Care and Support

Pastoral Care Overview

Pastoral Care Overview

Caring Triage and Delegation Process

 



1. Minister/Chaplain for Community Care learns that something has happened.

You may learn that someone is struggling or an event has happened in these ways:

2. Determine whether the event falls within the scope of what Foothills Caring Team handles

We offer pastoral care support to people who already have some involvement or relationship with the church.

If someone does not have a relationship with Foothills, use the template below to send them an email.  It’s particularly geared towards requests for financial support from people in the community who are not connected with Foothills.

If you are unsure whether someone has had a relationship with Foothills before asking for support, reach out to Lauren Farley to gauge their connection to Foothills

I'm so sorry to hear that you are in such a place of crisis right now.  My heart goes out to you. Unfortunately, our resources are very limited and we are only able to offer support to people who have been actively engaged in our community.

A good place to start is by calling 211 to get in touch with the United Way of Larimer County.  An operator who can answer your questions will pick up the call.

Also: Here is a helpful list of community resources.

We are sending you good wishes and care in this incredibly hard time.

With care,

(name)

3. Determine who reaches out

Caring Listeners are the default pastoral care providers at Foothills. To connect the person with a Caring Listener:

When the gravity or sensitivity of a situation merits pastoral care from a professional Carla will consult with Sean to determine who should reach out.

4. When minister or chaplain reaches out, try to offer these things:

5. Document in Caring Notes (kind of like charting).

After Minister or Chaplain has completed pastoral care, they should create a Caring Note in PCO.  This will be visible to several staff and caring listeners, so keep the information simple.  

After Caring Listener has offered care, they should submit a Caring Listener Documentation Form.

This form will automatically come to Carla Vogel’s email.  She will create a Caring Note in PCO from the contents of the form.  

If other forms are needed (e.g. Safety and Behavioral Note) they will also be created in PCO

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Pastoral Care Overview

Out of Office Process: Covering when minister is away

For Sabbatical Coverage 2026:

In April:

When Carla is out of the office in April, Sean will cover.  There is no expectation that Carla will be checking messages or be available to provide pastoral care while she is off.  


In order to hand off responsibilities, the following will take place:


1. Forward Caring@foothillsuu.org to Sean

You can ask Bugs, Holly, or Sean for help with this.

This email will be forwarded to Sean.  With it, the Request for Care, Prayers, and Support forms will go to Sean

NOTE: Two factor authentication for caring@foothillsuu.org – it will suggest sending to Pixel 8A.  Click “find another way” and then have it send the code to Carla’s phone number.


2. Forward RingCentral to Sean’s cell phone

You can ask Holly for help with this

In the “phone” menu of RingCentral, forward all calls to Sean’s cell phone.


3. Dispatching Caring Listeners

While Carla is away, if a caring need arises that can be addressed by a Caring Listener, send an email to the entire Caring Listener team on PCO groups.  Share the following:

1. name of the person

2. the need

3. the email and phone number of the person.  


Ask people to respond in a timely manner if they can reach out.



In June: Sean and Carla will work together to figure out who will hold the ministerial piece and whether a caring listener might have the Caring email forwarded to them.

 

Community Care Fund

Community Care Fund

Community Care Fund

This fund was formerly called the Ministerial Discretionary Fund

1. Purpose

The Community Care Fund exists to offer short-term, confidential financial support to members of our Foothills community who are facing urgent need.

This guidance supports our commitment to compassion, equity, and pastoral care. It ensures this support is offered with discretion, clarity, and consistency, aligned with our mission to care for one another with courage and humility.

2. Organizational Guidance

The Community Care Fund is available once per calendar year per household. The fund is not for long-term or recurring assistance but is intended to meet acute, essential needs. 

Eligibility

Request and Disbursement Process

  1. Initiate Request

    • A request may come through a minister, staff member, Caring Listener, or trusted lay leader.

    • The individual may also directly reach out to a minister or relevant staff.

  2. Review and Decision

    • The request is reviewed by a designated member of the Ministry Team, often the Minister for Community Care. 

