Mission: Relationships

Relationships with Christ and relationships with each other.

Dear Children’s Ministry Volunteer:

We have the privilege of working together to serve God and the kids and families of our community! We’re thankful that you’re willing to serve and use your gifts to make a difference for God.

God has equipped you to serve in this ministry in a unique way. You are a valuable member of this team. As we work together for one purpose, let us always remember our goal: to point kids and families to God and serve with joyful hearts.

This handbook will give you details on policies, procedures, expectations, and safety information we currently have in place in our children’s ministry. Please familiarize yourself with the information in this handbook, as it is very important that we all enforce safety policies and procedures.

It is our hope that your heart will be filled and your life will be blessed as you serve.

OUR TEAM

Wednesday Children’s Ministry Director: Sabrina Cullinan............. 641-295-5618

Welcome! I'm Sabrina and I was born and raised in Oskaloosa. I love FFC! I started coming to Federated in later teen years and now attend with my husband and two children. I have a huge passion for helping kids learn more about the Lord and encouraging them to develop a personal relationship with Him. "I have not greater joy than to hear that my children are walking in the truth" 3 John 1:4. I truly do have no greater joy than seeing children (mine and everyone else's) walking in the truth of God's Word. My prayer is that each week, as we spend time in God's Word on Wednesday evenings, that we will plant seeds of truth in children's hearts. 

We are charged to love others by the Lord's definition of love and truth. I am grateful for your decision to join me in doing this on Wednesdays as we live out and teach His Gospel Truth. Let's build relationships with Christ and each other.

Volunteers: An adult volunteer is at least 18 years old, has gone through our screening and training process, and can serve in any area of children’s ministry. Volunteers are expected to engage with fellow volunteers and children through learning, playing, and conversation. Along with that, cultivating a respectful environment in words and manner are a must. Be aware and direct conversations and physical spaces towards healthy boundaries in your rooms.

Student Volunteer: A student (or youth) volunteer is anyone who has completed 5th grade and is under age 18 and completed our training process. A student volunteer may serve with children ages preschool to 5th grade and may serve only as a second or subsequent volunteer in a room. Volunteers are expected to engage with fellow volunteers and children through learning, playing, and conversation. Along with that, cultivating a respectful environment in words and manner are a must. Be aware, and direct conversations and physical spaces towards healthy boundaries in your rooms.

VISION STATEMENT

To help kids know and experience God and become fully devoted disciples.

VALUES

• Safe and secure environment

• Bible-centered teaching

• Exciting and fun ministry

• Empowering parents as spiritual leaders

• Sharing our faith and serving others

We believe children are important in the kingdom of God, and we value children and their role in our church. We will strive to draw them closer to the Lord and give them opportunities to grow as disciples and serve Him. 

JOINING THE TEAM

To become a member of our volunteer team, these are the steps you will take.

INTERVIEW

At various times this year, all children’s ministry volunteers will have a one-on-on interview with a children’s ministry leader. It’s not a big deal; we just want to get to know you!

APPLICATION & BACKGROUND CHECK

All children’s ministry volunteers will fill out an application and undergo a criminal background check (minors excluded, per your church’s insurance policy requirements).

HANDS-ON TRAINING

After the screening process, we will pair you with seasoned children’s ministry volunteers for on-the-job training in the area of ministry you choose. You won’t be thrown in alone! Let us know if you have any questions along the way.

EVALUATION

This is a time for you and for us to see if this role is the right fit for you, or if you want to try a different ministry role. We typically do 90-day follow-ups after a new volunteer starts, but if you want to try something different at any time before that, just let us know!

WELCOME TO THE TEAM!

We’re happy to have you as a member of the children’s ministry team!

VOLUNTEER EXPECTATIONS

ATTENDANCE

Your attendance, punctuality, and involvement are crucial to the success of this ministry. Consistency of team members serving is very important for you as a volunteer as well as for the children you serve.

If you are scheduled to serve, please arrive no later than 5 minutes prior to your service time to check in and prepare to welcome kids. If you are unable to attend your scheduled service, please give your ministry leader advance notice. In the event of a last-minute emergency, please call or text your leader and let them know you are unable to fulfill your commitment. Sabrina will make arrangements with another volunteer to cover your spot.

ATTIRE AND IDENTIFICATION

All volunteers may wear an official volunteer T-shirt! Along with your T-shirt, you will be asked to wear a lanyard name tag each night, until you are notified that you may omit name tags. Keep in mind that in some of the children’s ministry areas, you will sit on the floor to interact with children through learning and play. Please make sure your clothing is appropriate for the age-specific area in which you are serving.

Volunteers must wear proper identification at all times while serving so everyone is aware of who our approved volunteers are and who is permitted in the children’s ministry areas.

