BY ORDER OF THE COMMANDER MAXWELL AIR FORCE BASE (AETC) MAXWELL AIR FORCE BASE INSTRUCTION 52-105 8 SEPTEMBER 2017 Chaplain UTILIZATION OF CHAPEL FACILITIES COMPLIANCE WITH THIS OPERATING INSTRUCTION IS MANDATORY ACCESSIBILITY: Publications are available on the e-publishing web site at http://www.e-publishing.af.mil for downloading or ordering RELEASABILITY: There are no releasability restrictions on this publication OPR: 42 ABW/HC Supersedes: HCOI 52-105, 1 June 2008 Certified by: 42 ABW/HC (Ch, Lt Col Scott Nupson) Pages: 10 This instruction implements AFI 52-105, Chaplain Corps Resourcing. It provides the policy and procedures for use of chapel facilities. Refer recommended changes and/or corrections to this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication, through your chain of command. Waivers are not authorized. No subordinate units exist to issue implementing publications. The OPR must coordinate on draft publications prior to certification and approval. A copy of the approved publication is required for Chapel records. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) 33-363, Management of Records, and disposed of in accordance with the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS). It applies to all personnel assigned to this staff agency and all personnel utilizing chapel facilities; it does not apply to AFRC or ANG units. SUMMARY OF CHANGES This revision updates the format, delineates roles and responsibilities, and adds clarification for facilities utilization, scheduling and weddings.
2 MAXWELLAFBI52-105 8 SEPTEMBER 2017 1.1. Wing Chaplain. Chapter 1 ROLES AND RESPONSIBILITIES 1.1.1. Acts as the final approving authority for the use of all Maxell AFB Chaplain Corps facilities. This authority may be delegated to the Deputy Wing Chaplain and/or Superintendent/NCOIC, Chapel Operations for non-religious activities or events. The Wing Chaplain approves all religious activities or events held in a Chaplain Corps facility. 1.1.2. Acts as chaplain sponsor for major faith groups utilizing the Chaplain Corps facility, but who are not represented by a chaplain at Maxwell AFB. 1.2. Faith Group Leader/Chaplain Sponsor. 1.2.1. Be responsible for all their faith group s activities utilizing the chapel facility. 1.2.2. Choose whether to delegate facility utilization approval authority to the respective parish coordinator. 1.3. Superintendent/NCOIC, Chapel Operations. 1.3.1. Approve facility requests submitted by outside agencies based on availability. Will secure Wing Chaplain s signature when facility requests require leadership situational awareness or when requests are religious/spiritual in nature. 1.3.2. Coordinate Chaplain Assistant support in the event that a wedding coordinator is unable to provide services to a couple qualified to be married at the chapel. Chaplain Assistant support will be limited to locking and unlocking facility doors. 1.3.3. Ensure that only Chaplain Corps personnel have access to edit the master Outlook facility calendar as owners. 1.4. Facility Scheduler. 1.4.1. Provide requesters with the most current facility request form. 1.4.2. Advise requesters on the availability of their desired space before the request is submitted to minimize the possibility of scheduling conflicts. 1.4.3. Route submitted facility requests through the appropriate individuals for approval. 1.4.4. May tentatively reserve any space for requesters but will not be finalized until a facility request has been approved. 1.4.5. Log the request on the chapel facility calendar once the request is approved, ensuring to attach a finalized copy of the request (with all required signatures) on the entry. 1.4.6. Notify requester via email (preferred) or phone of the status of their request upon approval or denial. 1.4.7. Brief requesters concerning their responsibilities while using the chapel facility.
MAXWELLAFBI52-105 8 SEPTEMBER 2017 3 1.4.8. Ensure facility keys are issued only to requesters who need them. Ensure requester completes an AF Form 1297, Temporary Issue Receipt, form when signing out key(s), and keep it on file until the key(s) are returned. Log information in the 42 ABW/HC Key Control Log for tracking purposes.
