Cursillo Guidelines, Policies, and Procedures

DIOCESE OF GEORGIA

CURSILLO GUIDELINES, POLICIES AND PROCEDURES
(Revised April 2011)

I. THE COMMISSION ON CURSILLO
A. The Commission is composed of the Bishop, the Spiritual Director, Twelve lay
persons and four clergy. Each year the Bishop appoints three lay persons (from a
suggested list from the Commission) to four year terms. The Bishop selects one
clergy person for a four year term. The Bishop selects the Head Spiritual Director.
It is the intention of the Commission to have representation from all Convocations
and a diversity of congregations.

B. All members of the Commission will be given a copy of the National Episcopal
Cursillo Library to be studied. It is to be returned or replaced at the end of his/her
term.

C. All members will be given a copy of the By-Laws and a copy of the Cursillo
Guidelines, Policies and Procedures.

D. Members of the Commission are expected to attend all Commission Meetings.

E. All members of the Commission are expected to be active in a Fourth Day
reunion group or reasonable alternative.

F. The Diocese of Georgia will conduct an Episcopal Cursillo Leaders Workshop
(ECLW) for team training and/or spiritual formation at least every three years.
When an ECLW is held, all current Commission members are expected to attend
unless they have attended an ECLW within the past 12 months.

G. The Spiritual Director represents the Bishop on the Commission. The Spiritual
Director:
1. Advises, monitors, and ensures that the pastoral plan is ready to be adopted by
the Bishop by January of each year.
2. Represents the Bishop at Clausura when necessary.
3. Ensures that the Chair presents the annual report of the Commission to the
Diocese for publication.
4. Coordinates to have the Bishop attend quarterly Commission meetings.
5. Attends national and regional meetings when possible.

H. Cursillo Commission Officers will the Chair, Vice Chair or Observing Chair and
Secretary. The Commission Officers will be elected annually by the Commission.

I. The Chair:
1. Reports directly to the Bishop or the Bishop’s liaison. With the consultation of
the Bishop and Head Spiritual Director updates the By-Laws as needed.
2. Coordinates with the Spiritual Director.

3. Appoints Committee Chairs and members of the Standing Committees within
the Commission.

4. Conducts meetings of the Commission at least quarterly.
5. Ensures that Committees meet regularly.
6. Holds each Committee accountable for annual plans/goals.
7. Attends national and regional meetings.
8. Ensures that there are adequate funds available for all activities.
9. Ensures that an organizational chart of the commission is reviewed annually

and updated as needed.
10. Serves on one of the three Standing Committees as Committee Chair.

J. The Chair, in consultation with the Commission, appoints ex-officio members of
the Commission: Kairos representative, Servant Community representative,
Cursillo Comments Editor, and General Palanca Coordinator for one year terms.

K. The Vice-Chair:
1. Reports directly to the Chair.
2. Performs the duties of the Chair in that person’s absence.
3. Serves on one of the three Standing Committees as Committee Chair.

L. The Secretary:
1. Reports directly to the Chair.
2. Takes minutes of the Commission meetings and sends minutes to each
Commission Member as soon as possible after a meeting. If the secretary
cannot be present for a meeting it is that person’s responsibility to find a
replacement to take minutes of the meeting and send them to Commission
Members.
3. Maintains current and accurate record of the bylaws and policy(s) of the
Movement and insures that each new member receives a copy.
4. Will oversee the website and the newsletter and ensure that mailing lists and
e-mail lists are up to date.
5. Will be appointed to one of the three Standing Committees as either Chair.

