October 2008
A toolbox of wisdom to develop, nurture and encourage teachers, small group leaders and pastors in their teaching ministry.

"Mother May I?": Getting Permissions

 



By Joy T. Melton

Every year at about this time I begin to get calls from youth ministers and children’s ministers. They call to ask if requiring permission slips to be signed and/or notarized by the parents or guardians of participants in the church events is “really worth the effort.”

The answer is a definite YES! 

Permission slips can, and do, serve several valuable purposes. First, use a form that requests important and pertinent information about the child, youth, and parent(s) or guardian(s). Inform the responsible adults of the activities in the upcoming event and get permission for the child to participate in both the event and in the particular activities. They should also indicate which activities are not allowed. For example, if a child cannot swim, and the event will include swimming as an activity, be sure to that an appropriate note is on the permission form. By getting the consent of the responsible adults, and information about the participant, you will have the parental support for the child’s participation.

Permission slips are well worth the effort in helping protect our children and youth away from a parent’s care.
Second, use a form that requests pertinent medical information about the child or youth, including medical conditions, current treatments, prescriptions or other treatment to be administered, medical and family contacts if assistance is needed, and food or other allergies. Provide a place for the parent/guardian to consent to having the adult leader(s) of the trip/event seek medical attention or treatment for the child in the event of an emergency or in the event the parent/guardian cannot be reached. Provide space on the permission form for listing contact information of the parent/guardian. Ask the responsible adult if the child will need to receive any medications during the event, and if so, what they are, how they are to be taken, and on what schedule. Be sure to have a specific list of all allergies or conditions that could make a child sick or disabled. 

Third, use a permission form that requires the parents’/guardians’ signatures. It would be ideal to have signatures for both responsible adults, if there are two. If only one is available, then you will have to use just one. Ask the responsible adults to have their signature notarized, if at all possible. In spite of that old legend, the truth is that a notarized signature is valuable. The Notary Public has certified that the signature was made by the person in the presence of the notary. In other words, there is no doubt about whether the parent/guardian has actually consented to their child’s participation in the event. In my church, before each youth mission trip or retreat, a staff member who is a Notary Public is available to sign all the permission slips brought by the parents. That way, the parents don’t have to go out of their way to find a Notary Public, and the church is assured that all the permission slips are appropriately completed. If you can’t make this kind of arrangement, then at least have the parents/guardians sign the permission slips in front of witnesses when they bring their children for the event. 

Finally, it is best to use a permission form for each event. I am often asked if having one permission slip for each child for the whole school year would be sufficient. This is not a good plan. The parent/guardian cannot reasonably give consent to a whole year’s worth of events, in advance, because the details of the activities cannot adequately be described on one form months ahead of time. Furthermore, the details of the child’s abilities, medical needs, and the parent’s contact information may change from time to time.

Be diligent in the use of permission forms for all your children’s ministry and youth ministry events. You will be glad you did!

Permissions Checklist

  • Collect family information, including contact information.
  • Provide information about the away event, including dates, location, and likely activities. Ask specifically what the child can and cannot do.
  • Record all necessary medical information and food or other allergies
  • Get permission to treat or to seek medical treatment if needed. Be clear about medications the child takes and instruction for who and how to administer them.
  • Get a signature from both parents/guardians when possible and have the signatures notarized or witnessed.

Use a new permission form for each event that is tailored to that event.

The Rev. Joy T. Melton is Chief Resource Officer of The United Methodist Church Property and Casualty Trust. You may email Rev. Melton at jmelton@umcpact.org.

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