Policies/Procedures

The following policies and procedures relate to records that are confidential, private or privileged. These records are created in the course of conducting business for the Diocese of Olympia. The...
Schedule of retention for various documents
All records created or received by the employees or agents of the Diocese of Olympia within the scope of their employment or responsibilities will be considered the records of the diocese. The Diocese...
This manual of records management guidelines is designed for parish officers and administrators, including the custodian of records and archives or the parish archivist. It includes a general records...
Form to be filled out by employee as proof of childhood immunizations
Form to be filled out by health care provider for proof of childhood immunizations
The purpose of this paper is to present a roadmap for churches and faith organizations to prepare for and respond to potential cybersecurity and data recovery issues that may arise for themselves and...
Best practices for conducting a Virtual Annual Meeting due to COVID-19 restrictions
Guidelines for Conducting a Virtual Annual Meeting due to COVID-19 restrictions
In February 2020 the Executive Council of The Episcopal Church (TEC) adopted a Model DFMS (Domestic & Foreign Missionary Society) Vaccination Policy for Youth Events, and encouraged dioceses and...
Policy of the Board of Directors regarding Construction by Mission Congregations.
Slide deck from the webinar Regathering Considered: Legalities and Practicalities, dealing with the coronavirus and re-opening church buildings. Webinar held on June 10, 2020. Other Resources: Slide...
Policy of the Board of Directors regarding Distribution of Unrestricted Gifts and Bequests.
Please submit THIS FORM to request to have an Oxford Document Management Company, Inc. background check performed on clergy of your congregation. An updated background check should be conducted every...
Background checks are required for paid employees and those who work regularly with youth or children at congregations. An updated background check should be conducted every five years. A number of...
Many Vestries and Bishop's Committees ask for help on procedures for counting and handling money that protects the congregation, its leadership and finance ministry persons when it comes to handling...
A suggested list of the types of policies and procedures that a vestry might have or want to have for their congregations.
Diocesan policy on Eucharistic Visitors, also known as the Two by Two visitation policy.
Statement approved by the 1985 General Convention and the current policy for alcohol and alcoholic beverages at church functions in effect for the Diocese of Olympia.
Suggested Diocesan Pastoral Care Polices and Procedures Guidelines
Worship Leader is a lay person who regularly leads public worship under the direction of the clergy or other leader. Most commonly this leadership is for the Daily Office, but may include other...
Preacher is a lay person authorized to preach within that congregation or in another parish by invitation of the priest in charge. Training occurs in the congregation and perhaps through other...
Preacher is a lay person authorized to preach within that congregation or in another parish by invitation of the priest in charge. Training occurs in the congregation and perhaps through other...
Eucharistic Visitor is a lay person authorized to take the Consecrated Elements following a Celebration of Holy Eucharist to members of the congregation who, by reason of illness or infirmity, were...
Eucharistic Minister is a lay person authorized to administer the Consecrated Elements at a Celebration of Holy Eucharist. Eucharistic Ministers may serve the wine and/or bread, as determined by the...
2022 Mileage Reimbursement Rates The IRS reimbursement rate for business miles is 58.5 cents/mile The IRS reimbursement rate for volunteer miles remains at 14 cents/mile
Diocesan policy regarding email, internet and social media use by church employees. This is now incorporated in the document Archives and Records Management.