M. Standing Committees
1. The Commission will consist of three Standing Committees:
2. Pre-Cursillo Committee
a. The Pre-Cursillo Committee will include the Committee Chair, a clergy
representative, lay members of the Commission and members of the
Servant Community as appointed by the Commission Chair with the
approval of the Commission. Members of the Pre-Cursillo Committee will
serve at least one year on the Committee.
b. The Committee Chair calls regular meetings of its members as needed to
ensure that the goals/functions are accomplished.
c. The function of the Committee will be to coordinate and oversee:
i. Cursillo Registration (team and participants)
ii. Newsletter, web site and other types of publicity

iii. Training (CLW, Music, Leaders, etc.)
iv. Preparing and recruiting Lay Rector
3. Three Day Weekend Committee:
a. The Three Day Weekend Committee will include the Committee Chair, a
clergy representative, lay members of the Commission and members of
the Servant Community as appointed by the Commission Chair with
approval by the Commission. Members of the Three Day Weekend
Committee will serve at least one year on the Committee.
b. The Committee Chair calls regular meetings of its members as needed to
ensure that the goals/functions are accomplished.
c. The functions of the Committee are:
i. Provide resources for conducting the weekend (including external

Palanca)
ii. Evaluate the weekend
iii. Recommend changes as needed
iv. Provide direction for Lay Rectors
v. Review team formation
vi. Revise Manuals as needed.
4. Fourth Day Committee:
a. The Fourth Day Committee will include the Committee Chair, a clergy
representative, lay members of the commission and members of the
Servant Community as appointed by the Commission Chair with the
approval of the Commission. Members of the Fourth Day Committee will
serve at least one year on the Committee.
b. The Committee Chair calls regular meetings of its members as needed to
ensure that the goals/functions are accomplished. It is the responsibility of
the Fourth Day Committee to plan and conduct the Day of Deeper
Understanding for each Cursillo Weekend.
c. The Functions of the Fourth Day Committee are:
i. Prepare an annual budget
ii. Conduct fund drives
iii. Conduct annual Diocesan Ultreyas
iv. Work to revitalize Ultreyas
v. Direct scholarship policy
vi. Provide leadership for and/or conduct the Day of Deeper

Understanding.

II. THE WEEKEND EXPERIENCE
A. Rector Selection:
1. The names of those identified to serve as a Lay Rector for the following year
will be submitted to the Pre-Cursillo Committee. A list of a minimum of three
names will be selected annually by members of the Committee and brought
before the Commission. The Spiritual Director will contact the parish priest of
each nominee to ensure that there are no problems with that person serving as
Rector. The final list will be submitted to the Commission for approval. Upon,

approval the list will be presented to the Bishop for his final selection and
invitation to serve.
2. The list of approved rectors will also form a pool of alternate rectors in the
event that a person assigned to be rector of a given weekend cannot be
available to form a tem or serve on that date. If the current rector is able to
serve, the alternate rectors will fall into rector positions at the next available
slot.
3. Rectors will be asked to serve at a future date, but not “locked” into a
particular weekend.
4. The Pre-Cursillo Committee will plan as best as possible to arrange a mix of
rectors from across the Diocese to enable each Ultreya to have a rector from
their area. Unless emergency circumstances make it necessary, no
convocation will be represented by a Lay Rector in sequentially numbered
Cursillos.
5. To serve as Lay Rector a person:
a. Must have served on at least three teams in more than one capacity
b. Given a minimum of one Rollo.
c. Attend a Diocesan sponsored team training session or Episcopal Cursillo

Leaders Workshop.
d. Be active in reunion group and/or Ultreya.
6. The Rector chosen for Cursillo will serve as Observing Rector for the Cursillo
preceding the one for which that person is chosen. The primary function for
the Observing Rector is to observe. Other functions may also include
watching the schedule so that prayer partners and Rollistas are able to observe
prayer time before each Rollo and ensuring that the Rector stays on schedule.
7. The Three Day weekend Committee Chair will serve as mentor for the Lay
Rector, if needed. The Lay Rector will be told when he/she may begin Team
Selection and will be provided complete instructions on Team selections. The
Registrar will provide the Lay Rector with Team Applications at that time.
B. Team Selection
1. Team selection will be made from team applications provided by the Registrar
of the Commission. Any exceptions must be approved in advance by the
Commission
2. Team members will be active in group reunion and/or Ultreya.
3. Team Members should have attended at least one Diocesan-sponsored team
training workshop or an ECLW prior to serving on team. The team workshops
will be scheduled at least once a year, once in the fall so all will have an
opportunity to attend.
4. The team training workshop will be held before the weekend and be
incorporated as part of a team meeting as necessary. A database will be kept
of all participants who attend team training and they will be the list of team
members eligible to serve. No member of a team will serve without having
completed a team training seminar.
5. Rectors will use the following formula when putting their teams together: no
more than six team members (not counting the rector or spiritual director) will
be from any given Ultreya, and no more than four team members may come

