Purpose

To establish the source and proper exercise of all authority within Kingdom Care Ministry Academy, so that every student and participant serves under clearly defined administrative leadership rather than personal initiative.

Policy Statement

Procedures

1. 01Recognize the Academy Director as the final administrative authority over all Academy operations, curriculum, admissions, student conduct, student access, assessments, practicum administration, final examination administration, Registrar and completion processes, Academy records, Academy-sponsored activities, policy enforcement, and Academy communications.
2. 02Serve strictly within your assigned role; do not exercise authority, make commitments, or issue directives beyond your scope.
3. 03Direct any matter exceeding your role to the Director without delay.
4. 04Honor the chain of authority in all communication, documentation, escalation, and public representation of the Academy.
5. 05Understand that the Academy Director's authority is limited to KCMA and Academy-sponsored activities and does not extend to permanent spiritual or operational authority over graduates serving in outside churches, ministries, or organizations.

Responsibilities

Exceptions (if applicable)

None. This policy applies to every individual participating in Kingdom Care Ministry Academy, regardless of tenure, title, or prior experience.

Revision History

Purpose

To define the scope and manner of the Director's oversight so that Kingdom Care Ministry Academy remains under clear administrative accountability.

Policy Statement

Procedures

1. 01The Director reviews a written Academy summary at least quarterly, including activity, needs, and any concerns.
2. 02Schedule a monthly review meeting to discuss active situations and Academy direction.
3. 03Address any matter involving policy, student conduct, a threat to Academy community unity, or the conduct of an Academy leader.
4. 04Do not act on a matter of significant weight without prayerful consideration; pause, document, and seek counsel.
5. 05Implement decisions faithfully and communicate them clearly to those affected.

Responsibilities

Exceptions (if applicable)

In a genuine emergency involving immediate safety, a student acts first to protect life and notifies the Director as soon as possible (see Section 7).

Revision History

Purpose

To define the responsibilities and authority limits of the Director so that Academy operations are led consistently, accountably, and in alignment with the Academy's mission and standards.

Policy Statement

Procedures

1. 01Maintain the student roster, including enrollment status, progress, and review dates.
2. 02Enforce every policy in this manual consistently, addressing deviations through coaching and, when necessary, the processes in Section 8.
3. 03Oversee Academy completion, commissioning, and continuing education where applicable.
4. 04Review and approve all incident reports within 48 hours of submission and escalate as warranted.
5. 05Convene Academy community meetings and the annual review of this manual.

Responsibilities

Exceptions (if applicable)

When the Director is the subject of a concern or conflict, the Director recuses themselves and an interim lead is appointed to oversee the matter.

Revision History

Purpose

To state the mission of Kingdom Care Ministry Academy so that every policy, procedure, and interaction serves a single, shared purpose.

Policy Statement

Procedures

1. 01Begin every Academy activity by recalling this mission; if an activity does not advance it, reconsider it.
2. 02Measure every Academy interaction against the standard of compassionate, Christ-centered presence.
3. 03Decline or refer any request that falls outside this mission or beyond the scope of Kingdom Care (see Policy 5.01 and 5.08).
4. 04Keep the mission visible in training, Academy community meetings, and commissioning.

Responsibilities

Exceptions (if applicable)

None. The mission governs all Academy activity.

Revision History

Purpose

To articulate the long-term vision of Kingdom Care Ministry Academy so that present decisions serve a faithful future.

Policy Statement

Procedures

1. 01Develop and mentor students so that the Academy can grow without diluting training quality.
2. 02Pursue multiplication: each experienced graduate is encouraged to help form newer students where opportunities arise.
3. 03Maintain sustainable practices that protect students from burnout (see Section 8).
4. 04Evaluate new Academy opportunities against this vision before adopting them.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define the structure of Kingdom Care Ministry Academy so that every student knows where they fit, to whom they report, and how the Academy is organized.

Policy Statement

Procedures

1. 01Maintain a current organizational chart showing the Director, any administrators or facilitators, and students.
2. 02Communicate the chart to every new student during onboarding and update it upon any change.
3. 03Keep reporting relationships clear for Academy-sponsored activities.
4. 04Reserve future leadership roles (e.g., facilitators, administrators) for appointment by the Director.

Responsibilities

Exceptions (if applicable)

In a small or early-stage Academy, some roles may be unassigned; the Director then serves as direct lead to all students.

Revision History

Purpose

To establish how decisions are made within Kingdom Care Ministry Academy so that authority is exercised clearly, prayerfully, and at the appropriate level.

Policy Statement

Procedures

1. 01Make routine decisions within your assignment; document them as required by Section 9.
2. 02Escalate to the Director any decision involving uncertainty, conflict of interest, or potential escalation.
3. 03The Director decides matters of admissions, scheduling, policy interpretation, and student conduct.
4. 04Document significant decisions and their rationale in the appropriate record.
5. 05Communicate decisions to those affected promptly and clearly.

Responsibilities

Exceptions (if applicable)

In an emergency threatening immediate safety, any student may act to protect life and notify leadership afterward (see Section 7).

Revision History

Purpose

To govern the application and admission process so that students are admitted through a defined, fair, and accountable process.

