Caring Guidelines For A Large Pastoral Staff

Pastoral Care Guidelines

Pre-amble

Due to the growing complexity of caring with people, this is a sheet outlining best practices to deal with care cases that come across your path.  

1. Team Complexity

Realize that there is a lot of overlap in our team and multiple roles operating at the same time… This can make it difficult to know who to refer to. 

2. No one owns anybody

As a pastor, you are called, equipped, and empowered to deal with every situation that you are referred.  Every pastor can step in and minister in every and all situations that may arise.  No one has exclusive access to anybody. 

3. Communication is Vital

Please write in each person’s profiles detailed notes about every and all interactions that you have.  If multiple pastors are involved in a person or situation, communication between who is following up, visiting, caring, etc, needs to happen between the pastors.  While there may be exceptions, there is no need for multiple pastors to be involved in the same case.

4. Referral Guidelines

When you first obtain a new referral realize that our receptionist has already done a background check before referring the person to you.  She has checked the person’s age, the area that they live in, past notes, groups they are affiliated with, and possible demographics.  While all situations differ here are best routing methods…

Youth referrals – Youth Pastor

History – if there is history in a person’s notes of interaction refer to the most active pastor in the personal / family history.

Group – if the person is part of a group overseen by a pastor, the first referral is given to that pastor.

New – In situations where it is difficult to assess, each pastor is qualified to make first contact with anyone assigned to them.

5. Follow Up 

Each pastor is responsible to follow up with the person assigned to them personally.  If for whatever reason you pass them on to another pastor, please write in the notes why you are doing that.  Also, have an in-person conversation to talk about help you might night.  Do not just refer out without asking/explaining why.  Be clear – I can’t follow up in time; they wanted to speak with a pastor who oversees young adults; this person needs to have a prayer team visit their house as it’s a very difficult situation, etc.  

6. Do not automatically refer to the Lead Pastor

If you get a note of someone wanting to speak with the lead pastor, you are empowered to call the person as a pastor on His behalf.  Here are some ways to deal with the situation.  “I received a note saying that you were interested in speaking with Pastor X, I’m an associate pastor and deal with care situations like the one you mentioned and can best serve you…” 

7. Pastoral Referral

• Please refer to our care training for referrals to counseling organizations.
• In our procedures folder, we have a list of outside organizations to refer people to.
• Where an individual asks for pastoral meetings, please do not exceed 4 meetings before referring out.

8. Safety

• Please follow our plan to protect training for care of individuals in a vulnerable situation.
• Please report any suspect situations to the executive pastor.
• Debrief your experiences with each other as not to be personally carrying situations.
• If you are feeling anxiety or stress please speak with the executive pastor.

9. Collaboration

Talk to each other.  Figure out the challenges you are having with each other.  Try to dial into misunderstandings that you have in communication or actions.  We are on the same team and the primary way that we will lose our effectiveness is if we silo ourselves or keep misunderstandings within.