from the same mission or parish. Exceptions must be approved by the
commission chair or head spiritual director. Team members will be selected
from a broad cross section of the Diocese, with equal representation being
present when possible. Team members will be asked to commit to attending at
least one of the team meetings prior to the formation meeting at Honey Creek
on the Thursday before the Cursillo begins and attending the Day of Deeper
Understanding after the Cursillo weekend. If a potential team member cannot
make this commitment in good faith he/she should not serve on the team.
6. Rectors will submit a list of their potential team members to the Three Day
Committee chairperson for review to ensure that team members are eligible to
serve PRIOR to asking individuals to serve on their weekend. Potential team
members remain “potential” until approved.
7. Lay Rectors should plan team meetings before asking persons to serve on
team.
8. Rectors will hold their team meetings in a central location of the Diocese. The
Rector, however, may chose to hold one team meeting in his/her home parish,
if approved by the Three Day Committee chairperson.
9. Al least two team meeting will be held prior to the weekend. Clergy and lay
people are expected to make every effort to be present at both meetings. (or
not serve if they cannot attend at least one)
10. Lay Rectors will choose no more than 20 persons to serve on team. This does
not include the Lay Rector, Observing Lay Rector, or Spiritual Directors for
the weekend. Persons not on the approved team list will not be allowed to join
the functions during the Cursillo weekend and will be asked to remove
themselves from the area.

Example: People doing the party, Cursillistas coming in to spend the night
to be there for Wake-up, spouses not on team, etc.
11. Team members are expected pt pay fees for the weekend. The exception is the
Lay Rector and Spiritual Directors. Team fees should be paid no later than the
second team meeting. Scholarship is available for team members who need it;
however, it MUST be approved prior to serving on the team. This request
needs to be made by the person receiving the scholarship and should be name
to the Cursillo Commission and/or the Commission Treasurer. The Lay Rector
is NOT to offer scholarships to team members needing assistance.
12. First time team members may serve on team if two Cursillos have passed
since their Cursillo weekend. For example: Cursillistas completing #103 are
eligible to serve on the team of Cursillo #106.
13. Persons who have served on team are eligible to serve once a year. Any
exceptions to his rule MUST be approved by the Three Day Committee chair
AND the Commission Chair.
14. All team members are expected to be present for the entire Cursillo weekend.
15. Happening participants must have attended a Cursillo Three-Day Weekend
before serving on a Cursillo team.
16. People who have attended Kairos are encouraged to attend Cursillo Team
training before serving on a Cursillo team.

17. A person MUST have served as a Cha at least twice in a given area before
he/she may serve as a Head Cha for that area.

