The Intelligent Christian
Care Files
Many years ago, when I was in the North American trucking industry, companies running trucks in the United States or into the United States (as the companies I worked for were from Canada) comprehensive files for each driver had to be compiled and kept up to date. The files contained essential information such as application form, photocopy of driver's license, certified license abstract and so on. If the driver hauls dangerous goods then a copy of her/his dangerous goods certificate must also be there. Some conscientious companies like DuPont send their own inspectors around with regularity to inspect driver files for trucking companies that haul their products.
Whether the files are to be kept by the person receiving pastoral care or by the church in the office should be decided between both parties but we think the final decision should be with the person receiving the care. At the very least they should have full access to their files without hindrance. This is essential for trust.
Important note: If you do proceed with care files, you absolutely must check first with the laws pertaining to keeping information on people. If you find you are not lawfully entitled to keep files of this kind then perhaps instead of making and keeping files, you can discuss the information verbally with the people concerned. Simply discussing their situation with them in these terms can be beneficial both to them and to the church.
Files kept in the church office should be stored in locked filing cabinets accessible only to the care provider. This is also essential for trust. (And as an aside, church offices that become drop-in centers or that allow unchecked access disqualify themselves from trust)
The file folder itself should be clearly labeled so there is no possibility of error. It is also a sign of respect if a new folder is used rather than an old one re-used. Recycled old file folders can be used elsewhere.
Page One
Basic Information
- Name
- Contact details (including email and website if any)
- Gender
Page Two
The Pastoral Care Page which a church has for each member and attendee so their links are understood.
This chart can be adapted according to your church's requirements. The basic idea is that Christians need community and it is of great assistance to visualize the various components that form the framework of community. Where a person has no family, for example, this has to be taken into account and the pastoral care manager would not think it sufficient simply to put the person into a fellowship/cell group. Something has to be done to compensate for the lack of family.
Terms that may not be familiar:
Coterie: A close group of friends, usually associated over a long time, often from youth but can also derive from a common interest or hobby.
Confidant: A close friend of the same sex with whom one naturally shares personal information. Again, a confidant often is someone you have known for many years.
Peripheral Associates: People we know and speak to with some regularity but with whom we do not share much that is personal. Neighbors, mail carriers, local tradespersons and so on. We may buy the newspaper from the same person every day and know them by name but we do not share personal stuff with them.
Work Associates: Generally not given much thought unless you are bullied, considered an oddball because you are a Christian. However, work associates can be sorely missed when we lose our jobs or retire.
Fellowship/Cell Group: Or whatever your church calls them. This needs some thought because we seem instinctively to need small group fellowship as Christians but may not understand the dynamics properly because these groups can sometimes be artificial whereas a coterie develops more naturally.
Family: Father, mother, sons, daughters. Also grand parents and great grandparents if they are alive. Plus ex-spouses. Therefore, family from whom the person is estranged (such as children from whom their access is denied) must be considered as much because of their absence as much as for their existence.
Page Three
A description in their own words of their pastoral care needs and their expectations.
Information about themselves including childhood, sexual orientation (past and present)
A care agreement between the pastoral care provider and the person needing pastoral care that sets out mutual responsibilities and expectations. A schedule may also be appropriately included.
Page Four
Related factors. These come from the page on Counseling Tips. Both pastoral care provider and pastoral care receiver must come clean and set out clearly those factors that will influence the care. To recap, you should know about:
- Brain damage due to physical injury or drugs.
- Who else is counseling?
- Who else is influencing?
- What is the male/female roles and relationships ideology?
Page Five
A sessions log that is completed by both parties. It will include frank comments and an ongoing assessment of the pastoral care provider by the pastoral care receiver. This will enable both parties to understand the other's perception of progress.
Jesus is Lord
'Peace I leave with you; my peace I give you. I do not give to you as the world gives. Do not let your hearts be troubled and do not be afraid.'