1. Introduction
Sufficient Grace Ministries for Women, a 501(c)(3) non-profit, non-denominational Christian organization, was founded in 2004, with the purpose of reaching out to women and families to offer comfort, encouragement, and hope. The Dreams of You division of this ministry was created specifically to provide comfort to women and families who have lost a baby through miscarriage, stillbirth, or infant death. Sufficient Grace Ministries offers a comprehensive list of support options for bereaved parents, and parents currently carrying a baby with a life-limiting diagnosis. A team of staff, leaders, and volunteers helps us offer the wide range of free services we make available to more than 1,000 bereaved families each year, worldwide, fulfilling the mission of SGM to offer the same comfort to others we received from the Lord in our time of need. Bereaved parents are never asked to pay for products or services. SGM is supported through donations from individuals, churches, businesses, and other organizations.
2. Ministry Expectations and Approval
Sufficient Grace Ministries will consider individuals who have a heart to serve bereaved parents as potential volunteer candidates. Comfort Doulas and Remembrance Photographers must be at least 18 years old and have some experience with loss and/or a compassionate heart. If the potential Comfort Team Volunteer has had personal experience with losing a child, it is preferred for it to have been a least a year since their child has passed before they can volunteer for the ministry so that they have time to process their own grief. The ministry reserves the right to evaluate each candidate. In some cases, longer than a year of healing may be needed before being prepared to serve as a doula. It is important to be in a healthy place with your grief before serving others. Potential Comfort Team volunteers need a proper level of professionalism to serve families in such tender moments. Potential volunteers must be willing to attend training in becoming a certified Comfort Doula through Sufficient Grace Ministries. Annual training and mentoring is required of all volunteers wishing to meet directly with families. There will be additional background checks and regular evaluations. Beginning in the fall of 2024, SGM Comfort Team Members will need to be approved as certified SGM Comfort Doulas through the Ohio Nursing Board. SGM will guide our doulas through this process. A minimum of two letters of recommendation are to be submitted to Sufficient Grace Ministries where they will be reviewed. In addition, an interview may be conducted by the SGM Comfort Team Coordinator, the President, or the Vice President of the ministry. The ministry board of directors will review and approve all SGM Comfort Team Volunteers. It is expected of those representing the ministry to have an understanding and agreement of the statement of beliefs. Those volunteers who are approved and have signed the agreement will be expected to comply with all policies of the ministry.
3. Expectations of Comfort Team Volunteers
Comfort Doulas (Comfort Companion) Expectations
Doula is actually a term found in biblical times. At SGM, we love Thayer’s definition:
Thayer's definition for the Greek word doulos (doula) ~ one who gives himself up to another's will those whose service is used by Christ in extending and advancing his cause among men
devoted to another to the disregard of one's own interests
a servant, attendant
The medical definition of a doula:
Doula: 1. A non-medical assistant in childbirth. A doula is not the father but is usually a woman who is experienced in childbirth. The role of the doula is to provide the mother with physical and emotional assistance before, during, or after childbirth. Also known as a birth assistant, birth companion, childbirth assistant or labor support professional.
2. A non-professional assistant in dying, someone who is not a doctor, nurse, social worker or minister or a person like that, but is a volunteer. A doula has been somewhat enlightened in the particulars of death and nurtures someone through their final days.
Comfort Doulas and Comfort Companions will be expected to:
- Come alongside grieving parents in various settings: in person, on the telephone, online, at a hospital, in a doctor’s office, at the SGM office, and occasionally in homes (although this is not always required and certain restrictions apply for liability reasons).
- Understand and adhere to the philosophy of care as outlined by SGM and perinatal hospice.
- Help families who receive a fatal or life-limiting diagnosis in pregnancy to form a birth plan, help communicate their birth plan to others involved in their care, and help implement the plan according to the family’s wishes.
- Offer encouragement, support, and a listening ear.
- Foster a gentle, non-judgmental environment that helps parents experience their story, their way, creating the most optimal experience possible under the circumstances.
- Support the idea that they have a gift of time with their child and have the opportunity to embrace his/her life for as long as they are given.
- Compile and offer bereavement support services and memory-making items (SGM offers an array of suitable items for this purpose. A wealth of resources are available for the doula/support staff through SGM at www.sufficientgraceministries.org)
- Doulas must be approachable and gentle, not imparting their own ideas, but guiding families and suggesting options when applicable.
- Doulas must maintain a positive and professional relationship with clients and hospital staff and keep in mind that they are representing SGM at all times.
Doulas (comfort companions) will accompany an experienced SGM Comfort Doula certified in perinatal and neonatal loss support at least once before going on an assignment alone and will wait until approval from the SGM Comfort Team Coordinator, the Directo of SGM and in some cases the SGM board before serving a family as the only SGM Comfort Team Volunteer on a session.