18. At least once a year there will be a musicians training workshop lead by
commission and diocesan leaders.

III. The Weekend
A. It is expected that NO CHANGES or alterations to the format of the weekend be
made by the Lay Rector or Spiritual Directors during the preparation for the
actual three day weekend without submitting a request for the approval in advance
to the Three Day Committee. The Three Day Committee will consider the request
then submit it to the Commission on Cursillo for final approval. Examples include
changes to worship services, readings, and format; changes to the mood and
format of the Party, Wake-Up or Clausura; or other changes that significantly
deviate from the shared Cursillo Community experience of the Three-Day
Weekend. Any significant change that deviates from the format is a breech of the
agreement with the Episcopal Church and the Roman Catholic Church for the use
of the Cursillo name and format and threatens the loss of National licensing.
(Bottom line: this is EXTREMEMLY important.
B. The ideal number of participants is 36. The recommended minimum number is
15. The Commission Chair and the Diocesan Spiritual Director must make the
decision to cancel a weekend.
C. The Saint to whom the Cursillo is dedicated will be chosen by the Head Spiritual
Director for the Weekend.
D. It is recommended that a husband and wife not be at the same weekend with one
as a team member and the other as a participant.
E. Persons from a parish or mission without a priest or whose priest has not attended
a Cursillo weekend may not attend a Cursillo unless exception is made by the
Commission on Cursillo and/or the Bishop.
F. It is advised that no one under the age of 21 attend a Cursillo with special
consideration by the Commission on Cursillo.
G. A non-Episcopalian married to an Episcopalian may attend a Cursillo weekend
with the approval of the Diocesan Spiritual Director.
H. In keeping with National Cursillo licensing, it is our general policy that only
Episcopalians and their spouses who live and worship in the Diocese of Georgia
may attend a Georgia Cursillo Weekend. Exceptions to this general policy require
the approval of either the Diocesan Spiritual Director or the Bishop. Example:
Some one who is actively involved in the life of a parish and considers that parish
to be his/her “home| church may request permission to attend a Cursillo Three
Day Weekend.
I. As a general rule if a team member is sponsoring a participant, that sponsor is
responsible for finding a co-sponsor for the participant who will be able to fulfill
the “at home” duties of a sponsor, as well as be present at wake-up and Clausura.

IV. Servant Community – All servant community personal serve at the discretion of the
Commission. They are appointed by the chairperson for a one year term with the

approval of the Commission. Each member of the servant community has voice but
no vote unless they are also a member of the commission.
A. Treasurer/Registrar

1. As treasurer
a. Insures that scholarship policy is established and insures that procedures
are in place for compliance.
b. Conducts fund/scholarship drives at the direction of the Chairperson and
in consultation with the Diocesan Canon for Administration. Insures that
obligations are met in relation to the National Cursillo Movement
c. Reports directly to the Chair.
d. Ensures that an annual budget is developed, and progress is reported at
each Commission meeting.
e. Ensures that all bills are paid in a timely fashion.
f. Receives and accounts for all funds, fees and scholarships.
g. Ensures that an annual record review is conducted by the Commission
Chair based upon the end of October bank statement and a written
statement entered into the minutes at the next commission meeting stating
the results of the review.

2. As registrar
a. Receives all applications of Laity and Team members (including Clergy).
b. Determine the validity of the application, especially the Clergy signing the
application.
c. After receipt of the application the Registrar is to mail a letter of
acceptance to each participant as well as a letter of responsibility to the
sponsor(s)
d. Send copies of all applications for team and participants to the Rector of
the upcoming Cursillo, as well as informing the Rector of any
drops/cancellations of participants.
e. Keep an accurate ongoing list of all those who attend the Cursillo,
payments made, as well as personal contact information of each
participant.
f. Deposit all monies collected.
g. Coordinate with the Head Palanca Cha the actual count of participants that
are attending the Cursillo.
h. Prepare any forms which may be needed by the National Cursillo.
i. Communicate promptly with any information requested regarding
participation at a Cursillo.
j. Attend all Commission meetings as scheduled.
k. Communicate with any and all participants of any special notifications on
behalf of the Commission, Rector or other requested person(s).

B. Palanca Coordinator
1. To notify the national Cursillo office of upcoming Cursillo weekends or
Cursillo workshops in the Diocese of Georgia and request palanca.

2. Keep the Diocesan Fourth day community aware of the need to offer palanca
for the continual growth of the Movement, for Cursillo weekends and
workshops in other diocese in the U.S. and around the world.

3. Having requested and having assured that the Fourth Day community is
offering palanca; he/she notifies other dioceses of our prayers and palanca for
their weekends.

4. Makes sure that the information on the National Cursillo web site is correct
and up to date.

C. Newsletter Editor
1. Publish an edition for each Cursillo weekend. It will contain a list of team
members and participants for the approaching weekend, important dates,
contact information for commission members, and a variety of articles of
interest to the Cursillo community. It should be sent to the webmaster for
posting to the website two-three weeks before the scheduled weekend.

D. Webmaster
1. Keeps the website current.
2. He/she will update the website to include announcements about upcoming
events nationally, regionally and in the diocese.
3. Posts the current newsletter and palanca list on the website.

