KingsCover Loss Control Questionnaire: Frequently Asked Questions (FAQ’s)
Use the questions below for clear, step-by-step help with completing and returning your Loss Control Questionnaire. We designed this guide to make the process as simple as possible. If you are unsure about an answer, ask the staff member who manages that area of ministry, or contact your Loss Control Associate for help.
About The Questionnaire:
You are receiving this questionnaire because Risk Theory Loss Control Services, working on behalf of KingsCover, uses it to better understand how your ministry operates. This allows us to identify potential areas where accidents or claims could occur and to provide practical, tailored loss control guidance.
The information you share helps us support safer operations and strengthen risk management practices for your staff, volunteers, members, students, and visitors.
If a question is unclear, please review the questionnaire instructions first. You can find them on the Risk Theory Loss Control website under Religious Institution Resources, and they were also included with the email that contained your questionnaire.
Yes. We ask every insured organization to complete and return this questionnaire. As outlined in your policy, completion is a requirement.
Organizations vary in their facilities, programs, activities, and responsibilities. Collecting this information enables us to accurately assess your unique exposures and provide targeted risk management recommendations tailored to your operations.
Completion time is 5–10 minutes, provided it is completed by an individual with knowledge of your organization’s operations.
The questionnaire should be completed by someone who is familiar with your ministry’s day-to-day operations, such as a pastor, administrator, business manager, or facilities representative. Input from multiple staff members may be helpful.
Requiring a Certificate of Insurance (COI) and being named as an Additional Insured helps protect your organization when working with third parties such as contractors, vendors, or event partners.
A COI provides verification that the other party has active insurance coverage in place, including the types of coverage and limits. Naming your organization as an Additional Insured extends certain protections under that policy to you, which may help respond to claims arising from their operations.
Together, these practices help reduce your organization’s exposure to financial loss, support proper risk transfer, and demonstrate sound risk management procedures.
Background checks are one part of a broader screening process. They help ministries make informed decisions, support safer environments for children and other vulnerable individuals, and reduce certain areas of risk. Making screening mandatory helps create a strong first line of defense. Often, people with bad intentions will opt out of the process altogether when they see that a background check is required.
Emergency procedures help your ministry respond more effectively to fire, severe weather, medical incidents, security concerns, evacuation needs, and other unexpected events. Written procedures can improve response time, reduce confusion, and support safer outcomes. Simply put, emergency planning helps your organization respond with confidence when it matters most.
Children are among the most vulnerable, and they should be surrounded by care, integrity, and protection in every environment. A Child Protection Policy helps ensure that responsibility is taken seriously by setting clear standards for how they are safeguarded. A strong policy should outline expectations for staff and volunteers, including screening, supervision, training, and reporting procedures. It reflects due diligence in creating a safe environment, reducing risk, and responding appropriately to any concerns.
Ultimately, a Child Protection Policy exists to promote the well-being of children and provide peace of mind that their safety is a top priority.
Yes, because your activities may change in the future and your children’s ministry may grow. Having policies and procedures in place now will make that growth smoother and easier. And the goal is always to protect the children, both members and guests. And being able to tell prospective members that the church already has safeguards in place may help the church grow.
That is generally acceptable, provided the program or service you use offers comparable protection and functions. An equivalent child protection provider should include key elements such as training, background checks, screening procedures, certifications, and other safeguards designed to help protect children and reduce organizational risk. The goal is to ensure your organization has an effective child protection process in place.
How to Complete and Submit the Questionnaire:
Follow these steps:
Locate the email from losscontrol@kgcu.com that contains the questionnaire file. Double-click the file to open it (it is best viewed in Microsoft Excel).
If you see a message at the top asking you to “Enable Editing,” click to allow editing. Click into each answer field – you can select a response by clicking the drop-down arrow or hovering over the highlighted (yellow) cell.
If you need to provide additional details or clarify an answer, please enter your note in a nearby cell—preferably in the column immediately to the right.
If you do not know an answer, provide the best information you have at the time and check with the person who manages that area of ministry. Please contact losscontrol@kgcu.com if you do not know an answer. Please do not guess if the information could be incorrect. Clear and accurate responses help us provide the most useful loss control guidance.
Your responses will not directly affect your coverage.
However, participation in the loss control process is an important part of your policy. If recommendations are not followed or if required information is not provided, coverage decisions may be affected.
Our role is to provide guidance, identify potential risks, and equip you with the information needed to maintain a safe environment for your organization and those you serve. If we are unable to obtain the necessary information, it limits our ability to support you effectively and may impact future underwriting or coverage considerations.
- Open the email you want to reply to.
- Select Reply.
- Find the saved questionnaire file on your computer or device.
- Select the file, then choose Open or Attach.
- Check that the file name appears in the email before you send it.
- Save the completed questionnaire to a location you can easily find, such as your Desktop or Downloads folder.
- Open the original email that included your questionnaire.
- Select Reply.
- Look for the paperclip icon or the word Attach.
- Select the paperclip or attach.
- Find the saved questionnaire file on your computer or device.
- Select the file, then choose Open or Attach.
- Confirm the file is attached, then select Send.
After You Submit:
After you submit the questionnaire, the Loss Control team reviews your responses. We may provide recommendations, ask follow-up questions, request supporting documents, or determine that no additional action is needed at this time.
If you expect to miss the deadline, please contact your Loss Control Associate as soon as possible. Early communication helps us discuss next steps, answer questions, and avoid unnecessary delays.
Loss control recommendations are provided after a review of your complete questionnaire to help identify potential exposures and areas where risk can be reduced.
These recommendations are a key part of the loss control process. They are designed to help prevent accidents, reduce the likelihood and severity of claims, and support stronger overall risk management practices within your organization.
They are not intended as penalties, but as practical, risk-based guidance to help you address identified hazards and improve safety outcomes for your youth, staff, volunteers, members, and visitors.
Recommendations are most effective when they are actively implemented. You should work toward completing the recommended items or making measurable progress within a reasonable timeframe.
Open communication is key—keeping us informed of your plans and progress allows us to better support you in reducing risk and improving safety within your organization.
If a recommendation does not apply to your ministry, let us know and include a brief explanation. We will review the information and determine whether the recommendation should be updated or removed.
Yes. The information you provide is used for insurance, underwriting, and loss control purposes and is handled according to applicable privacy practices and normal business procedures.
If your ministry allows outside groups to use its facilities, written use agreements, facility use guidelines, and proof of insurance are important loss control measures. These steps help clarify responsibilities, support risk transfer, and reduce potential liability.
Outside groups should provide proof of liability insurance, and whenever possible, the church should be named as an additional insured. These requirements help protect the church in the event of accidents, injuries, or property damage arising from the group’s use of the facility.
If the outside group cannot provide insurance, then they should sign a hold harmless (indemnification) agreement confirming that they will not hold the church responsible for claims or liabilities arising from their use of the facility. This can also be used in addition to proof of liability insurance.
If you need assistance, please contact your assigned Loss Control Associate:
Email: losscontrol@kgcu.com
Phone: 469-253-0501 – Jillian Gibbs
Disclaimer: The recommendations contained in this Loss Control document are provided solely for informational purposes. They are not intended to constitute legal, safety, or engineering advice, nor do they guarantee compliance with any local, state, or federal regulations. Implementation of these recommendations is at the discretion of the client and should be evaluated in the context of their specific operations, risk tolerance, and applicable laws. Neither the author nor the issuing organization assumes any liability for damages or losses that may result from the use or misuse of this information. It is the responsibility of the client to consult with qualified professionals as needed to ensure appropriate risk management and regulatory compliance.