    • Decisions consider

      • Urgency

      • Alignment with fund purpose

      • Whether community resources have been utilized or are available

      • Available Community Care Fund budget

  3. Disbursement

    • This form is submitted by a minister to request the check.  Be sure to note whether the check is to be sent via mail or be picked up at Foothills.
    • The amount is open, determined based on the situation and available resources.
    • A Community Care Fund Note in PCO is generated by the minister connected with the disbursement.

     

Confidentiality and Records

3. Related Content

Bylaws and Policies

This guidance interprets or implements the following:

Organizational Guidances & SOPs

This guidance is related to or informs the following:

4. Revision History

Originally created by

Community Care Fund

Email Template: Financial Assistance Request (Non-Community Member)

Your Request for Support

Thank you for reaching out and for sharing a bit of what you've been carrying lately. [Acknowledge their specific situation in 1-2 sentences, e.g., what they're navigating, any bright spots they mentioned.]

I want to be transparent with you about how we're able to respond to financial requests. Because we are a community with limited resources, the direct financial support we offer is reserved for individuals who are active members of our congregation. To my knowledge that isn't the case for you, but please let me know if I'm wrong. For the wider community, our support is primarily channeled through local partners who are better equipped to help with emergency financial needs.

We do have one specific fund open to the broader community: a Mutual Aid Fund dedicated to LGBTQIA performing artists. If that describes you, you're welcome to apply here: https://foothillsuu.org/fierce-together-fund/

Outside of that fund, here are some local resources that may be helpful:

I'm sorry we aren't able to do more. You are in our thoughts and we're rooting for you.

With care,

Caring Network

Caring Network

Meals Network

The coordinator of the Meals Network is currently Kay Williams.  Click here for the position description of the Meals Coordinator. 


  1. Request for meals come from a variety of sources (the church office, caring listeners, ministers)

  2. Once a meal request has been made it is forwarded to the Meals Coordinator. 

  3. The Meal Coordinator reaches out to the individual to confirm that meals would be appreciated and collect the necessary information. 

  4. After confirmation, the Meals Coordinator uses the churches Meal Train account to create a meal train link.

  5. Add a note to the person's profile in Planning Center that a meal train was created, including the dates of the train, reason, and link (url) to the meal train sign up.

  6. Send the link with the Meals Network, and other individuals and groups in the church who would likely rally to the cause (Minister of Community Care can provide list or point of contact to spread the word out)

  7. Meals coordinator monitors the signups and prompts the team if necessary. 

  8. Meals coordinator checks in with meal recipient a few days before the end of the meal train to assess if it should continue. 

    1. If more meals are needed create an additional note in the persons Planning Center Profile


Conversation with Recipient 

What to ask:

 

Caring Network

Caring Kits

Caring Kits are gift bags with items of comfort and ritual that are dropped off on the doorstep (or otherwise personally delivered) to congregants. The current coordinator of the Caring Kits at Foothills is Jen Wallen.

All information for building caring kits is here: https://drive.google.com/drive/folders/1xw1NnWLaKa3fbF60BYEqGL8tssNsIiTW?usp=share_link

Organizational spreadsheet for caring kits is here: https://docs.google.com/spreadsheets/d/1OumglgNDg1rgtUStJH7rmlwdMxGaxkENYVMgfnvdSh8/edit?usp=sharing

Process for Caring Kits:

1. Consent: We only deliver caring kits with the consent of the recipient. Minister or Caring Listener would say, “Our Caring Team would love to bring you a gift bag with some items of comfort and ritual, like a handmade shawl. Would that be ok?”  

If it’s a Caring Listener asking this, they would indicate on their documentation form that the person would like a caring kit.

2. Notify Caring Kits Lead: Minister for Community Care tells Caring Kits lead via text or email that someone would like a caring kit.  Please share the person’s name and the circumstances in this communication.

3. Add to Caring Kits Workflow:. Minister for Community Care goes to Caring Kits Workflow  in PCO and adds name of recipient by doing these steps:

Caring Network

Caring Cards

When an “active pastoral prayer” note is added to someone’s PCO profile, they will be added to the caring cards list for that week.