E. Manual Upkeep Coordinator
1. Be in charge of assuring that all the cha manuals and rector manuals are kept
up to date. He/she will be responsible for keeping an electronic copy of each
manual.

F. Financial Coordinator
1. Be a link between the Georgia Cursillo commission treasurer and diocese
administrator.
2. The financial servant relieves the treasurer from meeting budget deadlines and
draw requests to the diocese for operating money.
3. The financial servant assumes responsibility for meeting the of Georgia
Diocese budget process time table and follows up with specific draw requests
for line items as needed by the Cursillo operating budget usually quarterly.
4. Is an ex-officer member of the board and attends meetings when requested by
the chairman.
5. Anticipates future increases or decreases in the annual needs of the
commission. One Example – a Jacksonville National Episcopal Cursillo
Convention costs 30 – 40% less than a Denver, Colorado NEC meeting
without the need for airfare.

G. Day of Deeper Understanding Coordinator
1. Contact the Cursillo Commission to obtain dates reserved for the DDU.
2. Call Annunciation in Vidalia to reserve the parish hall for the established day
and time.

3. Create and supply copies of an invitation to the DDU. This should be sent to
the Head Palanca Cha and included in participant and team folders on Sunday.
Invitation should include time, place and a reminder to bring a covered dish
and their sponsor. It should also include your name and email address as well.

4. Recruit at least 2 people that did not serve on team to deliver the mini –Rollos
of Group Reunion, Ultreya & Sponsorship to be given at the DDU. If you
cannot find a 3rd person, plan on delivering one yourself.

5. Recruit a person from the participant, the sponsors or from within the Cursillo
community to give the Lay Witness Talk.

6. Ensure well ahead of time that at least one of the priests that served on Team
will be able to attend. Remind that priest that there will be a Lay Witness talk
and that he/she will be expected to offer a response.

7. Ensure that at least two of the musicians will be able to attend as well. If not,
learn how to play guitar in a hurry!

8. All information about the talks as well as outlines for giving them, are in the
DDU Manual. You will need to provide this information to your volunteer
speakers if they need it.

9. Be sure that you receive a list of Team, Participants and their Sponsors from
the Rector or the Registrar. Use this list to personally contact everyone (via
snail mail or email) at least two weeks before the DDU.

10. Create and make copies of an agenda to have available on the established date.
A sample of one can be found in the DDU Manual.

11. Run of copies of the Primitive Order of Reunion to have available on the
established date. A master copy can be found in the DDU Manual.

12. Remind Head Palanca and Food Chas to bring ice, paper plates, cups, napkins
and eating utensils. Assorted soft drinks, tea and water will also need to be
supplied.

13. Contact Annunciation the week before the DDU to confirm the date and the
location of the key to get in the parish hall. Ask about a key to get into the
church as well.

14. Plan on arriving at least 30 minutes early to turn on heat or air, set up tables
and chairs, get coffee made and set up a small brunch……..bagels, cream
cheese, juice, donuts, etc. Some of the Team can help you supply this.

15. Remember that the agenda is not carved in stone. If a priest has to leave early,
the Eucharist can be held before lunch instead of at the end of the day.

16. Clean up the kitchen and parish hall before leaving and don’t forget to leave
the key. The church secretary will tell you where to put it.

17. Send a thank you note to the hosting church.

H. Computer Records Coordinator
1. Maintain a current electronic database of all people who have attended a
Cursillo in the Diocese of Georgia or who have moved to the diocese and
requested to be added to the database.
2. Make the database available to the commission.

I. Music Coordinator

1. Insure that a training session for music chas is held at least once a year.
2. Revise and change all music cha books and music song books as deemed

necessary by the commission.

J. Palanca Hut Coordinator
1. Insure that adequate supplies of materials are available in the Palanca Hut
prior to each weekend by conducting an inventory.
2. Notify chairperson and treasurer of any supplies that are needed in a timely
manner.

K. Ultreya Coordinator
1. Keeps a list of all Ultreya contact people and assures that the head palanca cha
for each weekend is notified of any changes that may have occurred.
2. Obtains nominations of at least one person each year with a minimum of two
from each convocation as possible commission members.