Children's Ministry Welcome Desk/Supervisor Manual Grace Toronto Church Table of Contents Section I: Vision of GTKids/Objectives Section II: Welcome Desk Section III: Supervisor Section IV: Team Coordinator Role Section V: KidCheck Station Set-‐up/Login Instructions Section VI: General Policies and Procedures Section VII: Accusation of Misconduct Appendix 1: Incident Report Appendix 2: GTKids Volunteer Interest Sign-‐up Sheet Appendix 3: Letter to Prospective Volunteers Appendix 4: Children’s Ministry Application Form Appendix 5: Welcome to GTKids (Letter to new parents) Appendix 6: Suspected Abuse Form GTKids Director: Jen Michel, [email protected], 647.401.4064 Coordinator for Supervisors, Welcome Desk and Kidcheck Kiosk Volunteers: Sue MacDonald, [email protected], 416-‐723-‐3965 2 Section I: Vision of GTKids/Objectives Vision and Mission of GT Kids The Children’s Ministry at Grace Toronto Church seeks to help children know Jesus personally and live gospel-‐centered lives at home and in the city. Core Values and Beliefs Children are a gift from God. They are precious and need protection, love, and guidance. We want children to learn and play in a safe environment, which is clean and adequately staffed with qualified volunteers, many of them parents themselves and educators. Children need the gospel. Children, like all of humanity, are weak and flawed and are in need of a loving Savior. We believe that children are unable to do good to please God and avoid wrongdoing, but Jesus lived and died for them so that they may become children of God. We want to articulate this gospel in ways children can understand, so that they can receive it and have faith in what Jesus has done, and live as becoming of God's children. We believe Jesus welcomes children to his Kingdom. Children can grow in grace and live a life that is pleasing to God. We believe that spiritual growth happens as children understand the implications of the gospel for them more and more. We believe that children are called to obedience to their parents and to honor them because parental love and authority is the context through which the gospel is often first realized. We believe that the church exists to support parents in the nurturing of their children. Children and their families can serve and engage the city. We want to encourage parents to raise their children in the city by engaging their neighbors and schools. Welcome Desk: Objectives •
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Greet families every week who arrive for worship Provide a knowledgeable orientation of GTKids to guests Assist in classroom when necessary Assist prospective volunteers with necessary paperwork Supervisor: Objectives • Set up and maintain function of GTKids computers/iPads. • Provide leadership for volunteers on Sunday mornings • Ensure that all GTKids policies and procedures are followed • Respond to emergencies 3 Section II: Welcome Desk General 1. Volunteers will have thoroughly reviewed all the applicable policies and procedures for GTKids. Reference copies of each of the classroom manuals can be found at the welcome desk. 2. Personal belongings should remain out of reach of the children. 3. Please keep your phone on vibrate. We would request that you refrain from using your cell phone except in an emergency. Arrival and Setup 9:45am Check-‐in at the GTKids Kiosk. *Your prompt arrival ensures that the morning set-‐up proceeds smoothly. 9:45– 10am 1. Set-‐up welcome desk table and two chairs outside in the main church hallway to the right of the double doors. Set up another table to serve as the Kidcheck check-‐in kiosk to the left of the hallway. You can take the table and chairs from either the cafeteria or the kindergarten room. 2. Put up GTKids Banners. a. GTKids Check-‐In Banner goes by the KidCheck computers (table to the left of the double doors.) b. GTKids Welcome Desk Banner goes to the right of the Welcome Desk facing the main entrance of the church. 3. Put up classroom signs. Place the elementary classroom signs in the GTkids Hallway across from the GTKids Bathroom. This is where parents will drop off and pick up the older kids who are meeting in the cafeteria. 4. Pull out the black accordion folder with copies of forms that you or the supervisor may need to hand out. 5. Put out books and resources that can be purchased. See Welcome Desk box for them. If they are not there, please see either Jen Michel or Jennifer Cho. 6. Have a phone handy to be able to text parents or the Supervisor if needed. 10:05am Assist Supervisor in gathering volunteers for team meeting in the hallway. 10:10am Pray together as volunteers. 10:15am 4 1. Open Welcome Desk. 2. Register new families using the welcome desk computer/iPad. (See below.) Once they have registered, send them to the kiosk to check-‐in. The Kiosk Volunteer will help them check-‐in. 3. Answer any questions or concerns parents have about GTKids. If you don’t know the answer, ask the Supervisor or GTKids staff to assist. 4. Help parents purchase GTKids Books and Resources. (You can accept cash or process a payment with a credit card using the Square. See GTKids staff.) 5. Never leave the Welcome Desk unattended. If you need to leave you must let the Supervisor know so that he or she can attend the desk at that time. If you need to find the Supervisor, please text or call them. They will have their phone on them. 6. Collect GTKids application forms or other communications that need to get to the GTKids Director or Administrator. Place in blue accordion folder provided. 7. Hand out forms upon request to individuals. These forms can be found in the black “welcome desk” folder. Examples: volunteer application form, classroom discipline policies, welcome letter 8. Put out volunteer interest sign-‐up sheet each week. 9. Assist Supervisor with any other needs. 10:45am 1. Move Welcome Desk into GTKids hallway, 5 feet inside of the double doors. 2. Move GTKids Welcome Banner to the hallway just outside the double doors. 3. Leave one kidcheck computer running (in addition to the welcome desk computer) for parents needing to check in their children at the 11:00am dismissal from service. During the service: 1. Monitor the GTKids area. If someone is not wearing an approved nametag, they are not allowed to enter the Children’s Area. If there is a problem or you feel uncomfortable about asking people, please get the Supervisor. 