Policy Statement

Procedures

1. 01Submit a completed Academy application through the official Academy process.
2. 02The Director reviews each application for alignment with Academy mission and standards.
3. 03An interview may be conducted where applicable to assess fit and readiness.
4. 04The Director communicates acceptance or denial to the applicant.
5. 05Applicants must provide truthful and accurate information; misrepresentation may result in denial or subsequent dismissal.

Responsibilities

Exceptions (if applicable)

The Director may exercise discretion in extraordinary circumstances, documented with rationale.

Revision History

Purpose

To clarify the flow from acceptance to official enrollment and student access activation.

Policy Statement

Procedures

1. 01Upon acceptance, the student selects an enrollment option (Policy 1.10).
2. 02The student pays tuition through the Academy's current approved payment process (Policy 1.11).
3. 03Upon payment confirmation, the Director activates student access to Academy resources.
4. 04Official enrollment is confirmed once access is activated.
5. 05The student receives orientation information and may begin coursework.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To distinguish the free community access option from paid Academy enrollment.

Policy Statement

Procedures

1. 01Communicate enrollment options clearly to each accepted applicant.
2. 02Confirm payment before activating student access.
3. 03For Enhanced Enrollment, schedule and provide exactly one private 60-minute Academy Coaching Session with the Director.
4. 04Do not promise or imply additional private coaching sessions beyond the single session included in Enhanced Enrollment.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To govern tuition payment so that the process is clear and consistent.

Policy Statement

Procedures

1. 01Upon acceptance, the student receives payment instructions through the current approved process.
2. 02The student pays the applicable tuition amount (Policy 1.10).
3. 03Upon payment confirmation, student access is activated (Policy 1.09).
4. 04Record the payment and enrollment confirmation in the student record.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To state the Academy's tuition refund policy clearly so that students understand the financial commitment before payment.

Policy Statement

Procedures

1. 01Communicate the no-refund policy to the student before payment is made.
2. 02Process corrections only for duplicate or demonstrably erroneous charges.
3. 03Document any correction with rationale and authorization.
4. 04Do not issue refunds for the reasons listed in the policy statement.

Responsibilities

Exceptions (if applicable)

Duplicate or demonstrably erroneous charges may be corrected. No other refund exceptions are created by this policy.

Revision History

Purpose

To describe the Academy's learning delivery methods so that students understand how instruction is provided.

Policy Statement

Procedures

1. 01Deliver Academy content through the method or methods appropriate to each component.
2. 02Students complete all required coursework for their enrollment format.
3. 03Where a component requires live participation, this is communicated clearly in advance.
4. 04Self-paced students are not required to attend live sessions unless explicitly required for a specific component.

Responsibilities

Exceptions (if applicable)

Self-paced enrollment does not require live attendance unless a specific component explicitly requires it.

Revision History

Purpose

To clarify the distinct roles of the Skool community platform and the official Academy website.

Policy Statement

Procedures

1. 01Use Skool for community, discussion, video instruction, announcements, and live Q&A where applicable.
2. 02Use the official Academy website for curriculum resources, handbook, workbook, practicum, final exam, Registrar, and official records.
3. 03Direct official document and record requests to the Academy website, not Skool.
4. 04Do not treat Skool as the official Registrar or records system.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define who may serve as a Kingdom Care Advocate in Academy-sponsored activities so that the Academy is represented by mature, trained, and accountable individuals.

Policy Statement

Procedures

1. 01Complete the full Academy curriculum, including all reflection, prayer, and Kingdom in Action components.
2. 02Obtain Director recommendation prior to commissioning.
3. 03Sign the KCMA Student/Graduate Policy Acknowledgement Form (Appendix D) at enrollment and at each annual review where applicable.
4. 04Maintain qualifications through continuing education where applicable to Academy-sponsored roles (Policy 2.06).

Responsibilities

Exceptions (if applicable)

A candidate with extraordinary gifting may, by Director discretion, be accommodated with adjusted pacing, but may not be commissioned until completion requirements are met.

Revision History

Purpose

To define the spiritual life expected of every Advocate so that ministry flows from a living, personal walk with Christ.

Policy Statement

Procedures

1. 01Maintain a regular personal prayer and Scripture rhythm.
2. 02Participate faithfully in Academy community life and worship.
3. 03Approach ministry from a posture of dependence on the Holy Spirit, not personal expertise.
4. 04Decline to serve when personally in crisis to the extent that care would be compromised; notify the Director.
5. 05Receive pastoral care for yourself; Advocates are not exempt from needing care.

Responsibilities

Exceptions (if applicable)

None. Spiritual expectations apply to all who serve.

Revision History

Purpose

To define the conduct expected of every student and Advocate so that the Academy is represented with integrity, consistency, and Christlikeness in every setting.

Policy Statement

Procedures

1. 01Arrive prepared and on time for every scheduled conversation or assignment; communicate early if delayed.
2. 02Honor every commitment made to a person in care; follow up as promised.
3. 03Maintain composure and respect in all communication, including difficult conversations.
4. 04Keep personal opinions, politics, and preferences out of ministry interactions.
5. 05Represent the Academy and ministry with dignity in word, appearance, and online presence (see Policy 3.05).

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To establish mutual accountability among students and Advocates so that no one serves in isolation and every participant remains under loving oversight during Academy-sponsored activities.

