The first phase of certification in the AGRM Certification Program is the "Certified Mission" status. This phase focuses primarily on the health and safety elements of a ministry's operations and facilities, and its unique characteristics in the areas of philosophy of ministry, programs, and personnel.

In order to substantiate that the requirements of "Certified Mission" status have been met, the following forms, reports, and responses must be compiled according to the following steps. Arrange these items so they can be readily reviewed by the Certification Program Consultant during his on-site evaluation. Please note that only certain of these items are submitted to the AGRM Office in the final version of the AGRM Certification Notebook. Step 12 outlines the required format of the Notebook. All other items may be arranged in either D-ring binders or file folders that will be reviewed on-site by the Consultant according to the outline in Step 13..

This reading is intended to acquaint him/her with the content of this manual and the process of AGRM Certification. Contact the Director of Education with any questions.

After a review of the program, complete the Certification Program Enrollment Form and submit the $200.00 program fee.

If the ministry's chief executive will not be heading up the project, he/she must assign another staff member to the task of in-house Coordinator for the Certification process. The Certification Coordinator serves as the main contact for both the Director of Education and the Consultant who is assigned to assist the ministry in these efforts. This person must have a good working knowledge of the organization's day to day operations and the authority to direct other members of the staff to assist him/her with the project.

The Certification Coordinator's first task is to develop a data collection system. This can be done by designating a three drawer file cabinet in an accessible location for the collection of the documents that will be used to demonstrate the ministry's compliance with the requirements of the AGRM Certification Program. The initial purpose of this data collection system is to gather together the information that will enable the Coordinator to confirm that the ministry is in compliance with the specific standards of the AGRM Certification Program. The documents relating to each area of compliance with AGRM Certification requirements must be labeled according to the file labeling scheme found in the Step 13.

A "task force" of other staff members will probably be needed to work with the Certification Coordinator. Ideally, this group should be made up of the directors of the ministry's various departments. Otherwise, it may consist of individuals whose normal responsibilities relate directly to areas that are addressed in the requirements of the AGRM Certification Program; programming and client services , facilities and equipment, administrative procedures, food services, clerical and bookkeeping procedures, and fundraising practices.

Suggestions for the first Certification "task force" meeting:

1. Orient them to the process of AGRM Certification.
2. Describe the data collection system to each member of the team.
3. Delegate specific projects to each member.
4. Photocopy those pages of the AGRM Certification Manual that relate to their specific areas of responsibility.
5. Develop an in-house timetable for completing the work toward AGRM Certification. The "Certified Mission Checklist" (page 62) is provided to assist the Program Coordinator to organize the process.
6. Shortly after this meeting, the Certification Coordinator must submit the timetable for certification form found on page 63 of this manual to the Director of Education. Once this is received, a Certification Program Consultant be assigned. Until the time of the On-site Evaluation, the Director of Education will assist the ministry in it's efforts toward certifiction.

In order to document compliance with laws and regulations, collect all permits, licenses, reports, and letters from government agencies and inspectors. Do not assume compliance with regulations affecting operations simply because no inspection has been conducted. It is the ministry's responsibility to know this for sure. This may involve initiating contact with regulatory agencies such as the local and/or state health department, public safety council, social services department, labor department, sanitation department, etc.

Besides laws enforced through regulations and codes, certain industry standards have been established to guide operators and regulators. An example of this is the "Life Safety Code" of the National Fire Protection Association (see NFPA in "Additional Resources" page 89). These standards may not be legally enforced, but they are often used by insurance underwriters, equipment manufacturers, and other licensing and certifying organizations. Rescue ministries should be familiar with those portions of the NFPA standards that may apply to their operations. The ministry's insurance agent may be able to provide information on appropriate standards that relate to other aspects of its operations.

Regulated Area and Suggested Information Sources:

Health & Sanitation State & Local
Kitchens & Food Service State & NFPA
Building Construction & Remodeling State, Local & NFPA
Building Occupancy State & Local
Fire & Safety State, Local & NFPA
Environmental Impact State & Federal
Boarding Houses Local
Alcohol Rehab Programs State & Local

Halfway Houses State & Local

Youth Camps State, CCI & ACA

Contact the Director of Education if there are questions or problems in this area.

Compile all inspection reports from governmental agencies and representatives of insurance companies from the previous two years. After collecting this information, the appropriate individuals on the ministry's staff will examine the materials and respond in writing to any deficiencies found or recommendations made by these authorities. They must document in detail what progress has been made toward complying with the suggestions and requirements of these officials. If all corrective measures have not been completed, include a written plan that outlines the steps that will be taken to bring the ministry into compliance. These must be available for review by the Certification Program Consultant during his on-site evaluation.

