Today’s churches must define and document their standards of care for children, in order to protect both children and the church. This is done through the use of children’s policies. A jury could find a church was negligent if policies have not been formulated, approved by the church body, and then implemented. Some insurance companies require church-approved policies in order to continue church coverage. Legally, the church is responsible for answering, “What did you or your staff do to prevent this tragedy from occurring?”  To protect our children, and to protect the church against being found negligent, well-formulated and implemented policies are needed.

How Does a Church Begin Developing Policies?

Step 1   Organize a committee or work group of interested persons. 
             Your church may already have a preschool and/or children's 
             committee in place that could take on this responsibility.
Step 2   Collect sample policies from other churches and from the 
             Childhood Ministry Group of the South Carolina Baptist 
             Convention.
Step 3   Research recommended standards of care (state childcare 
             services; laws applying to employed teachers; and fire, 
             electrical, and building codes in your county).
Step 4   Consult with your church's insurance agent.
Step 5   Meet to study the policies and research you have compiled.
Step 6   Formulate policies that meet the needs of your church.

What Are Possible Items to Include in Policies?

A. Greeting from the pastor or minister of childhood education
B. Purpose of the policies
C. General Policies
     1. Availability of facilities
     2. Hours open for regular church programming
     3. Guidelines for requesting and using facilities
     4. Age divisions for departments
     5. Promotion
     6. Procedures for immediate reporting of any problem
     7. Documentation procedures for follow-up with problems
D. Parent Policies
    1. Arrival and pick-up procedures
    2. Infectious disease guidelines
    3. Medication guidelines
    4. Food and feeding guidelines
    5. What to bring and not to bring to church
    6. Duty to immediately report problems
E. Teacher Policies
    1. Arrival time
    2. Pupil-teacher ratio
    3. Teacher training
    4. Screening procedures
    5. Security policies
    6. Safety policies
    7. Hygiene policies
    8. Playground policies

What Does a Church Do Once the Policies are Formulated?

Share the proposed policies with others who work with preschoolers and children to get their input and response. In addition, the approval of the pastor and minister of education will be valuable. Make revisions as needed for your church’s situation.

When the committee feels comfortable with the policies, plan to invite parents to review the policies. Explain the intended purpose and reasons for policies in your church. Distribute the policies to parents a week or two prior to a parent meeting. Allow time during the meeting for parents to ask questions and discuss the content of the policies. Parents can offer valuable feedback and assist in clarifying policies for other parents. Their review and approval encourages and supports teachers when implementing policies.

It is important to arrange for these policies to be approved by the church during a business meeting. Being able to refer to a date of church approval will add credibility to the policies and support to those whose responsibility it will be to follow (and help others abide by) them.

Once church approval has been secured, distribute copies of the policy to teachers, leaders, church staff, and all families with preschoolers and children. See that new families coming into the church receive a copy as well. Provide a sheet or log of childcare providers, administrators and parents to sign acknowledging receipt of the policy and agreeing to its terms.

Implement the policies and follow them at all times. A church that has policies in place but disregards them can be found negligent if legal action arises. Most importantly, following the policies will assist your church in protecting the children entrusted to your care and teaching.

Prepared by: Sue Harmon, Associate Director, Childhood Ministry Group, South Carolina Baptist Convention
Special thanks to Zadabeth Uland, Glenne Whisenhunt, and Sheri Babb for their previous work on policy articles.