Policy Statement

Procedures

1. 01Participate in Academy community meetings and case review (de-identified) where appropriate.
2. 02Submit required documentation (Section 9) so that service can be reviewed.
3. 03Receive a periodic one-on-one review with the Director or assigned facilitator where applicable.
4. 04Speak honestly about struggles, mistakes, or boundary concerns; concealment harms the community.
5. 05Hold one another accountable in love, addressing concerns directly and then upward if unresolved (Policy 3.06).

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define participation expectations for Academy activities so that students complete required components applicable to their enrollment format.

Policy Statement

Procedures

1. 01Complete required coursework for each chapter or module before progressing.
2. 02Attend required live sessions where applicable to your enrollment format; notify the Director in advance of any absence.
3. 03Request leave through Policy 8.05 when life circumstances affect availability.
4. 04Track participation as part of the annual review where applicable (Policy 8.01).

Responsibilities

Exceptions (if applicable)

Self-paced students are not required to attend live sessions unless explicitly required for a specific component. Documented illness, family emergency, or approved leave (Policy 8.05) are excused.

Revision History

Purpose

To encourage ongoing growth in skill and wisdom after completion so that graduates remain current where they serve in Academy-sponsored roles.

Policy Statement

Procedures

1. 01Complete continuing education where required for Academy-sponsored roles.
2. 02Attend crisis response and confidentiality refreshers where applicable.
3. 03Participate in case-based learning at Academy community meetings where available.
4. 04Suggest topics of emerging need for inclusion in future training.
5. 05Record completed continuing education in your student file where applicable.

Responsibilities

Exceptions (if applicable)

Continuing education requirements do not extend to graduates' outside ministry settings unless participating in an Academy-sponsored activity. A student on approved leave (Policy 8.05) completes missed education upon return.

Revision History

Purpose

To clarify the nature and term of a student's commitment so that expectations are honest and sustainable.

Policy Statement

Procedures

1. 01Commit to faithful participation for the enrollment term.
2. 02Serve a sustainable schedule; do not overcommit.
3. 03Notify the Director before any significant change in availability or intent to withdraw.
4. 04Honor the commitment for its term unless withdrawing under Policy 8.06.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define how students participate in the Academy community, since Kingdom Care training includes collaborative learning and mutual support.

Policy Statement

Procedures

1. 01Participate in Academy community activities where applicable.
2. 02Support peers through encouragement and, when asked, mentoring.
3. 03Share de-identified learnings that benefit the community.
4. 04Address team conflict promptly under Policy 3.06.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To establish integrity as the baseline of all Advocate conduct, since trust in the ministry depends on the trustworthiness of each Advocate.

Policy Statement

Procedures

1. 01Be truthful in all communication, documentation, and representation.
2. 02Keep every commitment; if you cannot, communicate early and renegotiate honestly.
3. 03Avoid exaggeration of impact, credentials, or outcomes.
4. 04Refuse to use ministry relationships for personal gain.
5. 05Acknowledge mistakes openly and correct them promptly.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To ensure every person served and every team member is treated with dignity, since each bears the image of God.

Policy Statement

Procedures

1. 01Listen before responding; assume dignity before assuming anything else.
2. 02Use respectful language in tone and content at all times.
3. 03Honor differences of perspective without arguing or correcting unnecessarily.
4. 04Protect the dignity of those served in how you speak about them afterward.
5. 05Refuse gossip, ridicule, or dismissive speech about anyone.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To protect the privacy, dignity, and trust of every person receiving Kingdom Care while preserving appropriate ministry communication and safety responsibilities.

Policy Statement

Procedures

1. 01Do not discuss care conversations with unauthorized individuals, including spouses or close friends.
2. 02Store ministry documentation securely per Section 9.
3. 03Share information only with the Director or Team Lead when ministry necessary.
4. 04Follow established escalation procedures for any safety concern (Section 7).
5. 05Confirm a person's permission before praying for them by name in any group setting.

Responsibilities

Exceptions (if applicable)

Disclosure is permitted when required by applicable law or when there is an immediate safety concern for an individual or others. See Policy 4.08 for the full exceptions framework.

Revision History

Purpose

To define how Advocates communicate with those they serve so that communication is clear, kind, appropriately bounded, and never harmful.

Policy Statement

Procedures

1. 01Communicate primarily through approved ministry channels and during reasonable hours.
2. 02Keep messages purposeful, kind, and brief; avoid prolonged personal messaging.
3. 03Never use language that is romantic, suggestive, threatening, or manipulative.
4. 04Avoid counseling-style advice; offer prayer, presence, and appropriate referral (Policy 5.08).
5. 05Clarify your role at the start of any new relationship so expectations are honest.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To govern Advocates' use of social media so that the ministry's integrity and the privacy of those served are protected online.

Policy Statement

Procedures

1. 01Never post about a person you are serving or have served, even de-identified details that could be inferred.
2. 02Do not friend, follow, or message those you serve in a manner that blurs ministry boundaries; defer personal connection until after the care relationship concludes where appropriate.
3. 03Refrain from posting content contradictory to the Academy's witness or this manual's standards.
4. 04Direct ministry communication to approved channels, not social media DMs.
5. 05Report any concerning online contact from a person in care to the Director.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To provide a Christ-honoring path for resolving conflict so that disagreements restore rather than divide the team.

