operations

---

operations essentials

1

WELCOME TO THE

OPERATIONS TEAM! Thank you for serving on the Operations Team in KidsWorld! Without volunteers we would be unable to offer the type of programming we do in KidsWorld. As the first contact with families, you set the tone for what children will be experiencing here. We want families to feel welcome, safe and cared for while at Christ Community Church. Our entire Operations Team does just that!

We truly appreciate all you do for KidsWorld, and we look forward to serving with you!

Each of you should use whatever gift you have received to serve others, as faithful stewards of God’s grace in its various forms.- 1 Peter 4:10

2

table of

CONTENTS

3

Check-In ................................................................................................ Logging into the Computer System ................................... Basic Check-in Procedures ...................................................... Removing Kids from a Class ................................................... Assigning Kids To Classes ........................................................ Adding Guest Children to Current Families ..................... Changing Classes .........................................................................

5 6 6 8 8 9 10

Updating Information ..................................................................... 12 Check Out ............................................................................................ 16 Registering New Families ............................................................. New Family Registration Cards ............................................. Checking for Families in Database ...................................... Create a New Family .................................................................. Escorting New Families ............................................................. Assisting with Missing Tags .....................................................

18 19 20 20 21 22

Volunteer Support ............................................................................ Volunteer Applications .............................................................. Printing Temporary Volunteer Name Tags ....................... Visitor Badges ............................................................................... Volunteer Photographs .............................................................

23 24 25 26 26

4

LOGGING INTO THE COMPUTER SYSTEM You will be given a password to unlock the screen. This password is good for all check-in stations. Please DO NOT share this password with anyone. If anyone asks you for the password, let them know they need to get it from staff. Screen Password: _______________________

BASIC CHECK-IN PROCEDURES FOR SECURITY AND SAFETY REASONS, ONLY CHECK-IN KIDS THAT ARE ACTUALLY ATTENDING THAT SERVICE. 1. Ask for the last 4 digits of the family’s phone number and enter it in the search window. You may need to verify the last name if you see a list of several families. Click on the row for that family to open the Family Record. 2. Once open, ask “Who is attending today?” Click anywhere on the individual’s row to activate the listed class for each child that is being checked in. You can check-in multiple kids from the same family at the same time.

6

3. If the row is blank, click on the row. A Group Events window will pop up. You will be given one of two options: Two or More Groups Available: If the child is assigned to more than one group, all of those groups will appear above the “Show Other Groups” button. Ask which group the child will be attending and select that group. A child may be in more than one group if they moved down to a younger class. Click the green “Done” button at the bottom of the pop-up window.

Show Other Groups: If the child is not assigned to any group, only the “Show Other Groups” button will appear. Click on this button and use the class assignment chart to assign them to the appropriate class. If the child is in elementary school, defer to the actual grade they are currently attending. Click the green “Done” button at the bottom of the pop-up window. 4. Click the blue “FINISH” button at the bottom of the screen to print tags. 5. Click “OK” on the pop-up window for the printer.

7

REMOVING KIDS FROM A CLASS ASSIGNMENT 1. If you need to check a child out of a class after they have been checked in, ask for the last 4 digits of their phone number to return to the family record. 2. Click anywhere on the line of the child you need to check out and the available classes will display in a pop-up window highlighted in blue. 3. The class they are in will be highlighted in a blue button. Click on the blue button and it will return to black. Then click the green “Done” button. 4. This will automatically check them out of the class. 5. The class row will now be blank. If you need to recheck them into another class, click on the blank row and you will be taken back to the “Group Events” pop-up window where you can select the class again or click on “Show Other Groups” button to select a different class. 6. You still need to click the blue “FINISH” button when you are done for it to save the change you made. It will not print a tag.