All SGM Comfort Doulas will have training as a remembrance photographer. The role of the SGM Comfort Team Member is to support the family and to assist the hospital staff in serving the family, as well as to work together with the other team members.
Volunteers should be comfortable providing bereavement services and remembrance photography from conception through infancy and beyond (up to age three). Volunteers have a right to refuse any task that goes beyond any outlined responsibility. Details of the families served are to be kept confidential and not shared with people outside of SGM, on social media, or on websites. Appearance of volunteers can be informal but is expected to be clean and tidy. SGM uniforms are available and encouraged. Hospitals do not like any frayed clothing with holes (ex. Jeans with holes)
Because of the nature of the ministry, we never know when to expect a call. Volunteers are expected to be flexible with their availability and may even be on-call on certain days or weeks if calls for families are received. We are aware that instances will occur that a volunteer is not available due to different circumstances. However, volunteers are expected to make an effort to be available when needed. The goal of the ministry is to not let a family go without essential support and precious photographs and all must strive to do their best to provide this need.
Remembrance Photography Expectations
Volunteers are not required to be a professional photographer. The ministry welcomes all photographers from amateur to professional. If a person is interested in becoming a volunteer but has only basic knowledge and skills, training can be arranged with a qualified professional photographer of the ministry’s choosing at the cost of the interested person. Remembrance Photography training is also covered annually for all new and active volunteers, during our required training conference. All volunteers must attend annual training provided by Sufficient Grace Ministries.
No limit is set to the number of pictures to take during a session, but the preference of the ministry is to take a larger amount rather than a smaller amount of pictures. However, it is understood that in some situations a smaller number of pictures would be the preference, whether it be requested by the family or due to the condition of the baby.
Photographers must have a working knowledge and access to a high quality digital camera. It is preferred for photographers to also have access to other camera equipment. This can include, but is not limited to, flashes, softboxes, reflectors, backdrops, and props. The ministry strives to provide families with high quality heirloom photos of their babies and their experience with them. Any equipment that can enhance the photographs without being intrusive to the families is welcome.
When time and skill level allows, volunteers are preferred to have a working knowledge of some type of photo editing software to better enhance any photos acquired during a bereavement session. (This is NOT a requirement of beginners, but for those designated as approved remembrance photography editors.) To become an approved SGM Photo Editor, a screening process through our Lead Photo Editor and additional SGM Training is required. Photo editing software with skin editing and softening capabilities is required for SGM Photo Editors. Volunteer photographers who are knowledgeable and approved as editors are expected to step up and fill the need for editing when needed. All photos should be treated with respect and dignity. All photos are to be kept private and not shared publicly by the photographer, unless specifically requested by the family. Shared photos will ONLY be done through the SGM page with the approval of and by the SGM Director.
The time frame for families to receive their edited photos is within 6-10 weeks. If volunteers are able to get photos to families sooner, it is appreciated. If editing of photos is expected to take longer than 6 weeks, editors should notify the SGM Comfort Team Coordinator and the Lead Photo Editor, so that they may get the assistance of another volunteer photographer to help with the editing. Photographers can offer families 5-10 images that will be given within the first week after the session as initial images, upon request. Unedited images should NOT be given to families. All images are sent by the SGM Comfort Team Coordinator upon completion to ensure uniformity and timeliness of communication with families, except under special circumstances.
Photographers will also be trained as comfort doulas, experienced in giving support and comfort to bereaved families and in handling birth situations. The role of the photographer/comfort doula is to capture precious moments of the family and the baby, as well as to provide support and resources to the family and staff.
Commitment
Entering this mission field is a sacrifice. We often speak of it being a family ministry, and that is certainly true. We expect our regular volunteers to be available to serve families a MINIMUM of once a month in-person. If there are not enough calls for you to attend in-person, being willing to go or helping in other ways still counts. Stay connected with the mission and ministry and attend monthly meetings as much as possible. Attendance at the annual training in April (or whenever SGM designates the time) is required for all volunteers wishing to remain active on the SGM Comfort Team.
This is a volunteer position. Therefore, expenses incurred by volunteering will not receive financial compensation from Sufficient Grace Ministries and are the responsibility of the volunteer. In some instances, expenses may be covered. This will be at the discretion of the SGM Hospital Comfort Team Coordinator, President, or Vice President of the ministry.
Representing SGM
Please remember that you are representing SGM when working with hospitals, at events, in the community, and on social media. As you develop relationships with hospitals and families in the community, it is important to maintain the integrity of the story of this ministry. Others should know that you are part of an amazing network through this organization. Our mission was founded on a beautiful testimony and sharing that testimony helps families to know the heart and principles this ministry was founded on and continues to this day.