Policy Statement

Procedures

1. 01Go directly to the person with whom you have concern; speak honestly and graciously.
2. 02If unresolved, invite your Team Lead to assist the conversation.
3. 03If still unresolved, bring the matter to the Director.
4. 04Matters involving a leader or significant harm reach the Director.
5. 05Document the resolution in the team minutes without exposing private details.
6. 06Pursue restoration as the goal; never retaliation.

Responsibilities

Exceptions (if applicable)

Matters involving immediate risk of harm follow Section 7 before conflict resolution.

Revision History

Purpose

To ensure individuals represent Kingdom Care Ministry Academy accurately and humbly when acting in an Academy capacity.

Policy Statement

Procedures

1. 01Describe the Academy accurately: faith-based ministry training — prayer, presence, listening, and referral — not clinical care.
2. 02Do not make public statements on behalf of the Academy without Director approval.
3. 03Wear Academy identification only when authorized and appropriate for Academy-sponsored activities.
4. 04Decline media inquiries and refer them to the Director.
5. 05Present the Academy with humility and gratitude.
6. 06Do not imply that KCMA governs or supervises your outside church, ministry, or organization.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define the ethical standards that govern every Advocate decision, especially where no specific policy speaks directly.

Policy Statement

Procedures

1. 01When a situation is not covered by a specific policy, apply the ministry's ethical standards.
2. 02When uncertain, do not act alone; consult your Team Lead or Director.
3. 03Refuse any action that exploits, manipulates, or harms a person in care.
4. 04Disclose any conflict of interest to the Director before continuing in a matter.
5. 05Document ethical decisions and their reasoning when significant.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To present the ministry with dignity and consistency in every setting.

Policy Statement

Procedures

1. 01Dress neatly and modestly for in-person ministry.
2. 02For virtual sessions, ensure a clean, neutral background and appropriate attire.
3. 03For in-world (Second Life) ministry, present an avatar consistent with the Academy's standards of dignity.
4. 04Avoid appearance that distracts, signals unavailability, or contradicts the ministry's character.
5. 05Follow any specific guidance from the Director for special contexts.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define the leadership culture of the Kingdom Care Ministry as servant leadership, modeled on Christ.

Policy Statement

Procedures

1. 01Lead by example in prayer, presence, and humility.
2. 02Receive correction graciously and give it kindly.
3. 03Prioritize the wellbeing of those served and the team above personal preference.
4. 04Empower rather than control; develop rather than dominate.
5. 05Remember that all authority is delegated and answerable.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To govern how prayer requests are received, held, and shared so that those who ask for prayer are honored and protected.

Policy Statement

Procedures

1. 01Ask the person how they wish their request to be held: private, with the prayer team, or shared with the congregation.
2. 02Share only what the person has authorized, and only with those who will actually pray.
3. 03Remove identifying details when sharing a request more widely, unless permission is explicit.
4. 04Record the request and its handling in the Prayer Log per Section 9.
5. 05Never use a prayer request as a conversation piece or testimony without explicit permission.

Responsibilities

Exceptions (if applicable)

A prayer request containing a safety concern is handled under Section 7 and Policy 4.08 before any other consideration.

Revision History

Purpose

To protect the content of care conversations so that those served can speak openly without fear of exposure.

Policy Statement

Procedures

1. 01Treat every care conversation as confidential by default.
2. 02Share content with your Team Lead or Director only as needed for supervision or safety.
3. 03De-identify details when discussing cases in team meetings.
4. 04Never discuss a person in care with other congregants, family, or friends.
5. 05Clarify the limits of confidentiality at the outset of sensitive conversations (Policy 4.08).

Responsibilities

Exceptions (if applicable)

Safety-related disclosures follow Policy 4.08 and Section 7.

Revision History

Purpose

To ensure ministry documentation protects confidentiality while preserving an accurate, professional record of care.

Policy Statement

Procedures

1. 01Record only what is needed for continuity and accountability.
2. 02Write factually and respectfully; avoid speculation, labels, or judgment.
3. 03Store records per Policy 9.07 and access them only as authorized.
4. 04Do not copy ministry records into personal devices, notes, or accounts.
5. 05Complete documentation promptly so records are accurate and current.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define when and how information may be shared within the ministry and with external parties.

Policy Statement

Procedures

1. 01Share internally only with those who need the information to fulfill their role.
2. 02Obtain written or verbal consent before sharing information with any external party.
3. 03Confirm the recipient's identity and authority before sharing.
4. 04Share the minimum necessary, never the entire record.
5. 05Log significant external disclosures per Section 9.

Responsibilities

Exceptions (if applicable)

Safety and legal exceptions are defined in Policy 4.08.

Revision History

Purpose

To govern electronic communication so that confidentiality and boundaries are preserved across digital channels.

Policy Statement

Procedures

1. 01Use only ministry-approved platforms for care-related communication.
2. 02Avoid sharing sensitive care content over unencrypted or personal channels.
3. 03Confirm you are communicating with the correct person before sharing anything.
4. 04Keep messages purposeful and bounded (Policy 3.04).
5. 05Report lost devices or compromised accounts to the Director immediately.

Responsibilities

Exceptions (if applicable)

In an emergency, use whatever channel reaches the person, then move to approved channels as soon as possible.