2. Monitor classroom ratios for Supervisor using the welcome desk computer. When ratio is being exceeded please let the Supervisor know. 3. Text parents at the request of volunteers or Supervisor. The parent’s cell number will appear on the child’s label. You can use a cell phone or pull up the child’s account on KidCheck and text the parent through the computer (emergency text messaging must be enabled on the parent’s account in order to do this). After the service: 1. Ensure that all people entering the GTKids area have a guardian label. Do not let anyone who does not have one into the area until the Supervisor has let you know that every child has been checked-‐out. 5 2. Once every child has been checked out, the following tasks are your responsibility. a. Take down and put away the banners b. Take down and put away the signs. c. Put away all folders and items on the Welcome Desk into the appropriate boxes. d. All welcome desk boxes must be put in the stairwell area or in the storage room hallway. e. Put away table and chairs. First-‐time visitors 1. Assist visitors with KidCheck check-‐in (it would be best to fill out their information for them as they dictate it to you): a. Verify they check “first-‐time guest” in their account so that they receive a communication from GTKids staff. b. Verify they check “allow emergency text messaging.” This will allow us to text them using the KidCheck computer if their child needs them. c. Remind them that if their child has allergies, they are required to note this on their KidCheck account. d. Verify that they can be reached with cell number printed on their child’s label e. If guests are uncomfortable with an electronic check-‐in, use the disposable guardian tags in the one of the welcome desk folders. 2. Provide visitors with an orientation of GTKids: a. Give them a copy of the letter, “Welcome to GTKids!” b. Highlight the classrooms appropriate for their children: Nursery (6-‐24mths): Staffed for the entire service. Parents are welcome to drop their children off with qualified volunteers and enjoy the service. The Nursery will be open 15 minutes before the service. Toddlers (2 year olds): Staffed for the entire service. Parents are welcome to leave their toddlers for the whole service or if they would like, they can bring them when children are dismissed for Children’s Church. The Toddler Program begins at that time. The Toddler Room will be open 15 minutes before the service. Preschool (3 year olds): Staffed for the entire service. Parents are welcome to leave their preschoolers for the whole service or if they would like, they can bring them when children are dismissed for Children’s Church. The Preschool Program begins at that time. The Preschool Room will be open 15 minutes before the service. Kindergarten (4 and 5 year olds): Staffed during sermon only. The kindergarten program begins during the sermon. Parents can check in their children at that time. Younger Elementary (Grades 1-‐3 – Cafeteria) Staffed during sermon only. 6 The Elementary program begins during the sermon. Parents can check in their children at any time. Children should be dropped off and picked up behind the Welcome Desk. Older Elementary (Grades 4 and 4 – Cafeteria) Staffed during sermon only. The Elementary program begins during the sermon. Parents can check in their children at any time. Children should be dropped off and picked up by the Welcome Desk. c. Remind them that we will be serving juice and a (nut-‐free) snack (juice excluded the nursery). d. Answer their questions. e. Try to introduce them either to the director, to the supervisor, or to another regular attending family with children of similar ages. Prospective Volunteers People may visit the welcome desk to inquire about volunteering. Review with them the 3-‐step application process: application form, background check, and interview. Also, inform them that they will be required to attend three annual trainings. Record their information on the volunteer sign-‐up sheet for follow-‐up purposes. 7 Section III: Supervisors General 1. Supervisors will have thoroughly reviewed all the applicable policies and procedures for GTKids. Reference copies of each of the classroom manuals can be found at the welcome desk. 2. Supervisors must be available to answer volunteers’ questions and to assist as necessary. 3. Supervisors are responsible to set up and tear down the KidCheck computers. They are the only ones who have access been authorized to log in to KidCheck and to view the KidCheck admin consul. 4. Supervisors ensure that all GTKids procedures and policies are followed. 5. Supervisors verify that no one enters or leaves the children’s area without the appropriate nametag. 6. Supervisors oversee the safety and security of GTKids. 7. In case of emergencies, the supervisor will be the leader and will determine the steps needed to deal with the situation. He or she will inform the GTKids Director when incidents do occur. 8. Supervisors welcome and encourage volunteers, children and parents. Arrival and Setup 1. Supervisors should arrive at 9:30am to begin set-‐up of Kidcheck computers. *Your prompt arrival is critical for the morning to run smoothly. The computers should be set up no later than 9:45am so that GTKids volunteers can check-‐in and print a nametag as they arrive. 2. Set up KidCheck computers. (See Section IV, p. 10). 3. Sign in at the computer, and print your nametag at the Welcome Desk. 4. Place classroom signage on the appropriate class doors (or enlist help of welcome desk volunteer). 5. Ensure that the classroom specific clipboards contain the following: a. Attendance Sheet b. Incident Report c. Copy of Classroom Manual 6. Place clipboards in each classroom. (Clipboards are classroom specific, so please check the back of the clipboards.) 7. Ensure that all volunteers are present. In the case that a volunteer does not show up, inform the director of the volunteer who has not shown up. 8. If possible, at 10:05, gather volunteers together before the children arrive to pray for the day at 10:10. Alternatively, encourage volunteers to pray together in their classrooms. 9. Assist the Welcome Desk volunteer with Check-‐in procedures, especially if there are several guests waiting to create a new Kidcheck account. 8 Class Time 1. Oversee the children’s area to ensure the children are safe and nurtured. 2. Monitor each classroom to make sure volunteer to child ratios are maintained. If a ratio is exceeded or volunteers request more help, contact the on-‐call parent volunteer. Class Promotional Marker Radio (adult-‐child) Infants/Crawlers (developmental) 1:3 Walkers (developmental) 1:5 Toddlers Upon turning 2 years 1:5 Preschool when 3 years by Dec. 31 1:6 Kindergarten When 4 years by Dec. 31 1:7 Grades 1-‐5 When 6 years by Dec. 31 1:7 3. Remove, as necessary, inconsolable children from the nursery and hold them until their parents arrive to pick them up. 4. Be available for volunteers’ questions or concerns. 5. Assist volunteers as necessary. 6. Welcome children and help answer questions of parents that volunteers are unable to answer. 7. Pray for the volunteers serving and the children attending. 8. Be present when necessary for classroom discipline events, and help volunteers with necessary paperwork. Departure Procedures 1. Oversee departure procedures. 