Bugs Seifert sends an email at the end of each week to our Caring Cards Team with the names, addresses, and circumstances of these people.

Caring Network

Comfort Choir

Comfort choir is currently dormant.

Support Groups

Support Groups

Caregivers of Loved Ones With Dementia

Led by Susan MacQuiddy, these are support groups for those who care for loved ones with dementia.  

Susan personally calls all members when they register to welcome them and confirm that the group is a good fit for them.  

The group opens for registrations when journey groups open, and then closes in order to create trust and group cohesion.

Support Groups

Grief Groups

We currently have grief groups three times a year;

November -January: Tangled Blessings, a seasonal grief group.  This is the most popular group.

https://drive.google.com/drive/folders/1DEXnLpCJ7uQdWtEJHyfiv-i77P18Is1q?usp=share_link

March-April: Grief Circle using Alan Wolfelt’s Understanding Your Grief

https://drive.google.com/drive/folders/1i_-qflkD6s4-nv7TQ3R28HQPWOi1DdLB?usp=share_link

July-September: Grief Circle using the work of Megan Devine.

https://drive.google.com/drive/folders/1i_-qflkD6s4-nv7TQ3R28HQPWOi1DdLB?usp=share_link

Support Groups

Caring in Complexity

This is a group for parents and caregivers of young adults who are living with complex mental health and medical needs.  It was created by Jody Anderson and Cheryl Hazlitt.

Here is the curriculum: https://docs.google.com/document/d/1cytB3a-tmadf5EwsxDxX2VHvWElJk9NeAFpRpJswkvs/edit?usp=sharing

Death and Memorial Procedures

Death and Memorial Procedures

Admin Death Notification

  1. Add named of the deceased to the Memorial Notification Form
    1. Admin link: https://people.planningcenteronline.com/forms/887256/fields
    2. Public link: https://foothillsuu.churchcenter.com/people/forms/887256
  2. Add name of deceased to the Memorial Planning Form 
  3. Create URL for memories to be shared
    1. Append their name to the URL below, with a %20 in place of any spaces
      1. URL: https://foothillsuu.org/memorialstories/?belovedname=
      2. Example: Ralph Emerson becomes https://foothillsuu.org/memorialstories/?belovedname=Ralph%20Emerson

 

Death Announcement Template 

 

We invite you to share a memory of time with [Deceased First Name], or condolences for [Family Member First Name] and their family using this link[link from step 3 above] These stories will be gathered and shared with the family, offering a small source of comfort during this time of grief.

We will be holding a memorial for [First Name] at Foothills in the coming weeks. If you would like to be directly notified with these details, please sign up here https://foothillsuu.churchcenter.com/people/forms/887256. We welcome you to check the memorial page on our website for all upcoming memorials: foothillsuu.org/memorials.  

With love,

Revs. Gretchen, Sean, and Elaine

Death and Memorial Procedures

Notice of Death Template

Find the template for announcing the death of a congregant to the congregation here. 

Death and Memorial Procedures

Memorial Catch All

Deceased Database Process

Memorial Logistics Process

Add A Memorial To The Upcoming Memorials page on the website.

Guide:  How to Upload Recording to the Memorials Playlist

Memorial Planning Process (Minister Planning)

Volunteer Memorial Process

AV/Simulcast Memorial Process

Simulcast Memorial Process

Template Email Re: Accessing a Simulcast/Zoom Memorial Service

Day of Memorial Process

Deceased Database Process

Memorial Logistics Process 




Add A Memorial To The Upcoming Memorials page on the website. 