ASSIGNING KIDS TO CLASSES 1. If you need to add someone to a class, click anywhere on the child’s line and the available classes will display in the “Group Events” pop-up window. 2. If suggested classes do not display, click “Show all Groups” and you will get a list to select from. Children will promote together once a year in August. Nursery classes will display automatically based on the child’s age when their birthday is entered. Movement of these children between the different classrooms within Nursery will be done by staff after discussions about milestones with the family or based on age. Please don’t override the automatic settings. For preschool, check the age/class chart first to determine what class the child should be placed into. The preschool assignments should always follow the class chart. If the parent is not in agreement with the grouping, kindly tell them that you will get a staff member for them to talk with. Again, these are done based on the age they will be at the start of the school year. 8

Confirm elementary school class assignments with the parent/ guardian. Default to the grade that the parent says the child is in; they may have started kindergarten early or been held back. 3. Click on the appropriate class; it will then highlight to blue. Then click “Done” to return to the family check-in screen. The child will automatically be checked into that class. 4. When all children are checked in to the appropriate classes, click “Finish” to print the tags.

ADDING GUEST CHILDREN TO CURRENT FAMILIES Please do not add visiting children to an another family record if their own parents are present; in this instance, the whole family should be registered as a New Family (see page 18). 1. Always ask a visiting child if they have attended any of our campuses at any time in the past. If they are unsure, always search for them in the database before adding them to an existing family to avoid creating duplicate records. You may search by phone number or by first and last names. If you find the child is already in the system, please check them in under that record AND add a Family Message noting that that child came with the “__________ family on (date)” so that we know the family has permission to pick up the visiting child that day. E B C D

A 9

2. If there is no record of the child, add the child as an “OTHER” to the record of the family that brought them: In the family record, click the black “Edit Family” button in the upper right-hand corner of the window. Then click on “Add Family Member” in the lower left of the screen (A) Enter the FIRST NAME (B) of the visitor in the first name field and the LAST NAME (C) in the last name field. You will write over the original family’s last name in the Last Name field. Use upper and lower case letters. Under the “Family Position” click the “Other” button (D). Select the “Gender.” Add “Date of Birth.” 3. Click “Save All” (E) in the upper right corner to finish. 4. You will be returned to the Family Record page and you can then add the guest to a class.

CHANGING CLASSES On occasion a child may want to attend a different age-level class because they have/are a visitor or they may want to attend the same class as a sibling. You may add/move one of them so that they may stay together. This is not to be done on an ongoing basis; just until the transition is eased or for that particular visit. Follow these guidelines: Preschool: The older child may be moved to the YOUNGER class. The younger child may not move up to an older class. For example, a child in Pre-K may move down to Older Preschool but not vice versa. Grade School: The older child may be moved to the YOUNGER class - any number of grade levels. A younger grade school child may be moved up to an older class, but only by TWO grade levels. For example, a 5th Grader may move to 1st Grade, but a 1st Grader may only move up as high as 3rd Grade. Add them to the new class by clicking on the child’s row and selecting “Show Other Groups” on the Group Events pop-up window. Select the class they are moving into.

10

UPDATING FAMILY INFORMATION Please use the white “UPDATE” pads for updating addresses and phone numbers; do not use Registration Cards. Birthdays: You can update the information in their record under “Edit Family.” You do not need to fill out an UPDATE sheet. Emails: You can update the information in their record under “Edit Family.” You do not need to fill out an UPDATE sheet. Addresses: To update address information, search for the family then click “Edit Family” in the upper right corner. Make address changes and click “Save All.” Please also fill out a white UPDATE sheet and check “Updated Address.” Phone Numbers: You cannot update phone numbers for the entire family. Please check the “Updated Phone Number” box. Staff will update the family record through the database interface later. OTHER: For any other changes you are not sure how to fix or are not fixable in the check-in system, write the family name and phone number on a white Update sheet and explain what the situation is and what needs to be done. Please initial the Update sheets.

DUPLICATE RECORDS & REMOVING PEOPLE The check-in system does not allow us to remove people or combine duplicates so these must be done via the database interface. Use a white Update sheet (front and back) to explain as best you can and include your name (we’ll email you if we need some help understanding). Include family name and phone number to ensure that we have the correct family.