2. Ensure only individuals with a security nametag are allowed past the Welcome Desk into the children’s area. 3. Ensure classroom volunteers follow check-‐out procedures. 4. Assist in finding parents of children who are not picked up in a timely manner. 5. Thank parents for bringing their children and thank the children for coming. After the children are dismissed 1. Collect all clipboards and place in Supervisor box at Welcome Desk. 9 2. Collect all classroom signs and return to Supervisor box. 3. Log out of KidCheck and return all equipment to the storage bin. 4. Ensure the welcome desk and all rooms are returned to original set-‐up and all GTKids equipment and supplies are properly packed in the storage closet. 5. Walk through each room to ensure nothing has been left behind and everything has been returned to its place. 10 Section IV: Team Coordinator Role In order to facilitate communication and training within the team, we have created a coordinator role. This person will oversee the welcome desk/supervisor/kidcheck kiosk volunteers. He or she will be responsible to: • Send pertinent emails to volunteers (review policies/procedures, introduce new volunteers, celebrate what is happening within GTKids, communicate changes) • Assist in training new volunteers when necessary • Serve with other classroom coordinators on Children’s Ministry Advisory Board • Attend all ministry-‐wide trainings • Communicate supply needs and problems/concerns with Ministry Director • Be available as a point of contact for volunteers • Pray regularly for the children and volunteers • Consider ways to improve our procedures and policies; suggest changes to Ministry Director. • Maintain supply boxes for the team • Maintain Google groups with current volunteer information. 11 Section V: KidCheck Station Set-‐up/Login Instructions 1. Remove all equipment from storage bin. 2. Plug in power bar. 3. Remove mobile hotspot and charger from small white box, plug in and turn on power. (Password for hotspot is 81467230.) 4. Plug in both laptops (locate PC 1. On welcome desk and PC 2 on side table) 5. Plug in Printer 1 and connect to PC 1. Plug in Printer 2 and connect to PC 2 (it is CRUCIAL that Printer 1 ALWAYS stays with PC1 and Printer 2 with PC 2) 6. Connect a barcode scanner to each computer. 7. Power up both laptops and click on the KidCheck icon on the desktop 8. Supervisor must enter email and personal password to log in. 9. Once logged into KidCheck, click on the “check-‐in” tab. 10. Under “templates” you will see 10:30am Worship Service and beside it on the right, “start check-‐in.” 11. Click on “start check-‐in.” You have now set this computer to be a check-‐in station. 12. Repeat KidCheck login with second computer. KidCheck Station Teardown/Logout Instructions: 1. Click “close” at the top right of the KidCheck screen. 2. Supervisor must enter email and password to complete logout. 3. Click the “shutdown” icon on desktop to shut down the computer. 4. Unplug all equipment. 5. Return mobile hotspot and charger to small white box. 6. Pack all equipment neatly back in storage bin with computers at the very bottom. 7. Return storage bin immediately to the closet so that it is not simply left unattended in the hall. Place it near the front of the storage closet so that it can be easily retrieved the following week. KidCheck Support (available on Sunday mornings if we ever run into technical difficulties): (208) 639-‐1620 | (855) 543-‐2432 12 Section VI: General Policies and Procedures (in alphabetical order) Check-‐in/Check out Volunteers: Enter your 10-‐digit phone number into the computer in order to pull up your KidCheck profile and print off your name badge. (Volunteers are asked to upload a photo of themselves, which will be printed on their name badge.) Parents: 1. Parents will be required to check in their children at the welcome desk computer using their KidCheck account. They will enter their 10-‐digit phone number or scan their barcode key tag to pull up their account. 2. They will then print a name badge for each of their children and a number tag corresponding with the number on each child’s nametag for themselves. 3. Parents will then proceed to their child’s classroom at 11:00 a.m. where they will drop off their child with the classroom teachers. 4. Teachers will have an attendance sheet listing the names of the children who regularly attend the classroom. Teachers will enter the check-‐in time beside the child’s name. 5. When parents pick their child up, they must show the number tag to the classroom teacher. The teacher will then match the number to the number on the child’s name badge and release the child to the parent, entering the time of check-‐out on the attendance sheet. 6. If the parent is picking up their child before the service is finished, they must also check their child out on the KidCheck computer. This is to ensure that the computer maintains an up-‐to-‐date list of all the children checked into the ministry. If parents lose their number tags: 1. If a parent or guardian arrives at the classroom without their number tag, the volunteer can check the child’s name badge for the name of their primary guardian. 2. The volunteer should then ask the parent for a piece of ID matching the guardian name on the child’s name badge. 3. If the name matches, the volunteer can release the child to the parent. 4. If the volunteer cannot match the parent’s ID to a guardian name on the child’s name badge, the parent or guardian must wait while the Supervisor is alerted. 5. The supervisor will then verify on the computer that this person is indeed listed as a guardian of the child. Only after this verification is complete will the child be released to the parent. (Note: for easy verification, parents can upload photos of themselves onto their KidCheck account). Allergy Alerts: 1. A parent will be given the opportunity to list any allergies under their child’s profile. 13 2. Any allergies listed as well as any special instructions will be printed on the child’s name badge. 