Review insurance policies on all ministry properties and equipment, as well as general liability and other specialized policies. Develop a one or two page inventory of these policies, noting the carrier, purposes of the insurance, term of coverage (dates), dollar amounts, and any special provisions.

Provide documentation that a professional review of the insurance policies carried by the ministry has been conducted. This can be accomplished by contacting a local insurance broker to perform an analysis of existing policies. The Philadelphia Insurance Company also offers a free no-obligation risk management review. List any recommendations made as a result of this review and outline what the ministry has done in response.

Through this exercise, the Certification Coordinator can identify the areas where the ministry measures up to and falls short of the program's standards. A list of projects will then be developed to correct areas that are deficient. AGRM Certification will only be granted when a ministry is in significant compliance with the "Certified Mission" Standards. There may be cases where certain standards do not apply and situations where the ministry does not comply or is in minimal compliance. In the latter two instances, the Coordinator must either correct these areas, complete the form to request a waiver (page 74) and outline steps to be taken to improve in these areas.

Evaluate the ministry's accounting and fundraising practices according to the Evangelical Council for Financial Accountability's "Seven Standards." Provide documentation of EFCA membership or use the form relating to EFCA standards compliance found on page 71 of this manual. An essential element of these standards is an annual audit by a Certified Public Accountant. The ministry must also prove that it meets all state and federal requirements, including proper filing of applicable tax forms and other reports. These documents must also be on hand for review by the Certification Program Consultant during his on-site evaluation.

Prepare an inventory of the ministry's fixed assets other than real property; vehicles, furniture and equipment with a replacement value of at least $500. Step Ten will address issues related to buildings and real estate. If the Board of Directors has set another amount for the capitalization of fixed assets, use it. As part of the inventory, note plans for changes and corrections. (A sample inventory sheet can be found on page 81 of this manual).

The following documents are required to meet the AGRM Certification Program 's personnel-related standards.

1. Organizational chart

The ministry's organizational chart must account for all personnel involved in its operation, including the board of directors and all staff positions.

For larger ministries, first create a single chart that outlines the various departments/divisions and their heads and their relationships. Then, develop individual charts for each department/division within the organization.

2. Job Descriptions

Every employee of the organization must have a written job description. This includes both full and part time paid workers who serve in any capacity. Job descriptions must have a set of requirements that qualify individuals for that particular position. These standards may relate to experience, educational level, age, personal skills, special certification needed, etc.

Note: Only the job descriptions for the top five supervisory personnel are to be included in the AGRM Certification Notebook. All other job descriptions will be reviewed during the Consultant's On-site Evaluation. (example on page 88)

3. Staff Policy Manual.

The ministry's personnel-related policies must be compiled into a written staff policy manual that is to be included in the AGRM Certification Notebook. The AGRM's Sample Staff Policy Manual may be used as a model. It is available on diskette in several DOS-compatible formats. It is highly recommended that the ministry's staff policy manual be reviewed by competent legal counsel to ensure that it is in compliance with all state, federal, and local regulations.

4. Board of Directors - Definition and Responsibility.

Assemble documentation that describes the ministry's board of directors and its various committees. Included in the Certification Program Notebook will be their names, addresses, phone numbers, length of time on the board, and their professions. An outline of their responsibilities, offices, terms of office, and job descriptions is also required. These are usually found in the organization's Constitution and/or By-laws or in an actual '"job description" that has been adopted by the board of directors. . (example on page 89)

5. Staff Training Activities

Written documentation is required to verify that the organization is actively involved in providing opportunities for training and professional development for its staff members. Develop an outline of training opportunities in the past twelve months in which staff members have participated including

• In-service training given
• Independent study and correspondence courses taken
• Conferences and AGRM training events attended
• College courses completed
• Other appropriate training/educational experiences

This document must include the names and positions of staff members receiving training, the type of training received, and the source of the training.

A signed copy of the form "Site Analysis and Plan" (page 80) must be included in the Certification Program Notebook to confirm that the following data has been reviewed by the Consultant:

A. Facility Inventory and Analysis.

1. Develop a written inventory of all buildings used by the ministry. This should include, the age, approximate square footage, current appraised value, condition (which notes any non-compliance with codes/standards), and projected useful life. Provide a set of "as built" plans or, at minimum, field sketches of all physical structures.
2. Provide diagrams showing the placement (underground and overhead) of all major utility shut off points (electrical, gas, oil, water and sewer, etc,). If they are too large, photocopy the necessary parts of diagrams.
3. Provide diagrams showing emergency exit routes of all facilities.
4. Have on file records (deeds or leases) that relate to the property that substantiate ownership and land rights. These records should include:

a. Utility easements, street easements, overhead easements, etc. that may constrain the development or management of the property.

b. An adequately updated title report or search, or title insurance.

c. The tax liability or exempt status of the property.