  1. Step 1: Create Event in PCO Calendar

    1. Log into Planning Center Online (PCO).

    2. Navigate to the "Calendar" section.

    3. Click on "Add Event" and enter the necessary details for the memorial service.

      1. Overview
        1. Schedule
          1. Enter Set up time (90 min. before the service) / Event Time (typically 1 hour) / Teardown Time (typically 1 hour) 
        2.  Rooms & Resources
          1. Choose the Sanctuary
            1. Choose resources in the Sanctuary
              1. Staff Managed AV - this will trigger approval from Music Director who will staff the AV team for the service
              2. Easel for the stage - not always, but common
              3. Altar for the stage - sometimes this is chosen by the family and tells the set up team to provide it.
          2. Choose Unity Hall if there will be a reception following
            1. Choose resources in Unity Hall
              1. Slides projected - families like seeing the slideshow during the reception in the backgroound
              2. 5' round tables - usually at least 6
              3. Sanctuary chairs - usually 6 per table
          3. The Commons
            1. 6' tables for the memory tables
            2. 8' tables for the reception food and drink set up
            3. cocktail tables used either in the Commons or Unity
          4. The Kitchen

  2. Step 2: Tag the Event

    1. After creating the event, add the tag "Memorial" to help in categorizing and searching for the event.

  3. Step 3: Add Image and Timing Details

    1. Upload the memorial image to the event.

    2. Enter the date and time of the memorial service.

    3. If the specific time is not yet decided, make it an "all-day" event.

  4. Step 4: Make Event Visible on Church Center

    1. Go to the visibility settings of the event.

    2. Select "Visible on Church Center" to make the event publicly viewable.

  5. Step 5: Add Additional Information

    1. If there is a Zoom link for the memorial service, add it to the event description.

    2. Add a link to the obituary in the event description.

    3. Provide the address where condolence cards can be sent.

    4. Make a note in the description if the memorial service will be recorded.

  6. Step 6: Confirm Event Listing

    1. After a reasonable time has passed, check to see if the event is correctly listed on foothillsuu.org/memorials.


Post-Memorial Steps


  1. Step 7: Upload Recording to YouTube

    1. If the memorial service was recorded, upload the video to YouTube.

    2. Make sure the video is set to "Unlisted".

    3.  Add it to the "Memorial Services" playlist on YouTube.


Guide:  How to Upload Recording to the Memorials Playlist 

https://scribehow.com/shared/Memorial_Service_Archive_Process_How_to_Upload_an_Unlisted_Video_on_YouTube_Studio__KlehyC1zTSqqYlVkZkobvw


Memorial Planning Process (Minister Planning)

Order of Service for Memorial Process

Once the Memorial has been scheduled, you can begin the Order of Service (OOS) process. 

  1. Creating the Canva Document
    1. Navigate to Canva.com 
    2. Open the Memorial OOS Template
      1. Found Here: https://www.canva.com/design/DAGeRN5Pbuk/RC7lgZtGV0R0Uro8LZbkcQ/edit?utm_content=DAGeRN5Pbuk&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton
    3. Make a Copy of the Template
      1. Select File on the top left hand corner of the website pageScreenshot 2025-04-01 105930.png
      2. Select "Make a Copy" in the drop down menuScreenshot 2025-04-01 105954.png
      3. Rename the copy by clicking on the title on the top right corner of the website pageScreenshot 2025-04-01 110246.png
      4. Name the new OOS with the First and Last Name of the deceased followed by the words "Memorial OOS" Screenshot 2025-04-01 105414.png

This template includes two different cover pages and two different inside pages (pictured below). In determining which style to use, you may defer to the lead minister if you need help. Design choices can be related to the length of the OOS, opinions of the deceased and family, and any included pictures, quotes, or recipes which the family and/or deceased wishes to be included. You may mix and match which formats you use, just make sure to have a single font in use. It is a subjective choice so if you are unsure, fill in both templates to the best of your ability and go to the lead minister for where to go next. It is unlikely that the first draft will be the finalized OOS.