3. In order to alert volunteers of the child’s allergy, the child’s name will appear in white letters against a black background (instead of the usual black letters on a white background). Curriculum As a church, we have chosen our curriculum because it is: • Gospel-‐centered. • Unified around the story of redemption (Old and New Testaments) • Unified across age levels • Systematic in its Scripture memorization plan • Supportive of parents For our nursery program, volunteers follow a structured program of learning and worship. For our toddler and preschool program, we use TRU, published by David C. Cook. For our kindergarten and elementary program, we use the Gospel Story Bible for Kids, published by New Growth Press. Morality-‐Based Gospel-‐Based You must try for Jesus You must trust in Jesus What you do What Christ has done for you Obedience from obligation/duty Obedience from gratitude/love You are the hero of the story God is the hero of the story The story is basically about me The story is basically about Jesus Aims primarily at action Aims primarily at the heart Stays small with the story Appeals to the Big Story of Redemption Displaying Affection Appropriate Touch 1. Children need appropriate displays of affection that reflect pure, genuine, and positive displays of God’s love. Appropriate touch with children will be age and developmentally appropriate. We encourage ministry volunteers to: a. Hold a preschool child who is crying, 14 b. Speak to a child at eye level and listen with your eyes as well as your ears, c. Hold a child’s hands when speaking, listening, or walking him or her to an activity, d. Gently hold the child’s shoulder or hand to keep his or her attention while you redirect the child’s behavior, e. Put an arm around the shoulder of a child when comforting or quieting is needed, f. Pat a child on the head, hand, shoulder, or back to affirm him or her. 2. All touch should be done in view of others. Inappropriate Touch 1. In an effort to protect children, ministry leaders will be made aware that the following actions are deemed inappropriate and will not be permitted: a. Do not kiss a child or coax a child to kiss you, b. Do not engage in extended hugging and tickling, c. Do not hold a child’s face when talking to or disciplining the child, d. Do not touch a child in any area that would be covered by a bathing suit (strictly prohibited except in case of assisting preschoolers as outlined in washroom policies), e. Do not carry older children or allow them to sit on your lap, f. Avoid prolonged physical contact with any child or youth. Evacuation 1.
If the fire alarm sounds while parents are in the service, they are requested to follow the evacuation directions out of the auditorium. Parents flooding the childcare area would cause congestion and prevent the children from being safely evacuated from the building. 2.
All Volunteers/Supervisors have been made aware of the plan to follow in case of an emergency. The Supervisors will be responsible for getting everyone out of the building and helping people to follow through with the plan according to their particular areas. 3.
In the event of an emergency, the Children’s Ministry’ evacuation plan is as follows: Evacuation Plan for Rosedale Heights All volunteers/supervisor should have attendance sheets and begin to line up each class to exit the building in an orderly fashion. Younger children will either grab a rope or be carried by staff and volunteers. The welcome desk volunteer should help carry children from the nursery. Exit for Nursery, Toddlers, Preschool, and Kindergarten: To exit the building use the exit found at the West end of the Children’s Ministry hall (it is the end past the Toddler Room). The exit will be on the South side of the hall (left). Once you have exited the 15 building, take a right and walk around the building to the front of the school. The children will congregate in the small field on the West side of the entrance to Rosedale. Note: Ushers serving that day will aid in carrying the nursery children. Exit for Younger and Older Elementary: Use the main exit on the North side of the building. The children will congregate in the small field on the West side of the entrance to Rosedale. Wait in the field to the West of the entrance until parents arrive. One volunteer from each class should check attendance to make sure that everyone is present and accounted for. Children should only be dismissed to their parents. Injury & First Aid There is a basic first-‐aid kit available, although we can administer ONLY Band-‐Aids. For any children with severe allergies requiring an EpiPen, parents will have supplied and epipen to the supervisor (if deemed necessary) and will have taken care to note the allergy on their KidCheck account. We do have emergency epi-‐pens in the event that a parent has forgotten to bring one. These can be administered in the case of an emergency by a trained volunteer. If there is any injury in a classroom, the teachers and/or volunteers will immediately tell the supervisor. Any injury will be reported to the parent since trivial injuries can turn out to be serious. The volunteer must complete an Incident Form (found with their classroom clipboard) as soon as possible and turn in the top portion of the form to the supervisor. Parent volunteers We encourage all parents to volunteer in our classes. Generally they are placed on our on-‐call rotation list and serve in the event of a unexpected volunteer absence or when a classroom ratio has been exceeded. Safety and Security We believe that it is of utmost importance that our children be nurtured in a responsible and safe environment. We also desire that our volunteers be protected from any false allegations of misconduct. •
Each volunteer in our ministry is required to complete an application process, 16 •
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which includes a personal interview and background check. Each volunteer in our ministry is required to read and agree to follow the stipulations in their comprehensive classroom manual regarding Children’s Ministry policies and procedures and classroom specific policies. We hold comprehensive volunteer/teacher trainings to ensure our volunteers understand and follow our policies and to enable them to nurture our children. There is a “Two-‐Adult” rule that is in place for all classrooms. There will always be two adults, (preferably, one will be a woman,) present while children are there. This is to protect the children from possible abuse as well as the adults from false accusations. In the rare event in which there is only one adult because the other had to step out, the door to the room will remain open. In the event that there are last minute volunteers who have not been screened, they will be approved by a supervisor and placed with a volunteer who has had a background check. Snacks 1. A light snack is provided for children who are old enough to eat. The usual snack is one juice box and one serving of Arrowroot Cookies. *The cookies are NOT gluten-‐free. 2. For infants in the nursery, parents are asked to provide their drinks. Parents should label all sippy cups/bottles. 3. All bottles should be premixed. Nursery workers are NOT allowed to mix formula for sanitation and health reasons. 4. All children's hands must be cleaned before eating a snack. Use the cleaning solution provided. 5. Children are to have snack and cups only when they are seated. Children are not allowed to walk around with snacks or cups for allergy and sanitation reasons. 6. Cups should be promptly removed when the child is done. Washroom 1.