Have on file a reasonably accurate plat or base map(s) of the property, showing

1. The legal boundaries and all adjoining ownership
2. The location of all above-ground improvements and utility systems
3. Topography of the site, if a camp or farm or other large piece of property

As a minimum, have on hand an in-house schematic showing any future physical changes proposed for the properties/buildings. Attach brief written documentation demonstrating what short and long range needs are to be fulfilled by these plans.

This outline must be included in Certification Program Notebook an outline of programs and services according to the following format:

1. Complete the AGRM Certification Program form "Outline of Programs and Services. (page 77) This is basically a clear one or two sentence articulation of the ministry's reason for being and its main goals. If a current mission statement does not exist, or if there is a need to update an existing one, contact the AGRM for additional information.
2. Using the form, list the various departments or categories of ministry programs. Then classify each ministry program or service under the appropriate department or category. For instance, under the category, "Men's Ministries," include "Transient Services," "Alcohol Recovery Program," etc.
3. All on-going ministry programs and services must have a "Program Purpose Statement" that clearly states the purpose of the program and how it is fulfilling the goals of the organization's over-all mission statement. Some questions it answers may include:
4. A sample "Program Purpose Statement" might be: "Mission Youth Services operates adventuresome, age- group delineated, Christ-centered activities for the inner-city/under-privileged youth of Kansas City in a unique Christian atmosphere, so that these youth may grow spiritually, physically, socially and emotionally."
5. Finally develop a basic outline of each on-going program or service.

This will include:

• A set of program goals that are clear and simple statements of purpose that give direction for these individual programs. Essentially, this means answering the question "Why do we have this program?" and "What are we hoping to accomplish?"
• A list of the on-going activities that are conducted in order to accomplish the program's goals.
• Note the facilities used for activities directly related to the specific program.
• A outline of long and short term needs that need to be addressed in the future. This could include any change or expansion that will make the program more effective.

These outlines must accompany the program's "Program Purpose Statement" when they are inserted in the final version of the AGRM Certification Program Notebook.

See the page 78 for a sample program outline.

 

Each ministry seeking certification must submit a copy of the Certification Program Notebook to the Director of Education at the AGRM Office. This is the primary vehicle by which ministries seeking certification submit the written documentation that substantiates their compliance with the requirements of the AGRM Certification Program.

The items in the Program Certification Notebook must be submitted on typewritten 8 1/2" x 11" white paper that is three-hole punched. Odd-sized items must be attached to 8 1/2" x 11" sheets or placed in binder pockets. Dividers with tabs must be used to separate the various sections of the Certification Program Notebook. A half inch or one inch D-ring binder will probably be large enough for the contents.

Before the Consultant's On-site Evaluation, the first draft of the AGRM Certification Program Notebook must be reviewed by the Director of Education. The Notebook must include the itmes listed below.

After his review, the Director of Education will send the Notebook with comments to the Certification Program Consultant if is reasonably complete. If it needs additional work, the Notebook will be returned to the Certification Coordinator with instructions for additional steps to be taken.

Items Required in the AGRM Certification Notebook

1. Competed "Request for Certification Form" (page 76)
2. The mission's Statement of Faith
3. Organizing Documents - By-laws, Constitution, and Articles of Incorporation
4. Information on the current Board of Directors that includes members' names, addresses, length of time on the board, professions, and phone numbers
5. Definition of Board and members' responsibilities as found in the mission's constitution and/or by-laws or a written job description for board members
6. Most Recent Annual Audit and Current Fiscal Year Budget
7. Copy of the ECFA membership certificate or approval letter or a signed copy of the AGRM Certification form "Statement of Compliance with the ECFA's Standards of Responsible Stewardship for Members"
8. "Outline of Programs and Services" U (page 77)
9. Organizational Chart
10. Job Descriptions for the top five supervisory personnel, including the chief executive.
11. Ministry Staff Policy Manual

The final version submitted to the AGRM after the On-site Evaluation must a signed copy of the "Consultant's On-site Evaluation Report"

The Certification Program Notebook must contain only the above listed documents. All other items required to confirm compliance with the standards and requirements of the AGRM Certification Program will be reviewed by the Certification Program Consultant during his formal "On-site Evaluation."

Once all issues discussed during the On-site Evaulation has been resolved, the ministry is ready for final approval. Three copies of the final draft of the Certification Program Notebook then be must be developed. One is sent to the Director of Education, a second is for the Consultant, and the third is retained by the ministry for its own records. Submitted notebooks and their contents become the property of AGRM.

Several certified missions have found the Certification Program Notebook to be a very useful management tool and have made copies of it for each of their senior staff members. The Notebook also is also an excellent vehicle for orienting new staff and board members to the ministry.