4 MAXWELLAFBI52-105 8 SEPTEMBER 2017 Chapter 2 FACILITY UTILIZATION 2.1. Facility Types. The 42 ABW Chaplain Corps manages three separate facilities: building 3 (Grace Chapel), building 155 (Faith Chapel), and building 8 (Airmen Resilience Center). 2.1.1. Grace Chapel. This facility provides spaces for community worship, individual meditation, pastoral counseling, spiritual support, interpersonal relationships, religious guidance, and related functions. The chapel is divided into three areas: chapel sanctuary including Blessed Sacrament Chapel, administration and offices, and Chapel Activities Room (annex). No distinctive faith group symbols will be permanently displayed in any Chaplain Corps facility with the exception of the Blessed Sacrament Room. 2.1.2. Faith Chapel. This facility provides spaces for community worship, individual meditation, pastoral counseling, spiritual support, interpersonal relationships, religious guidance, and related functions. The chapel is divided into three areas: chapel sanctuary, administration and offices, and Chapel Activities Room (basement annex to include the kitchen and Wee Church room. No distinctive faith group symbols will be permanent displayed in any Chaplain Corps facility. 2.1.3. Airman Resilience Center (ARC). This facility provides spaces for Airmen resilience programs, Airmen Ministry Center (AMC), consolidated community support functions, interfaith worship, and religious education opportunities. 2.2. User Categories. 2.2.1. Internal Customers. Refers to chapel sponsored programs or groups that request use of any 42 ABW Chaplain Corps facility. 2.2.2. External Customers. Refers to non-chapel sponsored groups located on Maxwell AFB. Only those requesters meeting the requirement identified in paragraph 2.3.1. may utilize Chaplain Corps facilities unless authorized by the 42 ABW Commander. 2.3. Authorized Use. 2.3.1. Facility requesters must possess a valid and current Department of Defense (DoD) Identification (ID) Card (active duty, reserves, guard, dependent, retired, or civil service) and it must be for their use. 2.3.2. The chapel sanctuary, chancel, nave and denomination specific rooms, such as the Blessed Sacrament Chapel, will be utilized solely for worship, liturgies, rites, weddings, funerals, and memorial services. 2.3.3. The Chaplain Corps facilities, with the exception of the chapel sanctuary and Blessed Sacrament Chapel, may be used to support secular activities such as base functions/events, commander s calls, meetings, professional organizations, groups and unit training. 2.3.4. The Airman Ministry Center is dedicated solely to single Permanent Party Airman and Airmen in Training. The AMC section of the Airman Resilience Center is not available for use by outside organizations during posted hours of operation unless approved by the Superintendent, Chapel Operations and the Wing Chaplain.
MAXWELLAFBI52-105 8 SEPTEMBER 2017 5 2.4. Unauthorized Use. 2.4.1. The chapel sanctuary and Blessed Sacrament Chapel will not be used for non-religious activities. 2.4.2. Alcoholic beverages or tobacco products, including electronic cigarettes, will not be consumed or stored in Chaplain Corps facilities, except those required for religious rites. 2.4.3. The chapel sanctuary and Blessed Sacrament Chapel will not be used for secular functions. These include, but are not limited to: retirement ceremonies, promotions, or other non-religious activities that would not be reasonably construed as worship. Individual exceptions may be authorized by the Wing Chaplain for 42 ABW assigned Chaplain Corps personnel in that the chapel represents our normal duty location and if there is a demonstrated requirement to make the ceremony a religious or spiritual program. 2.4.3.1. A ceremonial invocation as part of the program does not constitute a religious or spiritual program. 2.4.4. Private parties, events and activities for profit, receptions, and banquets are not permitted in chapel facilities. Exception: Unit booster club events are authorized. 2.4.5. Worship services or similar activities not sponsored by the 42 ABW Chaplain Corps are not authorized without written approval from the Wing Chaplain. 2.4.6. Chaplain Corps facilities will not be used for child care.