Parents are encouraged to take their toilet-‐trained child to the washroom before dropping him/her off in class. 2.
Only women should take children to the washrooms. 3.
Volunteers are to wash the children’s hands (either at a sink or with hand sanitizer) after going to the washroom. 4.
Parent volunteers should NOT accompany children to the washroom. 17 Section VII: Accusation of Misconduct Reporting and Responding to Alleged Child Abuse or Neglect Hearing of an Allegation or Suspicion of Abuse 1. No allegation and/or suspicion of abuse against children will be treated frivolously. Any incident in which there is a concern for the safety or well-‐being of a child under the care or supervision of our Church will be taken seriously and must be investigated. 2. Ministry personnel who become aware of any injury, abuse or molestation connected with any ministry activity will immediately complete a Suspected Abuse Report Form. The accused should not be contacted at this point. 3. The ministry personnel should inform the Director of the alleged injury, abuse, or molestation. The Director will immediately inform the Elders. 4. Any allegations of abuse of a child or youth must be reported to the proper authorities. Reporting an Allegation or Suspicion of Abuse 1. Any person who has reasonable grounds to believe that a child is in need of protection is legally required to report the matter to the Department of Social Services or the police. Reporting should be done over the telephone or in person. 2. The senior pastor or his designate will seek a written opinion from legal counsel within 24 hours of becoming aware of a suspected abuse case. The attorney’s advice will be followed. 3. The senior pastor or his designate will contact the ministry’s insurance carrier (general or professional liability) promptly as well as any organizational entity (i.e. Presbytery) to whom the organization has a duty to report such allegations. The church will work with denominational leadership in all cases of suspected child abuse that has happened in the context of church ministry. 4. If the suspected abuse happened in the context of church ministries or was committed by a church member or attendee, the senior pastor or his designate will ensure that the victim’s parents or guardians are immediately informed that possible abuse or molestation has occurred. 5. The above process will be carefully documented, including dates, times, and content of all conversations pertaining to the alleged abuse. In no case shall the identity of the victim or the accused person be disclosed except as required by law. Internal Investigation No persons, including church leadership shall attempt to conduct a detailed investigation through examination or interrogation of the child, the accused person, or a 18 witness. It is acceptable to obtain a reasonable amount of information to have cause to believe a child has been abused or neglected. Interviews shall be conducted only by authorized officials of the agency to whom the suspected crime has been reported, or, when appropriate, by legal counsel or persons representing the church in an official capacity. All employees and volunteers of the church shall cooperate with the official investigation as requested. Confidentiality 1. During the process of reporting and response, all ministry personnel will be committed to prayer. 2. All reports of child abuse or neglect shall be held in absolute confidence. No person shall communicate any information concerning the alleged event to any person except as necessary to cooperate with any official investigation. Any breach of this confidentiality by an employee of the church shall be cause for immediate dismissal. The pastor, in consultation with the official conducting the investigation may authorize limited additional disclosure on need-‐to-‐know basis if necessary to protect other children from harm. As much as possible, confidentiality for the suspected victim and the accused must be protected. Ministerial Care 1. The suspected victims will be treated with dignity and respect. All persons shall act towards the child, the parents, and the accused in accordance with the principles of Christianity at all times. 2. The ministerial staff shall encourage and assist the child and parents in securing appropriate counseling, care and support. In the event the abuse or neglect involves a member or employee of the church, the staff shall encourage the individual to secure appropriate pastoral care and support, including third party counseling, being mindful of the potential for a conflict of interest. Biblical Response and Discipline for the Accused or Convicted 1. The accused is to be treated with dignity and respect. Any employee of the ministry who is subject of an investigation will be temporarily removed from their position and all church related duties involving children, with arrangements made to either maintain or suspend his or her income, pending completion of the investigation (unless the employee has admitted to the abuse or molestation, in which case they will be terminated in accordance with the church’s employment practices) 2. Any volunteer worker who is the subject of the investigation will be removed from their position and all church related activities involving children pending completion of the investigation. 3. In an instance where child abuse in confirmed, the church will immediately 19 4.