Screenshot 2025-04-01 111920.pngScreenshot 2025-04-01 111937.png

Once the OOS has been finalized in PCO, you can begin updating each service element into the OOS

  1. Input OOS information from Services
    1. While having the Canva OOS open, open PCO Services in a new tab
    2. Scroll down to the bottom of the page until you see the section labeled "Memorial Services". If there are scheduled memorials, you will see them hereScreenshot 2025-04-01 111149.png
    3.  Click on the memorial service on which you are working
    4. Input each item's title in the Canva OOS doc under the "Order of Service" labelScreenshot 2025-04-01 111416.png
    5. All service elements should in bold with any speaker or song title information either in plain text or italics
    6. Add any pictures which have been provided by the family to the
    7. Once you have a first draft, send it to the lead minister for notes/adjustments. It may not have all elements or colors yet
      1. Include fields which may be filled in with more information from the family so they can make choices in the OOS process. This may look like:                                         Screenshot 2025-04-01 113133.png
      2. Include any suggestions which you think would improve the OOS 
    8. Editing and Finalizing the OOS
      1. Once you have received changes from the lead minister and anyone else involved in leadership of the memorial, you may make changes to the OOS
      2. When moving to this step of the process, you should begin finalizing formatting. To do this, make sure to include a guide ruler:
        1. Click on File to bring down the drop down menu, then click on settingsScreenshot 2025-04-02 073415.png
        2. In settings, select "Add guides"Screenshot 2025-04-02 073428.png
        3. In order to put a guide line at the center of the OOS, select the custom option, input 2 columns, and set all other settings to 0                            Screenshot 2025-04-02 073529.png
        4. This will help make sure everything is centered appropriately and will help with printing later. With the guide ruler, the OOS will look like the following:Screenshot 2025-04-02 073545.png
        5. Continue the process of editing and seeking approval from the lead minister until a final draft is reached. Once all edits have been confirmed, approved, and finalized, you can move on to printing.
          1. A not yet finalized draft may look like this:    Screenshot 2025-04-02 123504.png
          2. Whereas, a finalized draft, ready for printing, may look like this: Screenshot 2025-04-22 121031.png
    9. Printing the OOS
      1. Before printing all copies of the OOS, begin with a test print on standard printer paper. 
      2. Fold the paper in half to gauge if the spacing is correct. Photos and text should be centered and legible.
      3. To fix any centering issues, adjust the document in Canva and re-print samples until spacing is correct
      4. Once spacing has been sorted, print OOS onto linen paper. Defer to lead minister and Jenn for total number needed. You will need to print 50-200 copies, depending on expected attendance.
      5. If time, fold printed copies. If there is not time, leave on the mail desk in the office for volunteers to fold before the service starts.

Volunteer Memorial Process

AV/Simulcast Memorial Process 


Simulcast Memorial Process


Template Email Re: Accessing a Simulcast/Zoom Memorial Service

Date and Time:

[Date of Service], [Time of Service] ([Timezone])


Location:

The memorial service will be held in person at Foothills and virtually via Zoom.



How to Access the Zoom Memorial Service

  1. Go to the Foothills Unitarian Church's Memorials webpage: Foothills UU Memorials (foothillsuu.org/memorials)

  2. Click on the specific memorial service for [Deceased's Name].

  3. You will find the Zoom link there, which you can click to join the memorial service.


Basics of Accessing a Zoom Meeting


If you're new to Zoom, here's how you can join the meeting:


Recording Availability


We understand that not everyone may be able to attend the live service. A recording will be made available under the "Past Recordings" section on the Foothills UU Memorials (foothillsuu.org/memorials) webpage three days after the service.

Day of Memorial Process






Memorial Email Templates


Invitation to fill out Memorial Form


Hi [Family Members], 

I want to begin by sharing how truly honored I am to be part of the process of creating a memorial service for [Name of deceased]. It is a privilege to help honor her life and legacy in a way that reflects her spirit and the love you all shared.

As we begin this process, the first step is coordinating the completion of the Memorial Planning Form at foothillsuu.org/memorialplanning. The form only needs to be filled out once, so you may want to work through it together as a family. We’ve also produced a short video that will guide you through the process, which you can view at this link.  Please don’t worry if you don’t have answers to all the questions—this is just the beginning of the planning process, and we’ll work together to fill in any details later on.

Once the form is completed, we can find a time to meet via Zoom to continue planning the service. Please let me know if there are times you are all generally available to meet.

