Copyright 2009©

A Good Policy

• • • • • • • According to the IRS http://www.irs.gov/businesses/small/article/0,,id=200581,00.html

Purpose

– define the purpose of the policy – what is the goal or desired outcome? What are the drivers or triggers that make this policy a requirement?

Scope

– define the scope of the policy – what will it cover, e.g., all agency IT systems that store, process, transmit or receive FTI? All agency IT systems regardless of function?

Roles and Responsibilities

creation, policy implementation and monitoring policy compliance. Use titles instead of actual people’s names.

– define the departments and people that are responsible for policy

Management Commitment

management support. Identify the management lead for the policy with a statement emphasizing their commitment to the policy.

– to be effective the policy needs organizational visibility and

Coordination Among Organizational Entities

– What other internal/external organizations must be coordinated with to carry out the policy? Define these relationships here.

Compliance

being met?

– How will compliance with the policy be measured to ensure requirements are

A Word About Policies and Procedures

• • • • • All churches share things in common All churches have unique aspects and ministries Danger of “Policy Death” – Too few, too many, too long This is a sample or “Boiler Plate” set of P & P The manual will be available by early 2010

Major Headings in a P & P Manual

• • • • • • Administration Personnel Buildings and Grounds Children and Youth Financial Ministries

Administrative Support Issues

• • • • Accountable Reimbursement Housing Allowance for Ministerial Staff Church Auto Policy Personnel Review and Pay Raises

Administrative

• • • • • • • • Accident-report form Announcements Confidential Information Conflict of Interest Credit Card Emergency Response Internet Useage Cell Phone Useage

Administrative

• • • • • • • Purchasing Leave of Absence Personnel Files Photo Release Auto-Church Vehicle Communicable Disease Social Media

Personnel Files

• • • • • • • • Employment Application Interview Form Job Applicant Log Resume and References I-9 and W-4 Evaluation form and time line Hiring and Dismissal Checklist Equity Allowance

Personnel

• • • • • • • • Conflict of Interest Discipline Employee Handbook Paid Leave Visitation Intellectual Property On Call Political Activity

Personnel

• • • • • • • • Training and Education Trainees-legal status Sexual Misconduct Clergy/Pentitent Privilege Pastoral Counseling Sexual Harassment Reporting Abuse Termination

Employee Benefits

• • • • • • • Retirement Vacation Sabbatical for Ministerial Staff Outside Speaking Engagments Hiring Issues Work hours Pay periods

Employee Benefits

• • • • • • • Health Insurance Disability Insurance Life Insurance Flexible Spending Account Sick Leave Personal Use of Church Computers Qualified Tuition Reduction Plan

Children and Youth

• • • • • • Child and Youth Safety Safe Nursery Adult/Child ratio Volunteer Screening/Background Checks Child Check In Procedure Out-of-Town Trips

Buildings and Grounds

• • • • • • • • • Building Use Conditional Use-facilities rental Technical Systems Use Websites Transportation Transportation Registration/Medical/License Church Inventory Fire Emergencies Security

Buildings and Grounds

• • • • Keys Policy Building Access Medical Emergencies Legal Services

Financial

• • • • • • • • • Charitable Contributions and Gifts Money Trail Fraud Fund Raising Internal Review Purchasing Missions Designated Giving Discretionary Fund

• • • • • Investment Plan Laptop Computer Money Counting Reimbursement Record Retention

Financial

Community Ministry

• • • • • Disaster Relief Plan Non Member Funeral Weddings Benevolence Event Planning

Church Ministry

• • • • • • • • Volunteers Member Funeral Weddings Benevolence Event Planning Men’s Ministries Women’s Ministries Celebrate Recovery

Final thoughts

• • • • No Manual covers every event that comes up – Principle driven, not event or circumstance Sometimes less is more Policies should be just long enough to cover issue-200 page documents are overkill Policies that are too long will not be read or remembered-ineffective

What Questions do you have for me?

559 287-7840 cell 559 256-0858 direct line [email protected]