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dismiss the worker from their position. Termination will be considered appropriate in the circumstances. In instances where evidence is inconclusive, the church should take action with the advice of legal counsel in consultation with law enforcement officials depending on the strength of the evidence available after consideration of the victim and the victim’s family’s requests. Anyone accused of abuse to children or youth will be prohibited from having access to children or youth until they are cleared of any and all charges. Clear written guidelines will be provided to the individual with restricted activities and areas of the church that they are not permitted to use. Anyone convicted of child abuse will be prohibited from having access to children or youth. Church leadership may designate an individual to be responsible to be informed whenever the convicted person attends church activities and to accompany the convicted person while on church property. Clear written guidelines will be provided to the individual listing restricted areas and access points on the church property. The pastor, in consultation with legal counsel, will determine the amount of information he believes is appropriate to relate to the congregation. Usually commenting in detail on an ongoing investigation is not wise. Liaison with the Community and Media 1. The senior pastor, or his appointed agent, will serve as the church’s sole access to the media. All enquiries should be directed to this person and comments should not be made by other individuals unless given permission to do so. 2. The church should emphasize to the public its position on child abuse, its concern for the victim and the extensive steps being taken to address the safety of all children. 3. Public statements should be well prepared and should be presented only after consultation with legal counsel. Violation of Policy or Procedures 1. Workers must promptly notify their coordinator/supervisor of any activity undertaken on their own behalf or by others which violates this policy or procedures. 2. Any coordinator/supervisor or ministry volunteer who becomes aware of violation of the policy or procedures will take all necessary steps to ensure future compliance with the policy and procedures by all workers; and will remove workers from their position if such removal is warranted, or if the worker poses a potential threat to others. 20 Appendix 1: Incident Report Incident Report GTKids – Supervisor Records Name of Child: _________________________________ Classroom: ____________ Parent’s Name: ________________________________________ Date: _____________ Explain in detail the incident and response: ________________________________________________________________________
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________________________________________________________________________ Parent’s response: ________________________________________________________________________
________________________________________________________________________ Name of person filling out form: ______________________________________ Above portion for supervisor – tear along dotted line -‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐-‐ GTKIDS INCIDENT REPORT FOR THE PARENT OF CHILD Name of Child: _____________________________________ Explain in detail the incident: ________________________________________________________________________
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________________________________________________________________________ Name of person filling out form: __________________________ Date: ___________ 21 Appendix 2: GT Kids Volunteer Interest Sign-‐up Sheet Thank you for your interest in serving with GTKids. We would love to talk more with you about our ministry and answer any of your questions. Age-‐group of Date Name Email children you’re interested in working with 22 Appendix 3: Letter to Prospective Volunteers Thank you for your interest in volunteering with GTKids, Grace Toronto’s Children’s Ministry. This ministry is a way in which we, as a church, seek to be a loving family to the families of Grace Toronto. We are looking for volunteers who love children and desire to see them grow in their love for Jesus. GTKids currently consists of 6 classes: • Nursery (6-‐24 mos.) • Toddlers (2 yrs.) • Preschool (3 yrs.) • Kindergarten (4&5 yrs.) • Younger Elementary (Grades 1-‐3) • Older Elementary (Grades 4-‐5) We also staff a GTKids welcome desk to greet families and assist parents with check-‐in procedures. Expectations of Volunteers: • Complete the volunteer screening process (see below). • Upload and read the respective volunteer manual (see website). • Attend 3 volunteer trainings each year (fall, winter, spring). • Serve once in each four-‐week period. • Follow safety and security procedures. • Interact patiently, kindly, and creatively with the children. • Follow the GTKids curriculum. • Teach children the gospel by word and deed. Screening Process: 1. Application: complete and return form to the GTKids Welcome Desk or mail it to the church office (Grace Toronto Church, 41 Britain Street, Toronto, M5A 1R7). 2. Personal interview (with GTKids staff). 3. Criminal Background Check – an online company, BackCheck, will email you. Simply fill out your information online and print and sign the completed form. Bring the form with photocopies of two pieces of valid ID. Drop it off at the GTKids Welcome Desk or mail it to the church office. 4. Read the training manual. (These can be found online.) 23 If you have any questions or concerns, please email me at [email protected] Jen Michel, Children’s Ministry Director, Grace Toronto Church 24 Appendix 4: Children’s Ministry Application Form Children’s Ministry Application Form1 The completion of this application is requested of individuals involved in the supervision of minors at Grace Toronto Church. We recognize this form is extensive. We believe this information is necessary to protect our children, to protect for our volunteers, and to effectively place our volunteers in ministry positions. Thank you, in advance, for your partnership. Personal Information (PLEASE PRINT) * Male * Female Full Name ___________________________________ Date of Birth________________ Present Address__________________________________ Postal Code ____________ Telephone (H)_ ________________________ (C) ____________________ Email ______________________________________________________________ Marital Status (Please check) * Married * Single Name of Spouse (if applicable) _____________________________________________ Name and ages of children (if applicable) _____________________________________ In what area (s) of children’s ministry are you interested? (Please check) * Nursery (6-‐24 mos.) * Toddler (2 yrs) * Preschool (3 yrs) * Kindergarten (4&5 yrs) * Younger Elementary (Grades 1-‐3) * Older Elementary (Grades 4-‐5) * Welcome Desk Personal History Occupation and/or Employer ______________________________________________ Hobbies, Interests or Skills ________________________________________________________________________
____________________________________________________________________ Spiritual History How long have you attended Grace Toronto Church? ____________________ Do you regularly attend (2 or more services a month)? *Yes *No 1
Copied with permission from The Christian and Missionary Alliance in Canada. Plan to Protect, App 3