Assemble the following items for review by the Certification Program Consultant during the On-site Evaluation:

Insurance & Permits

• Government Inspections and Responses
• Insurance Inspections and Responses
• Evidence of Property Insurance
• Evidence of Motor Vehicle Insurance
• Certificate of Liability Insurance
• Building Occupancy Permit (if locally required
• Boiler Permit (if locally required)
• Sewer or Septic System Permit (if required locally)
• Health Permit for Food Service (if required locally)

Programs & Staff Issues

• Purpose Statement for each Department/Division.
• Goals for each On-going Program
• Program Activities listed under the objectives.
• Outlines of scheduled activities
• Rules and expectations for participants
• List of services regularly available to participants
• A written policy regarding work performed by residents that is in compliance with all applicable local, state, and federal laws
• Copies of Client Records Forms
• Written Policy on Client Records
• Written Client Medication Policy
• Emergency Record Form
• Emergency Services Record Form
• Written Emergency Procedures
• Written Distaser Plan
• Job Descriptions All Ministry Employees
• Written Schedule of Training Activities in Which Staff Members Have Participated in the Past Year
• Written Plan for Future Staff Training (1-3 years)

Physical Plant & Properties

• Vehicle Maintenance Records
• Inventory of Fixed Assest for all Buildings used by the Ministry
• Inventory of all Real Estate (Property Plat Maps)
• Inventory of all Buildings Used by the Ministry
• Site Analysis and Plan
• Utility Diagrams/Schematics
• Evacuation Procedures for All Buildings
• Schematics, Plans, and other Documentation for Short And Long Range Facilities Needs and Changes

Schedule the Consultant's On-Site Evaluation.

• The on-site evaluation must be scheduled at least sixty (60) days prior to the date the ministry hopes to be certified. If the AGRM's Annual Convention is a target date for receiving certification, is is recommended that the On-site Evaluation be scheduled in February or March.

• The date of the On-site Evaluation must arranged with the consultant at least three weeks in advance. The ministry is responsible for all expenses incurred by the Consultant during the on-site evaluation. This includes mileage or airfare, meals and lodging, and other out-of-pocket expenses during the trip and while he/she is on-site.

B. Procedures for the Consultant's On-site Evaluation

1. Set aside at least an entire business day.
2. The Certification Coordinator should begin the day by meeting with the Consultant to set an agenda for their time together.
3. Introduce the Consultant to the members of the AGRM Certification task force who will be involved with the on-site evaluation.
4. Tour all facilities used for ministry activities.
5. Provide the Consultant with a quiet, private area to review the written materials that document the ministry's compliance with the requirements of certification. The Certification Coordinator must be available to assist the Consultant during this time.
6. Return to certain sites if a second review is necessary.
7. The Consultant meets with the Coordinator to highlight any deficiencies and to plan for the next steps to be taken to complete the certification process.
8. Conduct an exit de-briefing with the Executive Director (if he/she has not been involved to this point)
9. The Certification Consultant conducts and exit debriefing with the Chief Executive.

It may be desirable for the Consultant to meet with the board of directors. he/she can provide them with information about the AGRM Certification Program and the ministry's efforts to become certified.

After the On-site evaluation, the Consultant will submit a written report to the Director of Education within two weeks. At this time, he/she will either recommend the ministry for certification or outline to him any further steps that must be taken to bring the ministry into compliance with the program's standards. The Director of Education makes the final decision regarding certification.

Any deficiencies noted by the Consultant during his on-site evaluation must be addressed before submission of the final version of the Certification Program Notebook to the Director of Education.

Some major items may require another on-site evaluation by the Consultant at the ministry’s expense. This must take place before sending any further materials to the AGRM Office.

Certain situations may require a waiver of one or more of the AGRM Certification Program 's requirements. For these, the form "Standards Waiver Request" must be completed and included with the Notebook. The form must have the Consultant's signature to verify that he/she is aware of the situation and approves of the waiver requested. The "Standards Minimal Compliance Report," outlining the ministry's status on those standards that were marked "MC," must also be included in the Notebook.

Send copies of the final version of the Certification Notebook to the Program Consultant and the Director of Education. This version must include the completed "Request for Certification" form. (page 76)

After a thorough review of all materials submitted, the Director of Education makes the final decision to grant "Certified Mission" status to ministries that have met the standards of the program. In those instances where a waiver of certain standards has been requested, the Director of Education may refer to the AGRM Certification Consultants Committee for assistance in making a determination.

A letter of determination will be sent to the ministry applying for certification within two weeks of submission of all required materials.

Upon granting of certification, a date will be set for presenting the award, whether in the ministry's own city or at the annual AGRM Convention.