Welcoming a summer youth intern to your ministry is exciting—and a little overwhelming if you’ve never supervised an intern before. Whether your intern is coming in with lots of ministry experience or this is their very first taste of full-time church life (which is more probable), a clear, thoughtful onboarding process can set the tone for a productive and encouraging 10 weeks.
Here’s a simple guide to help you onboard your intern with confidence, especially during Week 1—and build a foundation for a strong summer.
🔑 Why Onboarding Matters
Think of onboarding like a launchpad. Without it, your intern (or any new person) might feel lost, uncertain, or underutilized. A solid onboarding process helps them:
- Understand your expectations
- Know where to go and who to talk to
- Feel like a valued part of the team
- Start the summer with clarity and purpose
✅ Week 1: Your Onboarding Checklist
Here’s what to cover in the FIRST FEW DAYS of your intern’s arrival:
1. Introduce Them to the Team
Help your intern feel like part of the family. Make introductions intentional. You could also give a tour of the building at this time if needed.
- Pastoral staff (especially the lead pastor and those they’ll work closely with)
- Administrative staff (they’ll likely need help with supplies, calendars, etc.)
- Bookkeeper (so they can get paid)
- Key volunteers and youth leaders
- Facilities or custodial staff (especially if they’ll be helping with setup/teardown)
Tip: Walk them around and introduce them in person if possible, and have each person explain what they do and why the intern needs to know who they are.
2. Walk Through the Summer Schedule
Give them a printed or digital overview of key summer events, such as:
- Camp(s)
- VBS (if working with kids)
- Mission trips
- Weekly youth nights
- Planning meetings
- Any Sundays they’ll be leading or assisting
Bonus: Let them add events to their calendar during this meeting so nothing slips through the cracks.
3. Set Clear Office Hours & Expectations
As a full-time intern (typically 35–40 hours/week), help them understand how their time should be used.
- What are their daily/weekly hours? (Include start and end times, lunch breaks, etc.)
- Are there flexible days if they’re working nights for youth group or weekend events?
- What day(s) off are guaranteed?
- Share where to park, what entrance to enter in, if they have to check in or not
- If they have a day or two off after camps or mission trips
Example Schedule:
- Mon–Thurs: 9am–4pm
- Wednesday nights: 5pm–9pm (or have them come in late Wednesdays)
- Sunday morning: 8am–12pm
- Friday & Saturday: Off (except special events)
Remember: Try to have their office hours match yours so you can supervise them. If they are part-time choose which days they will attend. Then share specific meeting times during the week. Like “we have lead staff meetings where you will need to be at every Tuesday at 10am” or something like that.
4. Logistics: Keys, Wifi, Emails & More
Make a list of practical items they’ll need access to. We suggest a Google doc (so you can edit it easily) with a “check off” section so they can keep track of what they have taken care of.
- Employment and tax forms (from maybe a bookkeeper)?
- Building keys or codes (for office, youth room, supply closets)
- Wifi password
- Church email or shared drive access (use their own or church provides one?)
- Printer/copier access codes
- Workspace or desk assignment
- Where to find supplies (including in the youth room)
- Restrooms, kitchen, break areas
5. Review Communication Norms
Every ministry has its own rhythm. Be clear about how and when you communicate.
- Do you use email, group chats, or planning apps (like Planning Center, Slack, or GroupMe)?
- Should they check in with you daily or weekly?
- How should they communicate with parents or students? (Always through you? With permission?)
- Are there email or social media policies they should follow?
- Adult volunteers and other helpers?
6. Go Over the Dress Code
Make your expectations clear—don’t assume they know what’s appropriate for ministry life.
- What is considered appropriate for office hours?
- What should they wear to youth group, church services, or camp?
- Are there modesty guidelines or branded shirts they should wear at events?
Tip: Show examples or photos from past events if you can!
7. Clarify Their Role & Responsibilities
Sit down and walk through:
- Their goals and growth areas for the summer
- The projects or events they’ll lead or co-lead
- Weekly responsibilities like social media, games, devotions, or setup
- Expectations for student interaction and discipleship
8. Establish Weekly Check-Ins
Set a consistent time each week to meet one-on-one. Use this time to:
- Give feedback from the previous week or current task
- Give them clear goals or tasks for the current week
- Offer encouragement
- Help them process what they’re learning
- Offer training for what is to come (giving a message, budget, etc.)
- Check-in on them to see how they are doing spiritually
- Pray together
Even just 30 minutes (but plan for an hour) each week will make a huge difference in their growth and confidence. This is where we suggest going over “how to do something.”
✍️ Final Thoughts
Creating a meaningful summer internship experience doesn’t require perfection—it just requires intentionality. A thoughtful Week 1 onboarding will give your interns the tools, confidence, and clarity they need to contribute and grow.
Remember: you’re not just managing an intern—you’re disciplining a future leader. That’s Kingdom work worth investing in.