Revision History

Purpose

To secure ministry records against loss, theft, and unauthorized access.

Policy Statement

Procedures

1. 01Store physical records in locked locations accessible only to authorized Advocates and the Director.
2. 02Use ministry-approved, access-controlled systems for digital records.
3. 03Do not leave records unattended or visible to others.
4. 04Use strong, unique credentials; never share login access.
5. 05Report any suspected breach to the Director immediately.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To identify which ministry records are confidential and govern their handling throughout their lifecycle.

Policy Statement

Procedures

1. 01Treat every ministry record as confidential by default.
2. 02Limit access to authorized personnel with a need to know.
3. 03Retain records for the period defined in Policy 9.08.
4. 04Destroy records by the confidential method in Policy 9.09 when the retention period ends.
5. 05Maintain a record of significant destruction events.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To define clearly when confidentiality may or must be breached so that Advocates act confidently in safety situations and never breach confidentiality casually.

Policy Statement

Procedures

1. 01In any safety concern, follow Section 7 first and notify the designated leadership immediately — the Academy Director for Academy-operated activities, or the designated leadership of the organization where you are serving.
2. 02For suspected abuse of a minor or vulnerable adult, follow Policy 7.02 reporting obligations.
3. 03For threats of harm to self or others, follow Policy 7.01 and 7.09.
4. 04For legal obligations, consult the Director before disclosure where time allows.
5. 05Share only the minimum necessary with the minimum necessary audience.
6. 06Document the exception, the basis, and the disclosure in an Incident Report.

Responsibilities

Exceptions (if applicable)

This policy defines the exceptions themselves; there are no exceptions to following this exceptions framework.

Revision History

Purpose

To define clearly what Kingdom Care is and is not, so that Advocates serve within their gifts and refer what lies beyond them.

Policy Statement

Procedures

1. 01Describe Kingdom Care accurately to every person you serve at the outset.
2. 02Offer prayer, presence, listening, encouragement, and scripture-supported reflection.
3. 03Refer professional needs to qualified providers (Policy 5.09).
4. 04Decline requests outside this scope with warmth and a clear referral path.
5. 05Revisit scope whenever a situation begins to exceed it.

Responsibilities

Exceptions (if applicable)

In an emergency threatening safety, an Advocate acts to protect life and then refers (Section 7).

Revision History

Purpose

To define appropriate boundaries in ministry relationships so that care remains safe and trustworthy.

Policy Statement

Procedures

1. 01Clarify your role and the relationship's purpose at the outset.
2. 02Keep interactions within ministry-appropriate times, settings, and channels.
3. 03Never pursue a romantic or dating relationship with someone you are serving.
4. 04Avoid becoming a person's sole support; connect them to community and other resources.
5. 05Maintain the relationship only as long as ministry purpose requires.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To articulate the personal and professional boundaries that protect both the Advocate and those served.

Policy Statement

Procedures

1. 01Set and communicate clear availability; do not be on-call endlessly.
2. 02Limit self-disclosure to what genuinely serves the person, not what relieves the Advocate.
3. 03Take regular breaks and observe Sabbaths of rest.
4. 04Decline to meet alone in private settings where boundaries could be compromised; choose safe, appropriate settings.
5. 05Recognize signs of over-involvement and step back with the Team Lead's support.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To manage situations where an Advocate has a pre-existing or additional relationship with someone they serve.

Policy Statement

Procedures

1. 01Disclose any dual relationship to the Director before accepting or continuing an assignment.
2. 02Where a suitable alternative Advocate exists, transfer the care.
3. 03Where no alternative exists, serve with heightened transparency, documentation, and Team Lead oversight.
4. 04Never use a ministry relationship to advance a personal, financial, or business interest.
5. 05Re-evaluate the arrangement if the dual relationship intensifies.

Responsibilities

Exceptions (if applicable)

In small or in-world communities where dual relationships are unavoidable, transparency and supervision are mandatory rather than optional.

Revision History

Purpose

To govern the giving and receiving of gifts so that ministry relationships remain free of obligation and appearance of impropriety.

Policy Statement

Procedures

1. 01Politely decline gifts of significant value; explain that ministry is freely given.
2. 02Never solicit gifts, donations, or favors from those served.
3. 03Disclose any gift of noticeable value to the Director.
4. 04Do not give personal gifts to those served that could create dependency or obligation.
5. 05Direct generosity toward the ministry or church rather than toward individuals when possible.

Responsibilities

Exceptions (if applicable)

Modest, culturally appropriate tokens (e.g., a handwritten card) may be received graciously.

Revision History

Purpose

To govern transportation-related situations so that safety and boundaries are protected.

Policy Statement

Procedures

1. 01Decline routine transportation requests; refer to appropriate community resources.
2. 02Seek Director approval before any transportation arrangement.
3. 03Never transport a minor or vulnerable adult alone.
4. 04Ensure insurance and safety requirements are met where rare transport is approved.
5. 05Document any approved transportation.

Responsibilities

Exceptions (if applicable)

None beyond documented, Director-approved exceptions.

Revision History

Purpose

To govern financial matters so that Advocates do not become entangled in financial relationships with those served.

