Top 5 Essential Policies

Monday, July 22nd, 2024

The amount of information we consume every day through all channels of communication often makes it difficult to distinguish between what is important and what can be added to a stack of unread paperwork.

Like a lot of other documents, policies can be overlooked. People sometimes skim a policy or sign it without reading. In all too many cases, there are no policies in place at all.

Among other reasons, policies exist to ensure consistency and compliance with safety and security. As a church or organization that works with children and youth, there are a few essential policies that you cannot afford to overlook. Here are the top 5 policies you should have in place at your church or organization related to these important vulnerable populations:

1. Protection policy. Perhaps most important, this policy encompasses all aspects of your protection program as it relates to the safety of children and youth. This policy should include sections on background checks, two-deep leadership, best practices, non-negotiables, drop-off and pickup policies, restroom guidelines, acceptable discipline techniques and mandatory reporting guidelines, among other important areas.
2. Social media policy. This policy applies to all aspects of social media and includes best practices for who can, and should, post official commentary and news, best practices for leaders and their personal social media, and recommendations for transparency.
3. Transportation policy. This policy relates to the transport of children and youth, and may include criteria for drivers, seatbelt and other safety rules, vehicles and their specifics, maintenance and gas tips, etc. Don’t forget to include guidelines for when volunteers use their personal vehicles for driving children and youth.
4. Travel policy. A policy regarding off-site activities is important whether the travel is local, regional or international. Room situations, best practices for keeping track of the group, organization, leadership guidelines, communication with parents and safety tips are important considerations for this policy.
5. Sex offender policy. Do those with a criminal past have a place at your church, with specific protection measures in place? Whether the answer is yes or no, it’s important to be prepared—with either specifics to any given situation or a list of resources for other arrangements.

As a church or organization watching over vulnerable populations, you are charged with the responsibility to put measures in place to keep everyone safe. Having policies in place that people read, acknowledge and understand is a vital component of a strong protection program.

Keep in mind that policies are designed to be living documents. They are not meant to sit unattended for years without review or edits. Make policy management a part of your annual schedule, particularly when there is a change in leadership.