Jenn Powell will be in touch soon to coordinate logistics, but I will take the lead on planning the service itself.

Again, I am deeply grateful for the opportunity to help honor [name of deceased]’s life, and I look forward to walking with you through this process.

Warmly,
Rev. Sean
Foothills Unitarian Church



Sharing Joys and Sorrows with the Congregation

This is a review of the processes by which life passages, joys, and sorrows are shared with the greater congregation.

Sharing Joys and Sorrows with the Congregation

Caring Corner of the Newsletter

Process for sharing a life passage, joy, or sorrow in the Caring Corner:

Sharing Joys and Sorrows with the Congregation

Sharing in prayer in the Sunday service

Caring Listeners

Caring Listeners

Caring Listener Role Description

Purpose of the Position:

Caring Listeners are part of the Caring Network at Foothills Unitarian Church. 

In collaboration with the Minister for Community Care, Caring Listeners 


Responsibilities:


Qualifications:


Amount of Time Required:

Caring Listeners typically devote about ten hours a month to this role.  


Length of Commitment:

Two years, with the possibility of additional one-year renewal. Training will take place in August.


Training and Support Provided by:

Rev. Elaine Aron-Tenbrink, Minister of Community Care

Chaplain Carla Vogel during Elaine’s sabbatical April 1 - July 31, 2026


Responsible to: 

Rev. Elaine, with Rev. Sean or Rev. Gretchen made available in her absence.

Caring Listeners

Caring Listener Recruitment Process

NOMINATION

Members of the congregation and staff are encouraged to nominate someone as a caring listener using this form: https://foothillsuu.churchcenter.com/people/forms/1184458

All those nominated will be sent an application by the Minister of Community Care or members of the Caring Listener Recruitment Team

COMPLETE APPLICATION

All interested in serving as a caring listener will complete this application by Tuesday, April 28, 2026: https://foothillsuu.churchcenter.com/people/forms/1184446

The application must be accompanied by two references using this form:

https://foothillsuu.churchcenter.com/people/forms/1189901

INTERVIEWS

Share potential interviewees with Rev. Sean.

Applicants will be interviewed by all three members of the Caring Listener Recruitment Team.  Ideally, these interviews are in person but Zoom can also work.  These interviews can begin as soon as the team is ready — no need to wait until after the April 28 application deadline has passed.

Questions for the interview include:

What brought you to Foothills?

What drew you to apply to the Caring Listener team?

What gifts do you bring to this role?

How would you handle an interaction with someone with a lot of chaos in their life? (possibly ask for an example?)

Our Caring Listeners offer peer support through deep listening and asking open, honest questions.  This is different from a friendship or a therapeutic relationship. Caring Listener is responsible for holding this boundary.   How do you feel about this? Where in your life do you need to hold good boundaries, either professionally or personally? 

Where in your life do you keep confidences?  Who was a mentor or example to you in keeping healthy confidences?

When was a time in your life when someone really listened to you and it made a difference?

Are you comfortable making cold calls, or talking with people you don't know?

Caring Listeners need to respond to calls or texts within 24 hours.  Will that work for you? (Of course, you are welcome to take breaks or go on vacation — we are a team that can cover for one another.)

Is there a particular population or life experience that you feel you’re uniquely positioned to offer support around?

Tell us about your hobbies and interests.  What do you do in your free time?

SELECTING CARING LISTENERS

Caring Listeners will be selected by Friday, May 22, 2026.   There are three positions open: Two geographic-based team members  who will make check-in calls AND one-on-one peer support and a floater who will only do one-on-one peer support..

Recruitment team members will considering the following in selecting Caring Listeners. 

 

Please share your final Caring Listener selections with Rev. Sean for final approval before inviting them to join.

Caring Listener Recruitment Team will reach out to selected Caring LIsteners with an invitation to join.  If there are many more applicants than spots, please invite them to apply again.

CALENDARING

Select training times: Please select an August orientation date that works for new Caring Listeners. Training will take four hours — either two 2-hour blocks or one four hour block.  

