Standard Operating Procedures

1.1 Purpose

This Standard Operating Procedures document is a practical local guide for the Kairos Inside chapter serving Greensville Correctional Center, S2. Its purpose is to help future leaders and volunteers understand how this chapter plans, prepares for, conducts, and follows up after Kairos Inside weekends, one-day and two-day retreats, continuing ministry events, and related Advisory Council operations.

This SOP is designed to preserve local memory. It gathers practices reflected in chapter files, prior SOP notes, team and facility correspondence, schedules, supply lists, finance records, prayer vigil and Agape files, retreat schedules, and leadership materials. It should help a new Weekend Leader or Advisory Council member know what needs attention, who usually coordinates it by role, what documents are commonly needed, and where the chapter must seek approval.

1.2 Scope

This SOP covers local operating practices for:

• Advisory Council and leadership coordination.
• Weekend and retreat planning.
• Team formation and volunteer clearance.
• Facility coordination with Greensville Correctional Center.
• Team lodging and support facilities, including Camp Kehukee when available.
• Supplies, food, cookies, Agape, prayer vigil, music, A/V, and logistics.
• Closing ceremony guest processes.
• Continuing ministry and post-weekend follow-up.
• Financial, communication, document-management, and contingency practices.

This SOP does not reproduce the Kairos program content and does not attempt to restate the official program manuals. The official Kairos manuals and policies control the ministry model, program sequence, volunteer standards, and required procedures.

1.3 Intended Users

This SOP is written for:

• New and future Weekend Leaders.
• Advisory Council members.
• Kairos volunteers at Greensville S2.
• Clergy and Spiritual Directors.
• Support volunteers helping with meals, cookies, supplies, Agape, prayer vigils, logistics, and administration.
• Kairos of Virginia and state-level leaders reviewing local practices.
• Facility chaplains or administrators who need to understand the local process.

1.4 How to Use This SOP

Use this SOP as a working guide and checklist. For each event, the Advisory Council Chair, Institutional Liaison, Weekend Leader, Advising Leader, and key coordinators should review relevant sections early, assign owners, and confirm current requirements with official Kairos and facility authorities.

Local Decision Needed: Before adoption, the chapter should fill in current contacts, approved locations, document owners, storage locations, current facility-entry procedures, and any local practices that have changed since the source files were created.