Policy Statement

Procedures

1. 01Decline personal financial involvement with those served.
2. 02Refer financial needs to the Director and appropriate community resources or the benevolence process of the organization where the person is connected.
3. 03Never borrow from or lend to a person in care.
4. 04Never handle a person's bank cards, accounts, or cash.
5. 05Report any pressure for financial involvement to the Director.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To distinguish Kingdom Care from professional counseling so that Advocates serve within their training and refer clinical needs appropriately.

Policy Statement

Procedures

1. 01Clarify at the outset that Kingdom Care is not professional counseling.
2. 02Listen and support without diagnosing or prescribing solutions.
3. 03Recognize indicators that a need exceeds Kingdom Care and refer (Policy 5.09).
4. 04Use the Academy's training to identify when escalation or referral is needed.
5. 05Always offer a referral path rather than expanding into clinical territory.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To provide a clear process for referring those served to professional and pastoral resources.

Policy Statement

Procedures

1. 01Identify the nature of the need and the appropriate resource.
2. 02Offer the referral warmly; never as abandonment.
3. 03Provide specific contact information and, where possible, help the person take the first step.
4. 04Document the referral in the Referral Form (Section 9).
5. 05Follow up appropriately to confirm the person has connected with the resource.
6. 06Continue Kingdom Care as appropriate alongside professional support.

Responsibilities

Exceptions (if applicable)

In a crisis, follow Section 7 first; referral follows stabilization.

Revision History

Purpose

To summarize the professional boundaries that govern all Advocate conduct, reinforcing the standards throughout this section.

Policy Statement

Procedures

1. 01Maintain emotional boundaries: support without becoming the person's emotional anchor.
2. 02Maintain physical boundaries: appropriate, non-physical interactions, especially with minors and vulnerable adults.
3. 03Maintain temporal boundaries: bounded sessions, clear availability, and rest.
4. 04Maintain relational boundaries: no romantic, financial, or dual-role entanglement.
5. 05Review your boundaries regularly with your Team Lead.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To receive prayer requests with reverence and consistency so that every request is honored, held, and followed up appropriately.

Policy Statement

Procedures

1. 01Receive the request attentively, in a setting that allows privacy where possible.
2. 02Confirm how the person wishes the request to be held (Policy 4.01).
3. 03Pray with the person immediately where appropriate.
4. 04Record the request and its handling in the Prayer Log (Policy 9.01) for Academy-sponsored activities.
5. 05Follow up as appropriate and as the person desires.
6. 06Escalate any request containing a safety concern to Section 7.

Responsibilities

Exceptions (if applicable)

Emergency prayer requests involving safety are handled under Section 7 before logging.

Revision History

Purpose

To conduct care conversations with skill and consistency so that each person feels heard, respected, and supported.

Policy Statement

Procedures

1. 01Open by clarifying your role and the nature of Kingdom Care (Policy 5.01, 5.08).
2. 02Listen actively and reflectively; resist the urge to fix or advise.
3. 03Acknowledge emotion and affirm the person's courage in sharing.
4. 04Offer prayer where welcome; never coerce.
5. 05Identify next steps, including referral if needed (Policy 6.05).
6. 06Document the conversation in the Care Contact Log (Policy 9.02) for Academy-sponsored activities.
7. 07Schedule follow-up as appropriate (Policy 6.04).

Responsibilities

Exceptions (if applicable)

Conversations indicating a safety concern follow Section 7 immediately.

Revision History

Purpose

To exercise the ministry of prayer with reverence, faith, and appropriate restraint.

Policy Statement

Procedures

1. 01Ask permission before praying with or for someone.
2. 02Pray simply, honestly, and in alignment with Scripture.
3. 03Never promise specific physical or emotional outcomes from prayer.
4. 04Never use prayer as a substitute for needed professional care (Policy 5.08).
5. 05Respect those who decline prayer; offer continued presence.
6. 06Record significant prayer ministry in the Prayer Log where appropriate for Academy-sponsored activities.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To ensure those served receive faithful follow-up, since care does not end when a conversation does.

Policy Statement

Procedures

1. 01Agree on follow-up timing and method before closing a conversation.
2. 02Conduct follow-up through approved channels (Policy 4.05) for Academy-sponsored activities.
3. 03Confirm the person's wellbeing and any progress on next steps.
4. 04Continue, adjust, or close the care relationship based on the person's needs (Policy 6.09).
5. 05Document follow-up in the Follow-Up Form (Policy 9.03) for Academy-sponsored activities.
6. 06Escalate to the Director any concerning follow-up finding in Academy-sponsored activities.

Responsibilities

Exceptions (if applicable)

A person may decline follow-up; respect their wish while leaving the door open.

Revision History

Purpose

To refer those served to appropriate professional, pastoral, and community resources when their needs exceed Kingdom Care.

Policy Statement

Procedures

1. 01Identify the nature and urgency of the need.
2. 02Match the need to an appropriate resource.
3. 03Offer the referral warmly and address any hesitation.
4. 04Provide specific contact information and help with the first step where possible.
5. 05Document the referral (Referral Form, Policy 9.06) for Academy-sponsored activities.
6. 06Follow up to confirm connection, and continue Kingdom Care where appropriate.

Responsibilities

Exceptions (if applicable)

In a crisis, follow Section 7 first; referral follows stabilization.

