officiating clergy person.

The primary function of the Chapel Organ is to facilitate and enrich the liturgical uses of the Chapel; all other uses must be considered secondary.

Arrangements regarding the use of the Organ will be made between the Department of Music and the Office of the Chaplain.

Anyone outside the University community wishing to use the Organ in connection with special events or services in the Chapel must submit their qualifications for approval by the Department of Music.

6 — CHAPEL ADMINISTRATOR

The University Chaplain is the chapel administrator under the supervision of the President.

The Department of Facilities Management arranges reservations and bookings following the guidelines listed above.

Matters concerning the Chapel should be addressed directly to the University Chaplain, but appeal from any decision made by the Chaplain's Office may be made to the President of the University.