25 Are you a member of Grace Toronto Church? *Yes *No When did you accept Christ as your Savior? __________________________________ If you are not a member of Grace Toronto Church, briefly outline in the space provided your spiritual journey and present relationship with Jesus Christ. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ What abilities and experience do you bring/offer to this ministry, if any? (i.e. Gifts, skills, training, education or other qualifications) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ____________________________________________________________________ List the churches you have attended regularly during the last five years: 1. Name of Church_______________________________ Phone Number____________ Address________________________________________________________________ Dates Attended_____________________________ Member? *Yes *No 2. Name of Church_______________________________ Phone Number____________ Address________________________________________________________________ Dates Attended_____________________________ Member? *Yes *No My present and previous ministry experience is as follows: 1. Name of Church/Organization___________________________________________ Dates and Descriptions of Ministry__________________________________________ Pastor or Ministry Supervisor__________________________ Phone Number________ 2. Name of Church/Organization____________________________________________ Dates and Descriptions of Ministry___________________________________________ Pastor or Ministry Supervisor__________________________ Phone Number_________ Are you willing to attend training/meeting/workshops to prepare and equip you for this ministry? (Please check) *Yes *No If No, explain briefly: _____________________________________________________ ______________________________________________________________________ Confidential Information 26 In order to provide a safe and secure environment for our children and youth, we believe it is necessary to include the following questions as part of the application process. All information will be kept confidential by the church leadership. (Police may access this record under warrant), Answering yes to any of the following questions may not necessarily preclude your involvement in ministry. Thank you in advance for your cooperation. 1. Are there any circumstances involving your lifestyle or background that would call into question your ability to work with children or youth? (ie. Pornography, use of illegal substances, etc.) *Yes *No 2. Have you ever been accused or convicted of impropriety with children? *Yes *No 3. Have you ever been convicted for the use or sale of illegal drugs? *Yes *No 4. Have you ever been through treatment for alcohol or substance abuse? *Yes *No 5. Have you ever been convicted of a criminal offense (excluding minor Traffic violations)? *Yes *No 6. Have you ever been arrested or convicted for any abuse related crimes? *Yes *No 7. Have you ever been investigated by the Child Welfare Agency for suspected child abuse? *Yes *No 8. Have you ever been the subject of a civil lawsuit involving sexual misconduct, sexual harassment, or other immoral behavior or conduct Involving children, youth or adults? *Yes *No 9. Have you ever been the subject of any disciplinary action, transfer or dismissal, or been named as a defendant in a civil or criminal lawsuit as a result of an accident or mishap involving children or youth? *Yes *No 10. Have you ever been subjected to expulsion, reprimand, or other discipline by a church, denomination, or other religious organization? *Yes *No 11. Have you ever been the subject of any disciplinary action (including discharge) or investigation by a church, religious or other organization or by an employer? *Yes *No 12. Do you have any health concerns of which we should be aware? (ie. Medical, psychiatric) *Yes *No References Please provide the names, addresses, and telephone numbers of TWO individuals not related to you who could provide a reference for you (pastor, council member, friend). At least one should be from outside Grace Toronto Church. Name: ______________________________________________________________ Address: _____________________________________________________________ Telephone Number: ________________________ Email: _______________________ Nature of relationship: __________________________________________________ Name: ______________________________________________________________ Address: _____________________________________________________________ 27 Telephone Number: ____________________ Email: _______________________ Nature of Relationship:__________________________________________________ 28 Applicant’s Statement I authorize any references or churches listed in the application to give you any information regarding my character and fitness for children’s and/or youth work. I release all such references from liability for any damage that may result from furnishing such an evaluation to you. I waive any right to confidentiality and of any right to pursue damages against the church caused by the reference’s response. I also give my permission for Grace Toronto Church to perform a personal criminal record check as perceived necessary for purposes of my protection against any false allegations and the protection of those I serve. I consent to such an investigation with the understanding that the results will be kept in strict confidence. I agree to adhere to the protection policies as adopted by this church. I understand that if my character or morals are, at any time, deemed inappropriate and/or criminal during my volunteer service, Grace Toronto Church will be entitled to terminate my assistance without expressed cause or prior notice regardless of any other oral or written statement by Grace Toronto Church prior to, at or following the date of volunteer service. I understand that Grace Toronto Church is responsible for the welfare of any person or persons entrusted to my care. I will cooperate fully with the staff and Elders in the fulfillment of my duties and will keep all information I encounter in my role as volunteer confidential. If at any time I find that for any reason I am unable to support the policies, procedures or doctrine of Grace Toronto Church, I will gracefully and quietly resign my volunteer position. If my supervisors find that I am in conflict with any of the policies, procedures, or doctrines and we are not able to resolve the issue, I will gracefully and quietly resign my volunteer position. I hereby acknowledge that the information contained in this application for volunteer Children’s ministry is true and correct to the best of my knowledge. Applicant’s Signature ______________________________________________ Printed Name: ___________________________________ Date__________________ Signature of Witness___________________________________________________ Printed Name__________________________________ Date__________________ Information received is confidential and is being gathered for the purposes of screening ministry personnel and placing them into ministry with children or youth. The information gathered here will be used for the purposes of supporting the ministries of Grace Toronto Church. 