Revision History

Purpose

To provide a clear path for escalating concerns so that nothing requiring higher attention is handled alone.

Policy Statement

Procedures

1. 01Recognize when a situation exceeds your scope, training, or comfort.
2. 02For Academy-sponsored activities, escalate to the Director.
3. 03For outside settings, escalate to the designated leadership of that organization.
4. 04For safety concerns, follow Section 7 and notify the appropriate leadership immediately.
5. 05Document the escalation and the outcome.
6. 06Never sit on a concern overnight if it involves potential harm.

Responsibilities

Exceptions (if applicable)

In emergencies, act to protect life first and escalate immediately after.

Revision History

Purpose

To document ministry activity consistently so that care is continuous, accountable, and protected.

Policy Statement

Procedures

1. 01Document each significant Academy-sponsored interaction within 24 hours.
2. 02Use the correct form for the interaction (Prayer Log, Care Contact Log, Follow-Up Form, Referral Form, Incident Report).
3. 03Write factually and respectfully; avoid labels, diagnoses, or speculation.
4. 04Store documentation securely (Section 9).
5. 05Review documentation in supervision where applicable.

Responsibilities

Exceptions (if applicable)

In emergencies, documentation follows immediate safety actions.

Revision History

Purpose

To ensure ministry communication is timely, respectful, and bounded.

Policy Statement

Procedures

1. 01Communicate through approved channels and during reasonable hours for Academy-sponsored activities (Policy 4.05).
2. 02Respond to messages within the agreed service standard (e.g., 24–48 hours for non-urgent matters).
3. 03Keep messages purposeful and brief.
4. 04Escalate urgent or concerning communication to the Director for Academy-sponsored activities.
5. 05Document significant communication in the appropriate record.

Responsibilities

Exceptions (if applicable)

Emergencies override standard hours and channels; safety first.

Revision History

Purpose

To close care relationships thoughtfully so that endings are clear, respectful, and not experienced as abandonment.

Policy Statement

Procedures

1. 01Assess whether the person's need has been met, referred, or self-resolved.
2. 02Communicate closure warmly, summarizing any ongoing steps or resources.
3. 03Affirm that the person may reach out again in the future.
4. 04Where a need remains, ensure a referral is in place before closing.
5. 05Document the closure and its basis in the Care Contact Log for Academy-sponsored activities.

Responsibilities

Exceptions (if applicable)

A care relationship involving an open safety concern is not closed until safety is addressed or transferred.

Revision History

Purpose

To respond to suicidal statements with urgency, compassion, and clear action so that life is protected.

Policy Statement

Procedures

1. 01Stay calm and present; take every statement seriously.
2. 02Ask directly and calmly whether the person is thinking about suicide, self-harm, or ending their life. This is not a clinical assessment; it is a safety check to determine whether immediate action is needed.
3. 03Keep the person talking; express care and remove access to means where safely possible.
4. 04If imminent danger, contact emergency services (911) immediately and stay on the line.
5. 05For suicidal crisis support, contact or connect the person to the 988 Suicide & Crisis Lifeline (call or text 988).
6. 06Notify the designated leadership immediately — the Academy Director for Academy-operated activities, or the designated leadership of the organization where you are serving.
7. 07Do not promise secrecy; explain that you must get help to keep them safe.
8. 08Document the event in an Incident Report (Policy 9.05) immediately after the immediate crisis.

Responsibilities

Exceptions (if applicable)

None. All suicidal statements trigger this policy.

Revision History

Purpose

To respond to disclosures of abuse — particularly of minors or vulnerable adults — with the seriousness and reporting they require.

Policy Statement

Procedures

1. 01Listen calmly and affirm the person's courage in disclosing.
2. 02Do not investigate, interrogate, or promise secrecy.
3. 03Report suspected abuse of a minor to Child Protective Services or law enforcement as required by law.
4. 04For vulnerable adults, report to Adult Protective Services as required.
5. 05Notify the designated leadership immediately — the Academy Director for Academy-operated activities, or the designated leadership of the organization where you are serving.
6. 06Document the disclosure factually in an Incident Report.
7. 07Maintain confidentiality strictly on a need-to-know basis (Policy 4.08).

Responsibilities

Exceptions (if applicable)

Reporting obligations are not optional and override general confidentiality (Policy 4.08).

Revision History

Purpose

To respond to disclosures of domestic violence with safety-first action and appropriate referral.

Policy Statement

Procedures

1. 01Assess immediate safety; if in immediate danger, contact emergency services (911).
2. 02Provide the National Domestic Violence Hotline (1-800-799-7233) and help the person use it safely.
3. 03Do not contact the alleged abuser or attempt mediation.
4. 04Help the person develop a safety plan with professional guidance.
5. 05Notify the designated leadership — the Academy Director for Academy-operated activities, or the designated leadership of the organization where you are serving; document in an Incident Report.
6. 06Maintain confidentiality; recognize that disclosure could endanger the person.

Responsibilities

Exceptions (if applicable)

Immediate danger overrides confidentiality to contact emergency services.

Revision History

Purpose

To respond to mental health emergencies with appropriate referral and safety.

