Quick question for those of you who have multiple campuses.
I’ve found that there are sections of our policy manual that are “site-specific.” In redesigning our policy manual, I’ve created a core manual with addendum. These addendum includes specific content for check-in volunteers, early childhood, elementary, special needs and paid childcare. I don’t want every volunteer to have to sort through one super long policy manual, but rather tell them to read the core manual and the addendum that applies to the area they’re serving in.
However, I’m trying to think ahead concerning multi-site with the core manual and these addendums. As we continue to launch multiple sites, about 95% of the material in the manuals will apply regardless of the site. However, that 5% that is site specific is scattered all throughout the manuals. I can imagine making changes to a core policy and then having to go through each manual looking for how that policy affects each campus.
So, my question. How do you other multi-site people do your policies and procedures for multiple campuses. Do you have a core manual with extra stuff that pertains to individual campuses. I’m looking for a solution that is as simple as possible.
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Ooh! I’m working on this as well – sounds like you’re a bit further along. Can’t wait to hear what others share!
If I can get some responses, I’ll share. I’ll actually be putting my manual online next week to share and see if others will as well. I wrote this one while looking at several others to serve as inspiration. Are you multisite as well?
We have a Word doc that prints folded in half as a booklet. We had a nice cover designed in-house and printed professionally that didn’t contain info that could change a lot. Then there is a page that become the first two and last two pages of the document. It has a welcome letter specifically from that campus team with contact info for just that campus. Then the back two pages can contain any info that must be different for that campus. The campuses can print on demand, fold the pages in half, insert them into the nice cover, and hand them out to new people as they need to.
I would think of this document though as a reference because the only time people will read it is when they first start (if then). We try to do room-specific training in person or through e-learning. The stuff in the doc is just core policy and vision.
Also, we have a Safety Manual laminated and comb-bound like a flip-chart hanging on the back of every room door. This has the stuff that may need a quick reference regularly or in an emergency. It has escape maps for fire (and tornado in some states!), procedures for handling vomit and blood (Eww!), and quick reference stuff like that. All of these are printed individually for every room at every campus because of the maps so we try to keep that stuff from changing. 🙂 we did have to print all new ones at many campuses when we re-branded our 4th and 5th room to become a new 5th and 6th room. It’s name happened to be on every map. (Boo.)
Also, at new “cast member” orientation meetings, the policy booklet is given out in a pocket folder so the campuses can add additional docs and inserts as they see fit. This often includes a personal questionnaires so they can get to know how to appreciate and support the new person.
Now, someone from my staff may get on and say this info has been updated, but then you’ll know two ways to do it. 🙂
Thanks for your input Kendra, I was hoping that you would respond. I really like the back of the door reference binder. I may have to look into that one.
Hmmm, I’m going to need to think through ours still. Maybe there’s still an approach where we have a core manual that’s unchanging regardless of the campus and then each campus can have an addendum that is specific to their campus.
I realize that our policy manual/handbook is something that may only be read once and becomes a reference, but I guess that it does become the standard for all ministry and if anyone has a question about how things are done… the manual probably has an answer.
We’re not multi-site yet. We have two and are moving toward 3 services before looking into another site. It’s part of the vision, just not in the immediate future. I’m trying to get things set up so we can just take the job descriptions, policies, etc. and hand them off to the next team when/if it happens.
I have a “flip chart” similar to what Kendra may be talking about in each room and it’s been nice to reference with parents/new volunteers. In addition to that I’ve done a sheet specific to each area/room. It’s actually easily referenced instead of a huge booklet that no one remembers what’s in it.
This is an entirely different conversation, but I’d be interested to see how everyone trains people on their teams. We’ve been switching things around and trying things in addition to the shadowing/training we do when they first serve.
PS – please tweet at Orange! I went a few years ago and haven’t been able to make it back since. =( Enjoyed reading everybody’s tweets from the tweetdeck!
sorry kenny I got nothing for you but Im looking forward to you posting your manual. We are way behind on making any written policies for our kids ministries, especially for the size of our church (about 1500)
Yeah, We’re getting dangerously close to having our manual ready. I think we figured out an approach to making it multi-site friendly as well. A few more weeks perhaps and I’ll have something to post.