6 MAXWELLAFBI52-105 8 SEPTEMBER 2017 Chapter 3 FACILITY SCHEDULING 3.1. Requesting Use of a Chaplain Corps Facility. 3.1.1. Chaplain Corps activities receive priority over other base activities when scheduling use of Chaplain Corps facilities. Worship services take priority over all events/activities. 3.1.2. All facility requests will be submitted using the Maxwell AFB Form 35, Chapel Facility Request Form, at least three days prior to the event. This form must be completed in its entirety. The form is maintained for one year and will be used for coordination, contact information, and scheduling of the chapel facility. 3.1.3. Requests for recurring events must be submitted each fiscal year at least 30 days prior to the start of each new fiscal year. 3.1.4. Requests for one-time events must be submitted at least three duty days prior to the scheduled event in order to enable sufficient time for processing the request. Failure to submit a request in a timely manner may result in the denial of usage. 3.1.5. Requesters will not advertise events until after receiving confirmation from the facility scheduler. 3.1.6. Any changes to the request after notification of approval may require re-coordination of the request. 3.1.7. Requesters must report cancelation of events as soon as possible to allow the scheduler to provide other groups an opportunity to use the facility. Failure to provide notice of cancelation may result in possible denial of future facility reservations. 3.2. Approval Requirements. 3.2.1. Requests that are for religious or chapel sponsored events will be coordinated through the sponsoring chaplain and/or parish coordinator. Requests submitted by external customers will be coordinated through the Superintendent/NCOIC and/or the Wing Chaplain. 3.2.1.1. All facility requests for worship services, Bible studies, meditation groups, or other religiously related activities will be approved by the Wing Chaplain. 3.3. User Responsibilities. 3.3.1. Internal and external customers are responsible for set-up and clean-up of their events. 3.3.1.1. External customers must furnish their own supplies (paper products, coffee, etc.) and ensure their supplies and equipment are properly marked. The chapel is not responsible for any damage to equipment and/or materials left in the rooms. 3.3.1.2. Setup the night before the event is prohibited, unless waived by the Superintendent/NCOIC, Chapel Operations. This must be annotated on the facility request form. 3.3.1.3. Requesters may utilize chapel A/V equipment, if it is not being used by a chapelsponsored group. Requests to utilize A/V equipment will be annotated on the facility request form.
MAXWELLAFBI52-105 8 SEPTEMBER 2017 7 3.3.1.4. Chaplain Assistant support is not authorized for non-chapel sponsored group events. 3.3.1.5. Requesters are responsible for returning the facility to its original condition after use. They will ensure rooms are returned to the configuration outlines on the diagram posted in that room. 3.3.1.6. Requesters will turn off all lights and appliances, sweep and mop floors in the areas utilized, vacuum, empty trash receptacles and replace trash bags, and return any borrowed supplies, equipment, and key(s) no later than the duty day following the event. 3.3.1.7. Requesters will ensure no food or beverages are left in refrigerators after events. 3.3.1.8. The Facility Manager or scheduler will ensure that all personnel using the facility are pre-briefed on facility security procedures and complete and sign a AF Form 1297, Temporary Issue Receipt form for any key(s) signed out and for all equipment utilized. 3.3.1.9. Requesters are responsible for obtaining a key to open/secure the facility no earlier than one duty day prior to the event. Requesters must return the key to the facility scheduler no later than the duty day following the event. 3.3.1.10. Duplication of any issued key is prohibited. 3.3.1.11. Requesters will not transfer the issued key to another individual. If the key is lost, they will be held responsible for the re-keying of the facility.
