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 offices of record for these records include (but are not limited to) the Bishop's Office, the Bishop Suffragan’s Office, the Canon to the Ordinary, Faith Formation, Huston Camp & Conference Center, Refugee Resettlement Ministry, Evangelism and Planned Giving/Stewardship and the Treasurer's/Comptroller's Office.

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 of Olympia establishes a Records Policy, together with approved procedures for the management, retention, disposition, and preservation of its records in all formats and media, including electronic records and communication, in accordance with statutory and regulatory standards, and appropriate administrative standards and best practices.

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 retention schedule that may be modified and adopted by congregations for their particular situations.

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 their organizations.

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 Episcopal Institutions to adapt it locally. Our Diocesan Council established a task group to adapt this into a diocesan policy, which was approved at the July council meeting.

As part of that action, the Office of the Bishop has been directed to issue written and online communications to all congregations directing them to initiate the five policies; the due date for implementation is June 1, 2021.

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 Deck: PDF can be found at the bottom of this page.

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 five years.

Please note that only the Rector/Vicar/Priest-in-Charge, Administrator, or Sr. Warden may initiate the request. The Oxford background check for clergy typically cost $155, but this may vary. Your congregation will be responsible for reimbursing the Diocese of Olympia for the full cost of the background check. A copy of the invoice will be forwarded to you.

The Oxford background check may take 2-6 weeks to complete. Upon completion, the congregation/requester will receive a letter from our office verifying the results of the background check. The individual on whom the background check was performed may also provide a copy of the report to the congregation themselves.

Contact exec-asst@ecww.org with questions.

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 providers offer Criminal Background Checks, in addition to optional screenings such as Credit, Driving Records, etc: we recommend First Advantage, GoodHire, and Intellicorp. First Advantage offers one-time background check options without a subscription or setup fee if you do not anticipate needing many checks run: https://fadv.com/solutions/small-business-background-checks/ and Select Small Business > Basic Screening > Applicant Submission.

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 money.  A strong set of guidelines with transparent accountability is good stewardship and will make everyone more comfortable. 

This set of procedures for counting and handling money was developed by an accounting and a congregational auditing team.

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 services. Training occurs in the congregation, and if desired with assistance from diocesan leaders.
 
Note:  Lectors who read from Scripture during liturgies do not require a license.

Submit Application or Renewal Application Here: https://dioceseofolympia1551.formstack.com/forms/worship_leader_license

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 unable to be present at the Celebration. A Eucharistic Visitor should normally act under the direction of a Deacon, if available, or other member of the Clergy in that congregation. Training may take place in a congregation, with assistance from diocesan leaders or through diocesan trainings when available.

IMPORTANT NOTE: The Reserve Sacraments may not be distributed by a deacon or lay minister  within the context of a church service, whether weekday or weekend, when a priest is absent.

Specific requirements for this ministry:

1. Background check

2. Completion of Safe Church training

3. Understanding of the “Two by two” visitation policy

Applications and Renewal Applications may be submitted here: https://dioceseofolympia1551.formstack.com/forms/eucharistic_visitor_license

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 member of the clergy in charge of the congregation.

A Eucharistic Minister should normally act under the direction of a Deacon, if available, or other member of the clergy for that congregation.  

Training takes place in the congregation, by a member of the clergy or designee, and if desired with assistance from diocesan leaders.

IMPORTANT NOTE: The Reserve Sacraments may not be distributed by a deacon or lay minister  within the context of a church service, whether weekday or weekend, when a priest is absent.
 

Application and Renewal Applications may be submitted here: https://dioceseofolympia1551.formstack.com/forms/eucharistic_minister_license

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.