Navigating Kentucky’s SB 181: What Church Staff Need to Know About Electronic Communication with Students

by Legal Assist, Brotherhood Mutual Insurance Company

Kentucky Senate Bill 181 (SB 181), which took effect on June 27, 2025, has introduced sweeping changes to how public school employees and volunteers may communicate electronically with students. If your church staff also work in public schools, this law directly affects how they interact with students who attend the same school district.

This blog breaks down SB 181, its implications for ministry, and practical steps your church can take to remain compliant while continuing to serve youth faithfully.

What Is SB 181?
SB 181 was enacted to protect students from inappropriate or untraceable electronic communication with school personnel. It mandates that all electronic communication between public school employees or volunteers and students must occur through a “traceable communication system” designated by the local school board.

These systems must:

• Retain communication records

• Be accessible to parents

• Be the exclusive method for electronic communication unless an exception applies

The law applies to:

• Certified and classified school employees

• School volunteers

• Nonfaculty coaches

• Student teachers

• Sponsors of extracurricular activities

It does not apply to private school staff or restrict in-person verbal communication.

What’s Prohibited Under SB 181?
Public school employees and volunteers may not:

• Text, email, or message students using personal phones, email accounts, or social media

• Use any electronic medium to communicate with students outside the district’s approved traceable system without a qualifying exception

Violations can result in disciplinary action, including termination or revocation of credentials.

What Exceptions Exist?
There are two key exceptions:

1. Family Members: Communication is allowed if the student is a defined family member (e.g., child, sibling, grandchild).

2. Written Parental Consent: Parents may authorize specific individuals to communicate electronically with their child outside the traceable system. This consent must:

   • Be filed with the student’s school

   • Name the specific employee or volunteer

   • Be revocable at any time

How SB 181 Affects Church Staff Who Work in Public Schools
If church staff also work in Kentucky public schools, they are subject to SB 181—even when acting in their ministry capacity—if they communicate electronically with students who attend the same school district.

This means:

• They cannot use personal devices or social media to message youth group members who are also district students unless using the traceable system or with written parental consent.

• Even church-related communication (e.g., Bible studies, youth events) falls under the law if the student attends the same district.

• Communication with students from other districts is not directly regulated by SB 181, but best practices still recommend traceable systems and parental consent.
  

Unintended Consequences and Community Concerns
While SB 181 aims to protect students, it has raised concerns among educators and ministry leaders. Many serve dual roles—as teachers or coaches and youth pastors or spiritual mentors—and now face barriers to maintaining trusted relationships outside school hours.

Critics have highlighted issues such as:

• Restrictions on church-related communication

• Challenges for blended families

• Confusion over who qualifies as a “volunteer”

Lawmakers have acknowledged these concerns and indicated that revisions may be considered in future legislative sessions. 

Practical Steps for Your Church
To remain compliant and continue ministering effectively, consider these steps:

1. Identify Students in the Same District
   Keep a list of youth group members who attend the same school district as your church staff.

2. Use Approved Traceable Systems
   Encourage staff to use district-approved platforms (e.g., school email or designated apps) for communication and to comply with all district-specific policies and procedures.

3. Obtain Written Parental Consent
   If traceable systems are impractical, ask parents to submit consent forms to the student’s school. These should:

   1. Name the specific pastor

   2. Be filed before any communication occurs

   3. Be retained by both the school and your church

4. Avoid Personal Devices and Social Media
   Do not use personal phones or social media for student communication unless consent is on file.

5. Document Everything
   Retain copies of all consent forms and communications to protect your staff and church.
   

Looking Ahead
SB 181 has sparked important conversations about balancing student safety with community engagement. While revisions may be on the horizon, your church can continue its vital ministry by adapting communication practices and fostering transparency with parents and school administrators.

References:

[1] 25RS SB 181 - Legislative Research Commission

[2] SB 181 Traceable Communication Systems FAQ

[3] OAG 25-09 - ag.ky.gov

The information we provide is intended to be helpful, but it does not constitute legal advice and is not a substitute for the advice from a licensed attorney in your area. Accordingly, no attorney/client relationship is created through this process, and no legal advice will be provided. We strongly encourage you to regularly consult with a local attorney as part of your risk management program.