8 MAXWELLAFBI52-105 8 SEPTEMBER 2017 Chapter 4 WEDDINGS 4.1. Requesting Use of a Chaplain Corps Facility for Weddings. 4.1.1. Either bride or groom must possess a valid DoD ID card. All weddings are scheduled using the Maxwell AFB Form 37, Chapel Wedding Information. 4.1.2. Requests cannot be made more than one year in advance and are not scheduled without a sponsoring Maxwell AFB chaplain. All requests for weddings will be coordinated through the Wing Chaplain. 4.1.3. If a chaplain is unavailable, or if the couple wishes to use a non-military, ordained civilian clergy (or accredited religious personnel), this must be annotated on the wedding request form. All Catholic Clergy (civilian and military) must confer with 42 ABW Catholic priest (AD or GS) at least 4 months prior to the wedding. 4.2. Wedding Party Responsibilities. 4.2.1. The couple must use one of the chapel approved independent wedding coordinators. The wedding coordinator is familiar with the requirements established for using Chaplain Corps facilities. The wedding coordinator s fee, negotiated between the couple and the coordinator, is the sole responsibility of the couple. In the event that a couple cannot secure the services of a wedding coordinator, the Superintendent/NCOIC, Chapel Operations will assign Chaplain Assistant support (see paragraph 1.3.2). 4.2.2. Only drip-less or liquid fuel candles will be permitted during the ceremony. Nothing will be nailed, glued, or permanently affixed to the pews, altar, altar furnishings, or walls. 4.2.3. Couples are to respect, and not tamper with, the existing liturgical environment. Certain seasons of the year (Christmas, Lent, and Easter) dictate unique environmental settings. If couples desire to change liturgical items, they must consult with the sponsoring Maxwell AFB chaplain. 4.2.4. Items such as rice, birdseed, and confetti will not be used inside or outside the facility. 4.2.5. Wedding receptions will not be held in the chapel facility. 4.2.6. All fees for musicians are negotiated between the couple and the musicians, and are the sole responsibility of the couple. 4.3. Chaplain Corps Responsibilities. 4.3.1. Facility Scheduler. 4.3.1.1. The Facility Scheduler will screen each request and brief the requesting couple on chapel policy and applicable requirements. If the couple is eligible to be married in the Chaplain Corps facility, the Facility Scheduler will provide a list of approved wedding coordinators, and the requisite forms.
MAXWELLAFBI52-105 8 SEPTEMBER 2017 9 4.3.2. Chaplain. 4.3.2.1. The assigned chaplain meets with either of the wedding party (preferably both) to discuss chapel wedding policies and procedures, relevant Alabama state/county laws, ecclesiastical regulations, and to answer any questions. 4.3.2.2. The chaplain is bound by denominational and faith group requirements for couple pre-marriage counseling and preparation. He/she sets the parameters of any requirements for the couple. The chaplain explains the denominational requirements and other guidelines and regulations that affect planning for the wedding ceremony. A Chaplain is not required to perform a wedding and does so at his/her own discretion and endorser requirements. 4.3.2.3. The Wing Chaplain is the final arbiter for any disputes or disagreements regarding eligibility to use Maxwell AFB chapels. 4.4. Use of a Non-Chaplain Clergy Person. 4.4.1. In the event a Maxwell AFB chaplain does not officiate the wedding, the couple is responsible for providing the Wing Chaplain, or his/her representative, with a copy of their clergy s credentials (ordination certificate, license, or equivalent). 4.4.1.1. The officiate of the wedding must be properly credentialed and authorized to perform marriages. ERIC K. SHAFA, Colonel, USAF Commander
10 MAXWELLAFBI52-105 8 SEPTEMBER 2017 Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION References AFI 52-105, Chaplain Corps Resourcing, 23 June 2015 Prescribed Forms Maxwell AFB Form 35, Chapel Facility Request Maxwell AFB Form 37, Chapel Wedding Information Adopted Forms AF Form 847, Recommendation for Change of Publication Abbreviations and Acronyms 42 ABW 42d Air Base Wing NCOIC Non-Commissioned Officer in Charge