If you serve with another organization or work for a hospital, etc, please remember that when you are serving a bereaved family as a comfort doula or remembrance photographer, you are representing Sufficient Grace Ministries. All policies need to be followed, whether you have outside professional or personal connections with an individual.
4. Copyright
The logo, documents, and photos of the ministry are copyrighted and should not be altered in any way by any volunteer unless given board approval. Any documents and photos created by individuals who are volunteering are deemed to belong to Sufficient Grace Ministries. All materials and training provided by Sufficient Grace Ministries is copyrighted and should not be duplicated by anyone. The model of care that Sufficient Grace Ministries provides is not to be duplicated by any party without consent of the ministry.
All SGM Comfort Team Volunteers will be provided with two forms for when they serve families. Consent for Photography is provided for families to sign before leaving the hospital. Verbal consent from the family should be given before any photographs are taken. Any and all questions families may have about photography are to be answered by the Comfort Team Members who is providing the service. Consent for Release is given to families with their pictures so that they may have the right to print and share them however they choose, with some limitations. This form is to be signed by the Remembrance Photographer, electronically, at the end of the consent form at the hospital/funeral home and will be sent to the family automatically once the Jotform is submitted.
These forms are now available through Jotform. Sufficient Grace Ministries owns all rights to images taken by every remembrance photographer serving as an SGM Comfort Team Volunteer. Images taken during sessions should not be posted on any social media or websites.
5. Communication
Volunteers are expected to provide a current address, email, and phone number for contact.
The SGM Virtual Support Team Leaders are responsible for contacting SGM Comfort Team Volunteers when their services are needed for a family. An on-call schedule is a possibility for those volunteers who would prefer to know when they might be called or to make sure they have arrangements set in place ahead of time if a call would come in.
It is the responsibility of the volunteer to communicate with the SGM Comfort Team Coordinator the times they are available or unavailable to take calls. In addition, if a leave of absence is necessary, it is the responsibility of the SGM Comfort Team Volunteer to arrange it with their SGM Comfort Team Coordinator. Leave of absences will not void agreements to policies or terminate a volunteer position with the ministry.
In order to keep volunteers as up to date as possible with the activities of the ministry, Sufficient Grace Ministries will inform volunteers of any news or changes, especially that which might affect the duties of a Comfort Team Volunteer. Attending monthly meetings led by the SGM Comfort Team Coordinator will help keep everyone in the loop!
Volunteers have every right to raise issues they feel to be a concern or make a complaint about any matter that causes them concern. This could include difficulties in service or with another person involved with the ministry. Any concerns will first be reported to the SGM Comfort Team Coordinator. The Comfort Team Coordinator will make every attempt to solve the problem. If the volunteer is not satisfied with the result or if the Coordinator does not appropriately respond, the concern can be brought to the attention of the President or Vice President of Sufficient Grace Ministries.
6. Privacy
All SGM Comfort Team Volunteers, (comfort doulas, and remembrance photographers), will respect the privacy of our clients. Volunteers may not post hospital locations or patient information on social media. In some cases, families may give permission to share their images or stories online. That will only be done on the SGM pages and with the discretion of the president or vice-president. It is not to be shared on personal pages. You may share posts from other pages. Volunteers will respect hospital policies and will not violate HIPAA regulations.
7. Supervision, Support, & Evaluation
The management and supervision of volunteers falls to the SGM Comfort Team Coordinator and the SGM Virtual Support Team Leaders. All volunteers are expected to report any problems to the Comfort Team Coordinator. The Comfort Team Coordinator will report to the President or Vice President of the ministry any problems and when a family has been served.
It is expected that Sufficient Grace Ministries will provide the necessary support for all SGM Comfort Team Volunteers. Support can include, but not limited to, peer counseling, SGM Counselor, reading materials, and training. Volunteers have unlimited access to information in the ministry library, resources, website, and online volunteer support group. If, however, a volunteer is in need of professional services beyond what SGM can provide, that is the responsibility of the volunteer.
If at any time a volunteer is not adhering to the policies of Sufficient Grace Ministries or to their specific duties as a volunteer they agreed upon, a warning may be issued and behavior discussed with the volunteer in question. In addition, reeducation of all policies will take place. If after a warning has been issued, the volunteer is still not adhering to the policies of Sufficient Grace Ministries or to their specific duties as a volunteer they will be dismissed from volunteering with the ministry as an SGM Comfort Team Volunteer.
Make my joy complete by being like minded, having the same love,
being one in spirit and purpose. Do nothing out of selfish ambition or vain conceit,
but in humility consider others better than yourselves.
Philippians 2:2-3