From: Father Robert Hughes, V.G.
Several times since the beginning of the lockdown in the State of New Jersey, Bishop Sullivan has directed that parishes and schools not schedule, encourage or participate in drive-in, drive-by and drive-thru activities at parish or school properties.
Despite Governor Murphy’s granting of permission for some such activities, you are reminded that such are NOT TO TAKE PLACE on parish or school grounds in the Diocese of Camden except in connection to the celebration of graduation from High School and Elementary School as outlined below.
All graduation exercises are to be conducted virtually on the day assigned for graduation. The ceremony should follow the regular outline for graduation: Pomp and Circumstance or other musical piece, Prayer, Star Spangled Banner, address of the Salutatorian, address of the school president/principal or pastor, announcement of awards, address by the valedictorian, address by the bishop (will be provided to both high schools and elementary schools), roll call of graduates and posting of their photos, closing remarks from president or principal congratulating the graduates, and the singing of the alma mater or school song if appropriate, recessional music if desired.
In accord with the revised executive orders of Governor Murphy and out of consideration for graduates and their families, Bishop Sullivan has given permission for diplomas to be distributed in conjunction with a drive-in event IF CONDUCTED IN THE FOLLOWING MANNER:
NB: Specific plans for the distribution of diplomas event must be reviewed and signed by the local Chief of Police and submitted to the Office of Catholic Schools before any announcement is made. Once approved by the Office of Catholic Schools, plans may be announced and details shared.
The following directions MUST be followed in all circumstances at all schools if they wish to distribute diplomas to graduates via a drive-in event (no other event may be planned for distributing diplomas):
1. A date and time are to be identified for the diploma distribution event.
2. An alternate date and time are to be identified in case of inclement weather.
3. The entire event MUST BE CONDUCTED OUTSIDE on school/parish property.
4. The school must contract with the local police to have a minimum of two police officers present; more if the local department requires. This must be contained in the written plan and certified by the local police chief with his or her signature. An ambulance may also be required by local ordinance.
5. A parade route for cars ON SCHOOL or PARISH PROPERTY is to be determined and signs are to be posted at the entrance that NO ONE is permitted to exit his or her car while on school or parish property. The graduate may do so only as directed below.
6. Cones and directional signs MUST BE CLEAR.
7. The principal alone is to present diplomas. He or she is to wear a face covering throughout the event and use hand sanitizer or wear gloves while presenting diplomas.
8. An assistant principal or other administrator may be used to announce the names of the students at the first station using amplification, if desired.
9. Three stations are to be created – keeping a SAFE DISTANCE between each:
a. Station One – STOP SIGN 1 – for the graduate to exit the car…a STOP SIGN must be erected and instructions posted that ONLY the graduate may exit the car.
b. Station Two – STOP SIGN 2 – PHOTO STOP….a STOP SIGN must be erected and noted as the photo stop in front of the DIPLOMA DISTRIBUTION SITE. The site should be at the entrance of the school if possible or another suitable place which
may be decorated as the school finds necessary. Diplomas should be placed on a table (or diploma covers since trying to organize a car parade in alphabetical order may prove difficult in some circumstances)
c. Station Three – STOP SIGN 3 – for the graduate to return to his or her family’s car…a STOP SIGN must be erected.
10. Students and families are to be instructed of the following procedures (information and communication are key to a safe and successful event):
a. Arrival time and any specifics about the order of the car parade if an order is to be imposed. Schools may want to send graduates a placard for the front window that identifies the graduate’s NAME and their place in the car parade if that matters.
b. The graduate is to be dressed in cap and gown and seated in the right passenger seat of the car (front or back). The graduate is not required to wear a face covering for this moment.
c. Upon arrival STOP 1, the student’s name is announced and he or she exits the car, walks to reception site, receives his or her diploma from the principal without shaking hands or any other gestures. He or she may pause briefly for a photo.
d. As the graduate approaches the distribution site, the family car moves to STOP 2 for photos – All family members must remain in their cars and cars must be at least ten feet away from the diploma distribution site. Advanced instructions must be given about the amount of time people may have for photos. A professional photographer may be contracted for the event but schools must insure his or her safety from moving vehicles.
e. The family car is then moved to STOP 3 where the graduate gets back into his or her car.
f. Once a graduate has returned to his or her car, they MUST immediately depart the school grounds according to the parade route provided. They are NOT permitted to remain on site to watch others receive their diplomas or for any other reason.
11. Administrators or faculty members may assist in providing directions at particular places (especially the three stations) – but those positions must be identified on the route plan submitted to the police and the Office of Catholic Schools. They must also wear face coverings and gloves (or have access to hand sanitizer).
12. Faculty members ONLY may park their cars along the edge of the car parade route that leads to the diploma distribution site – but are not permitted to exit their vehicles and need to be extremely cautious about distracting drivers along the parade route. Faculty may roll down their windows (if cars are parked at least six feet apart) and/or decorate their cars to identify themselves. Graduates are not to exit their cars along the route to greet teachers, for photographs or for any other reason. Again, once they receive their diploma they must
exit the school property – faculty vehicles ARE NOT PERMITTED TO PARK along that part of car parade route.
13. No one, faculty or students, are permitted to gather after the conclusion of the diploma distribution event on school or parish property.
14. This event is intended to provide an opportunity for each individual graduate to receive their diplomas and have a picture to commemorate the event – it is not a substitute for the virtual graduation exercises nor is it an opportunity for graduates and families to witness the distribution of diplomas to classmates.
15. A school is not permitted to create another type of event for the distribution of diplomas.