4 hour blocks could take place on these days between 10am-4pm: August 11, 12, 13, 14, 18, 19, 20, 21.  

2 hour blocks could take place on these days between 5-8pm on weeknights: August 11, 12, 13, 18, 19, 20.

If none of these work, the week of August 25 can work. 

Select Caring Listener Potluck times: After the above training has been scheduled,  Caring Listener Potluck to follow on either of these days: Sunday, August 16 or 23 from 12:30-2:15pm.  (If neither works, find a time from 6-8pm on a weeknight). Find a time that works for the new people, then share this time with Bugs Seifert (they/them - Bugs@foothillsuu.org) who will share out with the greater Caring Listener team.

CONCLUSION OF PROCESS

This process will be completed by June 1, 2026.  Please share names of new Caring Listeners and scheduling outcomes with Bugs Seifert (they/them - Bugs@foothillsuu.org) and Rev. Sean Neil-Barron (he/him - Sean@foothillsuu.org) .  Please ask Bugs to schedule space for trainings (225 should be fine) and potluck.

Caring Listeners

Dispatching Caring Listeners: Reaching out on behalf of the Caring Network

 

 

What exactly do I do when I reach out to someone?

Make first contact by phone call first. 

 If no one answers, leave a voicemail and follow up with an email.


Here’s a handy script.  Feel free to modify as feels appropriate.  

Greeting: My name is  _____, I’m a member of the Caring Team at Foothills Unitarian Church.  I understand that (describe situation). Rev. Elaine asked me to reach out and to let you know we’re thinking about you.  

After you connect with someone, submit the Caring Note Documentation Form


Click here (and bookmark for the future!) 

https://foothillsuu.churchcenter.com/people/forms/791892

 

Caring Listeners

Procedure for Pairing Caring Listeners with Care Receivers

Procedure for Pairing Caring Listeners with Care Receivers

When the minister for community care receives a request for one-on-one peer support from a Caring Listener, these are the steps to follow:

1. INFORMING: Minister for Community Care sends potential care receiver this information via email:

Caring Listeners are trained, supervised volunteers at Foothills who provide emotional and spiritual support through listening and non-judgemental conversation. They are peers, not professional caregivers; their role is different from a counselor, therapist, or minister.  

Caring Listener meetings typically last for one hour, perhaps weekly or every other week, in a setting that you've agreed on together.  The purpose of the caring visits is to meet the emotional and spiritual needs of the care receiver. The focus of the conversation is on the care receiver and his/her/their thoughts, feelings, and needs.

To get started, I would reach out to someone on our Caring Listener team to find someone who might be a good fit.  You'd meet once in a mutually-agreed-upon place for a conversation.  If you'd both like to continue, you'd make a plan for a schedule to meet regularly.  After 6 sessions, you'd have a check-in conversation to discuss how it’s going and if you want to continue.

When the relationship draws to a close, there will be a concluding conversation, which offers an opportunity to reflect on your time together and what was helpful.

If this is something you'd like to move forward with, are there any qualities or identities in a Caring Listener who would feel most comfortable to you?  Or anything that would be a dealbreaker?

2. POSSIBLE CONVERSATION WITH MINISTER: If they would like to move forward, the minister MAY choose to meet with the potential care receiver.  If it is unclear whether the potential care receiver would be a good match for peer support, the minister of community care will meet with them — ideally in person, but zoom or, as a last resort, phone, could also work.  

In this conversation, the minister is trying to ascertain whether one-on-one peer support is a good fit for this individual.  They will look for the following:

3. MATCH CARE RECEIVER WITH CARING LISTENER: Minister of Community Care matches the care receiver with a Caring Listener.  The Caring Listener will reach out to the Care Receiver to schedule an hour-long conversation at a time and place that works for both.

Depending on the situation, this first meeting could take place in a public place (e.g. coffeeshop or library), in the care reciever’s home, or at Foothills.  To reserve a room at Foothills, please use the Staff Use Room Reservation form  and select “Caring Listener volunteer."