12

Some examples include: “Other” members that don’t belong in the family or that they want to remove. If a duplicate record is accidentally created, just let us know and we will fix it in the database. Give us the phone numbers, first name and the families’ last names from both records and we can usually figure it out with a search. Kids that are under more than one record (for example, they are in the parent’s record and the grandparent’s record). Give us both sets of information so that we can locate the records and merge information. Divorced parents where one parent needs to be removed from the record and added to a new record. If anyone asks to remove a divorced spouse, please explain that we can split their record and have the children listed under each parent (they will be duplicate records for the children). We cannot separate a divorced parent from their kids’ records UNLESS there is court documentation stating that the parent has no custodial rights or if there is a restraining order in place. In this case, we will need copies of the court documentation to make the change. Any other issues that you feel should be noted.

13

14

CLASSROOM CHECK OUT Our Policy: NO TAG, NO KID…NO EXCEPTIONS When checking out children, please match the number on the child’s name tag with the number on the parent’s pick-up tag. If the numbers do not match, the child remains in the room. No exceptions. Please ask the parent if they have another pick-up tag; they may have accidently pulled a tag from a previous week. If the parent does not have a tag that matches, please send them to get a replacement tag at KidsWorld Central. If you have any issues, use the radio to contact a Zone Leader or Staff Member.

If Parent has Lost the Pick-Up Tag: The child stays in the room. No exceptions! Send the parent to KidsWorld Central to be verified and to get a replacement tag. Remind them to bring a photo ID; this is required. This policy includes staff members and other volunteers. When they return with a pick-up tag that matches, you may release the child.

If the Child has Lost Their Name Tag: Use the radio to call in for a lost tag match. Say “We have a child with a lost tag.” Do not say: “We have a missing child tag” - hearing “missing child” may send the wrong message. You will be asked for the last 4 digits of the child’s phone number and the child’s first and last name. The person assisting you over the radio will look up the tag number. They will then ask you for the tag number and tell you if it matches. If it matches, you can release the child after you are given the OK.

General Guidelines: Never release a child without a match, even if you know the person picking them up (that includes pastors, staff members, family members, friends, fellow volunteers). Never send the child with the parent to get a replacement pick-up tag. Do not accept a driver’s license as a match in the classroom. No one in the room can vouch for someone. When in doubt, radio for assistance. A text picture of the pick-up tag is acceptable for release. A text message with just the number is not acceptable. It must be a photograph. If you are the last service of the day, please return the radios to KidsWorld Central when your room is empty.

16

REGISTERING NEW FAMILIES Greet the new family and welcome them to KidsWorld! Before handing the family a Registration Card, ask if they or their children have ever attended Christ Community or a KidsWorld program before. If they are unsure, check the database. If the family has never attended, ask them to complete a Registration Card. It may seem like it’s quicker to ask them questions while they are filling it out. However, this can be distracting for them and they may wonder why they are filling out the card. Most people understand that their first time registering will take a few extra minutes and you can explain that if you want to. When you get the completed card, a good thing to say might be, “This will just take me a few minutes on your first visit. The next time you come, you can go to any station and give them your phone number and it will be very quick.”

18

Please make sure that the card is filled out completely: 1 2 3 4 5 6

. . . . . .

7 . 8 . 9 .

10. 11.

Date the card if the family did not. Collect both parents’/guardians’ names if appropriate. Double-check that the address is complete. Tell them that the phone number will be used for check-in purposes. Ask for the email if not filled in. Ask how the family heard about Christ Community Church. This is very important. This question is not required. Make sure you can read all children’s names and birthdates. Make sure each child’s gender is marked. Mark if there is information the family would like us to know about their child. You can ask again when you receive the card. Special Needs: If a parent notated on the registration card that the child has special needs or requires special assistance, please call the staff leader for that age group to KidsWorld Central to speak with the parents. Initial the card in case we have any questions the following week. Add information shared about the child(ren) on the back of the card.

R E G I ST R AT I O N 1

2

Parent/Guardian Name(s):

3

Address: City:

State:

4

Primary Phone: (_____) - _____ - _______

5

6

How did you hear about Christ Community Church:

7

Can we contact you about serving in the future?