29 Appendix 5: Welcome to GTKids (Letter to new parents) Welcome to GTKids! We believe children are a gift from God. At Grace Toronto, we desire to provide a safe place where kids can learn that they are both beautiful and broken — in need of the saving grace and love of Jesus. Our vision is to help children know Jesus personally and to encourage them to live gospel-‐centered lives at home and in the city. 1. OUR CHILDREN’S PROGRAMS NURSERY: 6-‐ 24 months We provide a staffed nursery that will be open 15 minutes before the service and will remain open for the duration of the service. Young toddlers participate in a structured program of songs, Bible stories, prayer, snack time and group activities. TODDLERS : 2 year olds Our toddler program is designed to help toddlers discover the joy of God’s truth and love. The room will be staffed and open 15 minutes before the service, remaining open for the duration of the service. We use the TRU curriculum, published by David C. Cook. PRESCHOOL: 3 year olds Our preschool program is designed to help preschoolers discover the joy of God’s truth and love. The room will be staffed and open 15 minutes before the service, remaining open for the duration of the service. We use the TRU curriculum, published by David C. Cook. KINDERGARTEN: 4 and 5 year olds Our kindergarten program helps 4s and 5s understand the reliability of the Scriptures and trust the love and forgiveness God offered through Jesus Christ. Children remain with their parents in the auditorium until they are dismissed and accompanied by their parents to their classroom. We use the Gospel Story for Kids curriculum, published by New Growth Press. YOUNGER ELEMENTARY: Grades 1-‐3 Our children’s church program helps children understand and practically apply the gospel of Jesus Christ to their lives. Children remain with their parents in the auditorium until they are dismissed and accompanied by their parents to the welcome desk. We use the Gospel Story for Kids curriculum, published by New Growth Press. OLDER ELEMENTARY: Grades 4-‐5 Our children’s church program helps children understand and practically apply the gospel of Jesus Christ to their lives. They also begin to form important relationships with one another. Children remain with their parents in the auditorium until they are 30 dismissed and accompanied by their parents to the welcome desk. We use the Gospel Story for Kids curriculum, published by New Growth Press. 2. OUR POLICIES AND PROCEDURES Check-‐In/Check-‐Out Procedures Each week, your child will be checked-‐in at the GTKids Welcome Desk. We use KidCheck, a secure electronic check-‐in system to ease this process, and a Welcome Desk volunteer will help you create your KidCheck account. Please allow emergency text messaging on your account as well as indicate if your child has any allergies. Once your child is checked-‐in, you will either walk them to their classroom or have them join you for the first portion of the worship service. You are welcome to stay with your child for as long as he or she needs time to adjust. To pick up your child, you will need to show your printed nametag at the Welcome Desk to be allowed into the children’s area. With the exception of younger and older elementary classes, checkout is done at the classroom. (YE and OE are dismissed to parents at the welcome desk.) Volunteers are only allowed to release children to parents whose number matches the child’s. If your child needs you To best communicate, we use “text messaging” to let you know your child needs you. Please keep your cell-‐phone on you and set it to silent-‐vibrate. If you do not have a cell phone, please let us know at the Welcome Desk where you will be seated in the auditorium. Snacks We provide your children a small snack (Nursery and Toddlers: Arrowroot Biscuits, Children’s Church: Goldfish or Arrowroot Biscuits) and juice (Toddlers and Children’s Church) during snack-‐time. Please let us know if your child has any allergies to these items. Allergies Our Children’s Rooms are nut-‐free zones. We know that nut allergies can be fatal to some children, so all of our rooms are nut-‐free. If your child has a severe allergy, please let us know at the Welcome Desk and also indicate the allergy on your KidCheck account. A special nametag will print for your child to make sure our volunteers are aware of their allergy. Bathroom & Diapering Procedures Please take your child to the bathroom before dropping them off at their class. For your child’s safety, volunteers are NOT permitted to change your children’s diapers. Child Protection Procedures and Policies 31 We provide a classroom manual to all volunteers detailing all of our policies and procedures. The manual is available online if you would like to review it further. We make every effort to ensure all our policies and procedures are followed. Volunteer To Child Ratios We have established volunteer-‐to-‐child ratios in each of our classrooms to ensure the safety of your child. In the event that these ratios are exceeded, we may ask you to stay with your child on a given Sunday, or we may (on rare occasions), close a classroom to more children. Parent Volunteers For families who choose to regularly attend Grace Toronto, we ask parents to serve as parent volunteers in GTKids. Although parent volunteers are required to complete the 3-‐
step application process (application, background check, interview) and serve as needed (every 6-‐8 weeks), they are NOT required to prepare the lesson in advance of the Sunday they are scheduled. Thank you for entrusting your precious little ones to us. If you have any questions or concerns, please feel free to contact me at [email protected]. In Christ, Jen Michel Children’s Ministry Director 32 Appendix 6: Suspected Abuse Form/Follow-‐up Form Suspected Abuse Form Date: _________________________ Name of Child: ______________________________________________________ Age: __________ Grade: _____________ Birthdate: ___________________________ Address: _______________________________________________________________ Phone Number: ________________________________________________________ Parents’ Names: _______________________________________________________ Siblings’ Names: _______________________________________________________ Name or Person Filing Report_____________________________________________ Name of Pastor Filing Report_______________________________________________ Name or Social Worker (if applicable)__________________________ Ph._________ Name of Alleged Perpetrator___________________________________ * M * F Relationship between suspected victim and alleged perpetrator___________________ Nature of suspected abuse: *physical *sexual *emotional *neglect Indications or suspected abuse (include facts, physical signs and/or course of events) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Action Taken (include time and date) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ If the child is reporting, what did the child say? (Give quotes if possible). _____________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ What was your response? ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 33 ______________________________________________________________________ Signature______________________________________________________________ Printed Name_______________________________________________ Date_______________ Pastor’s Signature______________________________________________________________ Printed Name_______________________________________________ Date_______________ The above information will serve as a guide and will be necessary if a formal report is filed with the police or appropriate government agency. All information received is to be kept STRICTLY CONFIDENTIAL. 34 Suspected Abuse Follow-‐Up Form Date_______________________________ Name of Student_________________________________________________________ Address________________________________________________________________ Phone Number__________________________________________________________ Name of Person who Filed Initial Report______________________________________ Name of Pastor Receiving Report___________________________________________ Conclusions ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Action Taken (include dates and times) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Pastor’s Signature______________________________________________________________ Printed Name___________________________________________ Date___________________ The above information will serve as a guide and will be necessary if a formal report is filed with the police or appropriate government agency. All information received is to be kept STRICTLY CONFIDENTIAL. 35 Grace Toronto Church Children’s Ministry Jen Michel, Director [email protected] Jenn Cho, Administrator [email protected] 41 Britain Street, Toronto M5A 1R7 36