Policy Statement

Procedures

1. 01Stay calm and present; ensure the person is not alone where possible.
2. 02For immediate danger, contact emergency services (911) or crisis support (988).
3. 03Do not attempt clinical assessment or intervention.
4. 04Refer to professional mental health resources (Policy 5.09).
5. 05Notify the designated leadership — the Academy Director for Academy-operated activities, or the designated leadership of the organization where you are serving; document in an Incident Report.
6. 06Follow up with the person once professional care is in place.

Responsibilities

Exceptions (if applicable)

Immediate danger overrides standard procedures.

Revision History

Purpose

To respond to medical emergencies that arise during ministry contact.

Policy Statement

Procedures

1. 01Contact emergency services (911) immediately for serious medical events.
2. 02Stay with the person until help arrives where possible.
3. 03Provide only assistance within your training and the situation.
4. 04Notify the designated leadership — the Academy Director for Academy-operated activities, or the designated leadership of the organization where you are serving; where appropriate, notify the person's emergency contact.
5. 05Document the event in an Incident Report.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To prevent and respond to harassment within Academy-sponsored activities so that all are safe and respected.

Policy Statement

Procedures

1. 01Take any report of harassment seriously and respond without delay.
2. 02Ensure the immediate safety of the person reporting.
3. 03Report harassment to the Director immediately for Academy-operated activities; matters involving a leader are handled by the Director.
4. 04Do not retaliate against anyone for reporting in good faith.
5. 05Document the report and the response.
6. 06Provide support to those affected and appropriate action toward the responsible party under Section 8.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To maintain a current list of emergency contacts and resources for use in crisis.

Policy Statement

Procedures

1. 01Keep Appendix B current; the Director reviews it at least quarterly.
2. 02Ensure every student and Advocate has access to the current list.
3. 03In a crisis, use the list to reach the appropriate contact quickly.
4. 04For Academy-operated activities, the Academy Director is the primary Academy contact.
5. 05For outside settings, follow the designated emergency contact procedures of that organization.
6. 06Review the list at Academy community meetings where applicable.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To ensure every significant incident is reported and documented so that the ministry learns and responds faithfully.

Policy Statement

Procedures

1. 01Complete an Incident Report as soon as the immediate situation is stable.
2. 02Report factually: what happened, who was involved, what action was taken, who was notified.
3. 03Submit the report to the Director within 24 hours.
4. 04The Director reviews within 48 hours and determines further action.
5. 05Maintain confidentiality of the report per Section 4.
6. 06Use incident reports in monthly review to improve practice.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To ensure leadership is notified appropriately in crisis so that oversight and care are timely.

Policy Statement

Procedures

1. 01Notify the designated leadership immediately for any crisis or significant incident.
2. 02For Academy-operated activities, notify the Academy Director.
3. 03For outside settings, notify the designated leadership of that organization.
4. 04Document the time and content of each notification.
5. 05Follow up with written confirmation where the initial notice was verbal.
6. 06Never delay notification because of uncertainty; notify and clarify as the situation develops.

Responsibilities

Exceptions (if applicable)

Where the designated leadership is unreachable, the Advocate contacts emergency services first and documents the notification.

Revision History

Purpose

To ensure crisis events are documented thoroughly so that follow-up, accountability, and learning are possible.

Policy Statement

Procedures

1. 01Document the event factually and completely once the immediate situation is stable.
2. 02Include timeline, actions taken, notifications made, and follow-up needed.
3. 03Protect identifying details per confidentiality (Section 4).
4. 04Review the documentation with the Director.
5. 05Use documentation in supervision and annual review to improve crisis response.

Responsibilities

Exceptions (if applicable)

None.

Revision History

Purpose

To ensure students maintain active enrollment status as the foundation of their Academy participation.

Policy Statement

Procedures

1. 01Enroll in the Academy through the Director upon meeting admissions requirements (Policy 1.08, 1.09).
2. 02Complete required coursework for each chapter or module before progressing.
3. 03Notify the Director in advance of any absence from required sessions.
4. 04Upon completion, proceed to graduation recognition and commissioning.
5. 05Reaffirm commitment at each annual review where applicable.

Responsibilities

Exceptions (if applicable)

Documented hardship may allow adjusted pacing with Director approval. Leave of absence follows Policy 8.05.

Revision History

Purpose

To maintain the Academy community's shared life and learning through regular participation where applicable.

Policy Statement

Procedures

1. 01Participate in Academy community activities where applicable to your enrollment format.
2. 02Come prepared to share de-identified learnings and receive training.
3. 03Participate in prayer and mutual support.
4. 04Review follow-up and incident trends as a community where applicable.
5. 05Minutes are recorded and circulated by the Director where applicable.

Responsibilities

Exceptions (if applicable)

Self-paced students participate where applicable to their enrollment format.

Revision History

Purpose

To encourage ongoing formation so that graduates grow in skill and stay current where they serve in Academy-sponsored roles.

Policy Statement

Procedures

1. 01Complete continuing education where required for Academy-sponsored roles.
2. 02Attend crisis response and confidentiality refreshers where applicable.
3. 03Participate in case-based learning at Academy community meetings where available.
4. 04Record completed education in your student file where applicable.
5. 05Suggest emerging topics for future training.

Responsibilities

Exceptions (if applicable)

Continuing education requirements do not extend to graduates' outside ministry settings unless participating in an Academy-sponsored activity. A student on leave completes missed education upon return (Policy 8.05).

Revision History