4. CHECK IN AT END OF FIRST CONVERSATION: At the end of the initial conversation, the Caring Listener will ask if they’d like to meet again, or will follow up with this question if it’s unclear in the moment.

5. SIGN AGREEMENT TO RECEIVE CARE: If there is a second visit, the Caring Listener will go over the Agreement to Receive Care and they’ll both sign it.  The signed copy will stay with the Caring Listener. 

6. CHECK IN AFTER 6 VISITS: Per the Agreement to Receive Care, the Caring Listener and care receiver will check in after 6 visits to evaluate how it’s going and whether they’d like to continue.  If they continue, they’ll continue to check in periodically.

Caring Listeners

Caring Listener Documents

Current Caring Listener Roster: 2025/26 church year: https://docs.google.com/spreadsheets/d/13dZM3ImYbrMkkoQqbI4AiLSz4TQod6ZT_2stT923i88/edit?gid=0#gid=0

Agreement to Receive Care: https://docs.google.com/document/d/1N7IgNV-y5EI5M8zYad1y5xCMs3Hbt7rarT-zwJqN3Yw/edit?usp=sharing

Caring Listener Meeting Agendas: https://docs.google.com/document/d/13Vd3LpQV2a_7-gGP-m5PFyz4tVAEN188_KiiaRMam1g/edit?usp=sharing

Caring Listener Cheat Sheet: https://docs.google.com/document/d/1ZpLaHnOurah019yg13Fo5M1fIFnWAAD7_NzjdXphuhk/edit?usp=sharing

Bugs has digital copies of all sheet we use to train caring listener.s

Caring Listeners

Supervision and Support of Caring Listener Team

Find meeting agendas of Caring Listener team here: https://docs.google.com/document/d/13Vd3LpQV2a_7-gGP-m5PFyz4tVAEN188_KiiaRMam1g/edit?usp=sharing

Caring Documentation

Caring Documentation

Overview of Caring Documentation

The Minister for Community Care is responsible for all caring documentation in Planning Center Online (PCO).   

General guidelines for notes in PCO

All notes are created in the People module of PCO: https://people.planningcenteronline.com/

 

Caring Documentation

Caring Notes

 

Caring Documentation

Pastoral Notes

 

Caring Documentation

Active Pastoral Prayer Notes


  1. Pastoral prayer: This person will be mentioned in the next pastoral prayer in a Sunday service.  This may NOT be the upcoming Sunday, as we do not consistently offer pastoral prayers on a weekly basis.
  2. Caring corner of the newsletter: This person will be mentioned in the caring corner located at the bottom of the upcoming Friday e-newsletter.
  3. Caring cards: This person will receive cards from our Caring Card Team.
Caring Documentation

Caring Kit Notes

Caring Documentation

Community Care Fund Notes

This note documents the receipt of Community Care Funds by stating the amount received and the reason for funds.  This note helps us track community care funds, which are disbursed to congregants just once or twice a year. Formerly known as Ministerial Discretionary Fund Notes.  

Caring Documentation

Safety and Behavioral Notes

This note category is dedicated to essential information relevant to understanding an individual's behaviors or safety concerns. This may include, but is not limited to, issues with adhering to our covenant of right relationships, cognitive impairments, and limited access agreements.  
The purpose of these notes is to provide a centralized and accessible reference point for any queries regarding an individual's behavior. To maintain clarity and efficiency, we aim to have one comprehensive note per individual, which should be regularly updated and revised to reflect the most current information.

All staff members can create these notes and have access to them, ensuring that essential information is readily available to everyone.  If something seems “off” with a congregant, look in their profile in PCO to see if there is a Safety and Behavioral Note.
Please post about a new Safety and Behavioral note on Basecamp if it’s something that the whole staff should be aware of.

Examples of notes:

Example Safety and Behavioral Note 1- Senior with Dementia 

Example Safety and Behavioral Note 2 - Young Adult with Emotional Disabilities 

Example Safety and Behavioral Note 3- Sex Offender Attending Church