Date:

Zip:

Email:

q Family/Friend q Drive-by q Internet q Camp q Awana q Other:

C H I L D I N F O R M AT I O N

8

9

Name:

q M q F Birthday: ___ /___ /___ Grade:

Allergies: q Y q N

Name:

q M q F Birthday: ___ /___ /___ Grade:

Allergies: q Y q N

Name:

q M q F Birthday: ___ /___ /___ Grade:

Allergies: q Y q N

q Please check if any allergies, special needs, or additional child information is noted on the back of card.

10

19

ENTERED BY: INITIALS _______

Check to see if the Family is in CCB: 1 . Click the “Add Family” button in the upper right corner of the check-in screen. 2. Enter the Last Name and the Contact Phone. Then click “Check For Duplicates.” 3. Please use upper/lower case when entering all names. This will carry over into the new record. 4. If your search: a. Finds the family, you can click on it and add kids, classes or make updates. b. Gives you a list of names, check it carefully to ensure you do not duplicate a family. If you find the new family, click on it and you can add kids, classes and make updates. c. Yields no results, it will take you directly to a “Create Family” template where you will begin to add all of the information from the registration card. If there are no duplicates, then you can click the blue “Create Family” button.

Create a New Family in CCB: 1 . Enter the full address. 2. Click on “Add family member” on the left of the screen and this window will pop up:

20

3. Your cursor will be in the field to add the first parent/guardian. This first person is the Primary Contact. We prefer the husband to be the PRIMARY CONTACT if both parents/guardians are listed. If only one parent is listed, they are the Primary Contact. Select the Gender. You will not have birthdate info on the card and you do not need to ask for it. 4. Click on “Add family member” to add the other parent (if applicable). Select the Gender. After adding the first adult, the “Family Position” section automatically defaults to “Child.” If you are adding a spouse, please remember to change this to “Spouse” for the second parent. 5. Start adding the children by clicking on the “Add family member” for each child: a. Include Gender and Birthdate. b. Add any allergies in the Allergy field. This field will print on the child’s name tag in a black line. Please do not add any special needs issues here. We do not want to advertise those on the child’s sticker. 6. Continue clicking “Add family member” until all the children are all entered. 7. Click the blue “Save All” button in the upper right-hand corner. You are now on the family screen where you will start adding the children to the classes they will be checking in to and print-out tags. 8. Initial the registration card and give it to a staff member.

ESCORTING FAMILIES TO CLASSROOMS Affix a blue KW New Kid Sticker on the upper right-hand corner of every name tag, including the second child tag and the parent pick-up tag. This lets our volunteers know that the child and the family are new and gives volunteers the opportunity to pay extra special attention to the family that day. Give the family a Welcome Gift. Let the family know you will be escorting them to their child’s/children’s classroom(s). Explain how the Name Tags work: Let the parents know that one name tag goes on the child. The second nametag will go to the leader checking in the child. We use this for attendance. The parent will keep the tag with the security number. Let them know that it is OK to tear the tag in half and use both sides to pick up children (divide and conquer). Please explain: Parent Paging System: If their child needs them, the number on the tag will display below the screens in the auditorium. If their number is displayed, they should return to KidsWorld where they will be met by a Zone Leader or staff person. 21

Safety & Security: Explain that security of their child(ren) is extremely important. If the parent loses their tag, they will need to return to where they registered with photo identification. After we verify who they are, we will issue a new tag. NO TAG, NO KID, NO EXCEPTIONS.

ASSISTING WITH MISSING TAGS Parent Lost Their Tag (Weekend Services): 1 . Ask the parent/guardian to complete the Replacement Pick-Up Tag Request Form. 2. Use their phone # to look up the child. 3. Ask for a photo ID and make sure the ID information matches information (name and address) in the database. (They must be in the same household as the child or there must be a notation in the child’s Family Message field - it will pop up automatically - if they were checked in by someone not in their family record.) 4. Check the message field for custody issues before printing tag. If there are custody issues, contact a staff member. 5. If there are no custody issues and the ID matches a member in the family record, you may reprint the tag.

