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The Plan
Core Team
Facilitators
Scribes

Facilitating and Scribing at Saint John's

Step 1: Go to 

The Plan (instructions for core team, facilitators, 7 scribes):

Step 1: All Core Team members, facilitators, and scribes will attend online training through the Archdiocese in August/early September.  Training is found at this link: https://www.archspm.org/ambassadors/ and clicking on "Click to View Dates, Times, and Registration Links" and then registering on the date of your choice.

Step 2: Core Team will be in close contact with their groups, committees, and councils to support them in "launching" their Synod Small Group on/around October 3.


CORE TEAM MEMBERS - Help existing groups form new Synod Small Groups, and then act as Facilitators later in the year.

• Joe Block (Staff)  
• Ryan Chimzar (Staff)
• Laura Haraldson (Staff) 
• Dan McGrath 
• Mary Dean
• Kathy Yeomans

Role of Facilitators

• Facilitators provide a welcoming presence and gently guide the table discussions, while also participating in the discussion and giving feedback.  
• The materials greatly assist facilitators in their role. The video host will help set ground rules and will prompt the time to end discussion. The handouts at the table explain the discussion process and structure.
• The facilitators’ role is only during the sessions. There is no additional time commitment required before or after a session (other than the one-time training).

What will be discussed at Synod Small Groups?

Three Focus Areas: Small groups will discuss the three focus areas that arose from feedback given in the Prayer and Listening events.  Here is a breakdown of the 6 sessions.

Current Facilitators - Help "facilitate" a Synod Small Group this fall.    You will attend an online training put on by the Archdiocese in late August or early September (more information is forthcoming).  Facilitators will work with the Core Team in September to find a small group that is a "good fit" for you (in terms of time, location, etc)!

Kathy Yeoman - open 
Dan McGrath - Attend training on Sept 11, 9 am
Stan Wiatros - open
Jeannette Meyer - open - Attend training on Aug 31, 1 pm
Mary Dean - open - Both trainings on Aug 24
Margaret Ganje - open (w/ Dwight)
Jim Debilzan - Catholic Watchmen

Resources for Facilitators:

• https://www.archspm.org/facilitatorscribe/
• How to access the videos
  • The Session 1 video, the Session 1 Handout, and the Session 1 Discussion and Feedback Forms will be posted to the archspm.org/synodsmallgroups web page by noon on Thursday, September 16 for you to download.  Materials for the subsequent 5 sessions will be similarly posted each week on Thursday at noon.
  • The groups will be held in the Gathering Space.  There will be one tv with a laptop hooked up.  Make sure the tv cart is plugged in and turn on the TV.  Sometimes the TV doesn't turn on right away so you need to unplug it, replug it, and try again.
  • The TV should show whatever is on the computer screen.  If it doesn't (and both the TV and computer are on), press the TV remote "source button" until the computer screen is displayed on the TV screen as well.
  • Once this is done, look on the "Desktop" for the correct Synod video.  Double-click it and it should start playing.  It will play continuously.  You don't need to touch it for two hours as the "discussion times" are built right into the video.
  • If for some reason it's not working, go to archspm/synodsmallgroups and click on the link to the Youtube video and watch the video from Youtube.

Role of Scribes

• Scribes participate in the discussion and give individual feedback like everyone else. It is important to note that scribes do not have to take notes on the discussion.
• After the session, scribes electronically input the data from the feedback forms of those at their table. This task involves using a browser on a smartphone, tablet or computer. We estimate the data entry will take less than 30 minutes per session.

Current Scribes - Help document discussions as a "scribe" at Synod Small Group this fall.  You will attend an online training put on by the Archdiocese in late August or early September (more information is forthcoming).  Scribes will work with the Core Team in September to find a small group that is a "good fit" for you (in terms of time, location, etc).
Marge Adamski - open - Scribe Training - Aug 28, 9 AM
Mary Ripka - open - Scribe Training - Aug 31, 7 AM
Suzanne Wiatros - open
Dustine Krzmarzick - St. Anne CCW
Dwight Ganje - open (w/ Margaret)
Carol Gallivan - Tues, 6-8 PM

Resources for Scribes:
https://www.archspm.org/facilitatorscribe/

Thank you for serving as a scribe for one of our parish's Synod small groups starting [date].  You've been entrusted with a role that is pivotal to our Synod's success!  We appreciate your care and diligence submitting your small group's feedback each week of the Parish Consultation. 
Below are a few final reminders and details for your work:

• We will leave the sheets in the Gathering Space for you.  Collect your group's sheets and input them within one day.  Due to our schedule, we will be getting our groups done just in the nick of time.  If you delay inputting the sheets then we may miss the window in which the archdiocese will "record" the results you give them.

• The format of each session is intentional, designed to call upon the Holy Spirit to guide our discussions and feedback. For this reason, it's important for participants who wish to provide feedback to do so at the conclusion of each Synod small group session. Forms cannot be turned in later.
• The link to the electronic feedback form is archspm.org/datainput.  This link is for scribe use only, and we ask you to keep it confidential and not share it with anyone to protect the integrity of the process.  (Also, please do not use the practice link given during training.)
• Our Synod parish number is 114.  When you enter the data, please use this parish number for all forms.
• Please keep the responses on the feedback forms confidential.
• When you are done entering the data electronically from the paper feedback forms, please turn them into Joe Block at the parish office.
• It is vital that you input the synod data the same day (or the next day at the latest) as the session you attend.
• If you have not yet attended training, please do so before September 25 by registering at the web page archspm.org/ambassadors.
• Since all parishes should have completed Session 1 by Sunday (October 10), we are now beginning to analyze the data. In doing so, we found several data input issues that may be worth communicating to your scribes. 
• “No Response":  Please use the “no response” drop-down option if the participant left a response line blank in the “Top 3 things” or in the "age" and "gender" questions. (For "my best idea" there is no need to write anything if the participant left that blank).
• Synod Parish Number: 
  • Your Synod Parish Number is a number between 1 and 192 that is unique to the Synod (alphabetical by parish).  Please ensure that your scribes know your parish's number.  Click here to view all Synod Parish Numbers.
  • Note that your Synod Parish Number is not the Archdiocesan parish corporate number (which can range from 100-400) with which some parish employees might be familiar.
• Inputting the Synod Parish Number:
  • Do not add anything to the Synod parish number field such as text, spaces, or #.
  • Also, do not write in the parish name in the parish field, just the Synod Parish Number.
• Mistake inputting?:  If you feel you have made a mistake, keep your forms, take note of the date and time you were entering, and have your small group process manager send a note to [email protected].
• Data Input Deadlines:  Please input all data by the deadlines noted below 11:59 PM):
  • Session 2: Monday, October 18
  • Session 3: Monday, October 25
  • Session 4: Monday, November 1
  • Session 5: Monday, November 8
  • Session 6: Monday, November 15

SMALL GROUPS PARTICIPATING IN SYNOD SMALL GROUPS
TBD