Policies for Events/Ministries
“Let all guests who arrive be received like Christ, for He is going to say,
‘I came as a guest, and you received Me’ (Matt. 25:35).”
- St. Benedict of Nursia
Listed on this page are OLA and Archdiocesan policies with regard to volunteers, serving alcohol, media, drivers, contacting youth, and space usage.
Ministry leaders are responsible for ensuring that their ministry follows all of the policies/procedures listed on this page.
Ministry leaders are responsible for ensuring that their volunteers complete the following steps before allowing them to volunteer – especially with children and other vulnerable individuals.
ALL adults who volunteer with children (those under the age of 18) or vulnerable adults at OLA must complete the following PRIOR to volunteering at OLA:
1. Complete the Volunteer Application and Sterling Consent form (for background check) and turn completed paperwork in to Benny Strozier at the Parish Office PRIOR to volunteering at OLA. Original paperwork is required, no electronic copies.
You MUST sign both forms.
You MUST include your birthday on your paperwork or your application cannot be processed
2. You MUST include your social security number on your paperwork or your application cannot be processed
3. Complete a VIRTUS Training Class by following the instructions below.
5. Read All Safe Environment Policies
6. Pre-Register (and attend) a live VIRTUS Protecting God’s Children Session.
You may NOT volunteer with children or other vulnerable persons until you have completed this training.
ALL minors who volunteer with children or vulnerable adults at OLA must complete the following paperwork and turn it in to Benny Strozier at the Parish Office PRIOR to volunteering at OLA. Original paperwork is required, no electronic copies. Download forms by clicking on the links below.
Volunteering Minors do NOT attend VIRTUS Protecting God’s Children Session.
Adult to Youth Ratio
The Archdiocese of Atlanta recommends the following ratio of adults to youth at all meetings and events:
Elementary Aged Youth (Grades K-5) – 1 adult per 6 kids
Middle School Aged Youth (Grades 6-8) – 1 adult per 8 kids
High School Aged Youth (Grades 9-12) – 1 adult per 10 teens
Annual Media Release for Minors
The Archdiocese of Atlanta requires that an Annual Media Release be filled out for every minor who is involved in a ministry at the parish. Written permission must be obtained prior to posting photographs, or other identifying information, of minors online. Please refer to the Archdiocese’s Guidelines for the Use of Social Networking Sites with Minors for more information.
The OLA media form can be downloaded by clicking here: OLA Annual Media Release Form 2019-2020
One form will be required for all OLA Church and Preschool events and will be retained in the Communications Office. In future years we will send out requests for this prior to the beginning of the school year.
Forms for the 2019-2020 academic year must be filled out, signed, and originals turned into our Communications Director, Anne Stephens, no later than September 15, 2019.
If you have not already submitted a form for your child/children, please do so prior to the deadline.
If you have already submitted a form for your child to a parish ministry, please notify our Communications Director, Anne Stephens, at email@example.com of which ministry leader you turned the form into and the name of each ministry that your child participates in.
If you have submitted a form to OLA School please note that those are for school purposes only. You still need to turn in a form for OLA Church and Preschool.
Annual Medical Release for Minors
The Archdiocese of Atlanta requires that an Annual Medical Release be filled out for every minor who is involved in a ministry at the parish. The medical form allows adult leaders of OLA to attain medical aid in case of injury during a ministry meeting or outing. It also provides emergency contact numbers. This form is only good for one year.
Original copies should be turned in to the Communications Director, Anne Stephens, at the parish office no later than September 15, 2019.* Original paperwork is required, no electronic copies. These will be kept on file in the parish office with copies distributed to the appropriate ministry leader.
The Annual Medical Release can be downloaded by clicking here. Annual Medical Release Form.
Permission to Contact Youth Form for 6th - 12th Graders
The Archdiocese of Atlanta requires that permission to contact youth (6th - 12th graders, not younger children) be in writing. This form gives a ministry leader permission to contact youth within that ministry via text, email, and/or social media. Parents will always be provided with the same communications as their child(ren), but it may be transmitted via a separate technology.
This form is required for all Middle and High School aged youth who participate in parish ministry. The original must be turned in to our Communications Director, at the parish office no later than September 15, 2019.
The Permission to Contact Youth Form can be downloaded by clicking here:
Meeting Space Usage Policy
All persons/ministries that book meeting space at Our Lady of the Assumption Catholic Church must fill out the OLA Meeting Space User Agreement and Check List which includes a diagram of the required set-up.
The agreement and diagram must be signed and returned to Nimi Wani at the parish office no later than TWO WEEKS prior to the date of the event.
If you have monthly meetings, please fill out the OLA Meeting Space User Agreement and turn it in to Karen Kotara (firstname.lastname@example.org) in the parish office no later than TWO WEEKS PRIOR TO your first meeting of the year. This will ensure that each month your meeting space will be set up correctly.
Archdiocesan Alcohol Policy
The Archdiocese of Atlanta requires that an Events Serving Alcohol Checklist be submitted for all parish meetings/events where alcohol is served 30 days prior to the event. All policies stated in the check list MUST be adhered to.
The checklist is to be turned in to our Communications Director, Anne Stephens, at the parish office two weeks prior to the event.
All parish events/meetings were reviewed with the Archdiocese of Atlanta’s liability office. Detailed information requirements, per the Archdiocese, for specific events/meetings held at OLA can be found on the OLA Alcohol Policy for Events and Ministries spreadsheet.
Download the Events Serving Alcohol Checklist by clicking here.
Download the OLA Alcohol Policy by clicking here.
Volunteer & Employee Driver Information
The Archdiocese of Atlanta requires that any driver on church business who is driving others must adhere to the requirements listed in the Employee/Volunteer Driver Requirements Checklist. The checklist must be turned into the parish Business Manager, Benny Strozier, prior to driving on parish business. Original forms are required; electronic copies will not be accepted.
To download the requirements please click here: Employee/Volunteer Driver Requirements Checklist
Questions about Forms
Where do I send my forms?
Volunteer and Driver Forms are to be sent to Benny Strozier, Business Manager.
Meeting Space Usage Forms are to be sent to Nimi Wani, Pastor's Secretary.
All other forms are to be sent to Anne Stephens, Communications Director.
Forms can be dropped off at the Parish Office or mailed to OLA Church, 1350 Hearst Drive NE, Brookhaven, GA 30319.
Why am I not sending my child's forms to the ministry leader as in the past?
By having you submit your forms to the parish office, we hope to alleviate the inconvenience of filling out multiple forms for different ministries or events during the year.
Questions about Policies
If you have questions about these policies, please contact OLA's Business Manager, Benny Strozier, at email@example.com.