Child Lost Their Tag: The Check-Out person will radio and say, “I have a child with a lost tag.” Your response: 1 . “Please give me the last four digits of the child’s phone number and the child’s first and last names.” Use that info to look them up in the computer. 2 . Select the number of tags to print; they will be grayed out if they have already been printed, so you will need to re-select the tag number. When the tag pops up on the computer screen (before printing), you can verify the tag number. You do not need to print the tag. 3 . Then ask the check-out volunteer: “What is the number on the parent’s tag?” 4. If the number the parent gives matches the tag you just looked at say, “That is a match.” 5 . If it does not match, please ask them to leave the child in the room and send the parent to the KidsWorld counter. If the parent is not willing to go get a replacement tag and is pushing the issue, call on the radio for staff assistance.

22

VOLUNTEER APPLICATIONS Anyone who wishes to serve in KidsWorld must fill out and have an application processed and APPROVED by the KidsWorld staff. No one may serve without doing so (no exceptions). To further ensure the safety of our children, we require all volunteers to have attended Christ Community Church for at least six (6) months. Questions regarding this policy should be directed to a Staff Member. Adults will receive a Yellow Application. Students will receive a Blue Application. 4th and 5th Grade students can serve only with a mentor if they attend multiple services a week. They will receive a Green Application. 2nd and 3rd Grade students can receive a temporary volunteer tag from the check-in system for the day to serve with a mom or dad. Once they have served and are scheduled to serve on a regular basis, the staff leader can request a name tag be made for that child. Please look over any applications for the following: Complete name and contact information. Emails for references and complete references. Area in which they want to serve. Signatures on all documents where needed. Date the application was turned in. If a prospective volunteer prefers to keep their paperwork private, they may put it in a sealed envelope, which will be given directly to the staff.

24

PRINTING TEMPORARY VOLUNTEER NAME TAGS You may only print temporary name tags for volunteers that are APPROVED CONTACT STAFF. If a person comes up as “MAY NOT SERVE WITH KIDS,” tell them that you will get a Staff Member to help them and immediately call for assistance.

*

When you look up a volunteer up in the system, you may only print a tag if it says “OKAY TO PRINT TAG” and they are in one of the following approved volunteer groups” APPROVED ADULT APPROVED STUDENT APPROVED 4TH/5TH APPROVED 2ND/3RD If the row is blank, or if there are no groups listed above the “Show other groups” button, please call a staff member to assist the volunteer. NEVER ADD SOMEONE TO AN APPROVED GROUP -- only operations staff can verify a person’s approval status and add a volunteer to an approved group. This is for safety and security reasons. If an individual believes they should be an approved volunteer but they are not in an approved group, the staff will need to verify their paperwork and information.

*

25

VISITOR BADGES If someone wishes to observe in KidsWorld and they are NOT an approved volunteer, they will need to fill out an orange Visitor Agreement and speak with the Staff Member in charge of the area they want to serve. 1 . Please check the individual in our database to ensure they are not a part of the MAY NOT SERVE WITH KIDS group. 2. Contact the staff person for the ministry they wish to visit. 3. The staff member will determine whether or not they can observe for the service and will have them fill out the orange visitor form. 4. You can issue them a numbered orange visitor badge to be returned at the end of service. Please make sure the badge number is written on the appropriate line on the form. 5. While they are waiting, remind the visitor to read the child protection policy on the back side. If the visitor is over 18, they need to provide a driver’s license. This ensures that we have proper identification and have a way to contact them. 6. Visitors are not volunteers.

VOLUNTEER PHOTOGRAPHS Only APPROVED Adult and Student Volunteers need to have photos taken. For optimum photos for a volunteer ID, please: 1 . Turn the camera so that it is vertical to take a portrait photo vs. a landscape photo. 2. Zoom in until you have a full head shot from the shoulders. Do not cut off any part of the head or hair. 3. Take the photo and write their name down in order that photos are taken on the photo sheet. Be sure to include their full name, the service they serve at and the team they serve on.

26

kidsworldccc.org