INTERACTING WITH KIDS AND PARENTS

• When parents drop off their kids, they are entrusting us to protect and care for their kids. A smile and a positive greeting will help reassure parents that their kids are in good hands.

• Remember to always speak words of encouragement, kindness, and love, even in difficult situations or disciplinary situations.

• Cell phone use will be avoided while you are serving unless communicating with your team. Make sure the kids are your primary focus.

• Play with the kids, be silly, and laugh!

• Listen to the kids. Encourage them and speak God’s words to them.

Remember to be positive and encouraging when parents return to pick up their kids. Let them know how much we love their kids!

SAFETY POLICIES

PHONE AND SOCIAL MEDIA POLICY

Volunteers should not be on their phones at all while serving and are not permitted to take any pictures or videos of the kids while serving. Volunteers are not permitted to be “friends” with or interact with kids on social media, text, or any other private means of communication outside of church. Volunteers are not to show kids anything on their personal cell phones or use their personal cell phones or tablets at all while serving.

NEVER BE ALONE WITH A CHILD

There must always be at least two volunteers in every room when kids are present. Children are not to be accepted into any ministry area until this requirement is met.

Volunteers should never be alone with kids in the restroom (see our restroom policies for more details).

VOLUNTEER-TO-KID RATIOS

Children’s ministry is dedicated to maintaining safe and relationally appropriate volunteer-to-child ratios to provide the most effective learning experience for children. The following are approved volunteer-to-kid ratio guidelines.

(Keep in mind there must always be two volunteers in every room.)

• Infants at least 2 adults to every 2–4 babies

• Toddlers at least 2 adults to every 4–6 toddlers

• Preschool at least 2 adults to every 5–8 kids

• Elementary at least 2 adults to every 10–12 kids

VISITORS

No one other than staff, approved volunteers, or kids is permitted in the children’s ministry areas during ministry times without pre-approval, a guest pass, and/or an escort who stays with them at all times. No unapproved people should be in the children’s ministry hallways/area at any time during ministry programming.

OPEN-DOOR POLICY

During ministry hours, all classrooms with kids and volunteers must have a door with a see-through window, or the classroom door must remain open at all times.

INCIDENT REPORTS

For any instance in which a child gets hurt or an illness occurs while in the care of the children's ministry, an incident report must be filled out and signed by the children’s ministry volunteer, a member of children’s ministry staff, and the parent/guardian (after staff has discussed the incident with them). It is recommended to send a copy home with the parents and keep a copy in the children's ministry records.

APPROPRIATE TOUCH AND INAPPROPRIATE TOUCH

Appropriate Touch

Showing affection is a natural part of ministry and working with kids. Here are some guidelines for showing appropriate affection to kids while maintaining integrity.

• Hugs—Hugs should be brief and should be side hugs. Kids should always initiate hugs.

• Hands—High fives, handshakes, and fist bumps are always appropriate. Hand-holding is acceptable for kids in 2nd grade or younger.

• Holding—A child over the age of 2 should not be held, unless deemed necessary to relocate them. If a child wants to sit on your lap on the floor, gently move the child to a sitting position beside you.

Inappropriate Touch

The following forms of affection are inappropriate in our children’s ministry in any circumstance:

• Lengthy hugs, full hugs

• Kisses

• Holding kids over the age of 2

• Kids sitting in your lap on the floor

• Touching genitals over or under clothing

• helping a child in the restroom (if kids have an accident or need help wiping, there MUST be another adult present and the stall door must remain open.)

• Tickling

• Piggyback rides

• Any form of unwanted affection

CONTACTING PARENTS

If you need to get ahold of parents at any point during the program, let a member of the host team know (Sabrina). Parents will be contacted if a child exhibits symptoms of illness, is crying inconsolably for more than 10 minutes (unless Sabrina and parents have had a discussion on progressively acclimating their child), or behaves in a violent manner. 

RECOGNIZING AND REPORTING ABUSE

Our church policy is to report any signs or suspicions of child abuse or neglect.

Contact a Pastor Joel immediately if you suspect a child is the victim of abuse or neglect. Do not attempt to gather information from the child or speak with the parents about your concerns. Do not talk with other volunteer team members about your concerns.

DEFINING ABUSE

• Sexual abuse is any occurrence in which an adult engages in sexual activity with a minor. It could be contact behavior (touching) or non-contact behavior (pictures, spying, exposure, or conversation).

• Physical abuse is any contact intended to cause physical pain or injury to a child. The law does permit parents to use corporal punishment, but the discipline has to be reasonable.

• Neglect is the failure to provide a child with basic necessities, such as food, clothing, shelter, hygiene, medical attention, or supervision. Neglect can also include exposure to harmful substances or situations.

SIGNS OF ABUSE

Contact Pastor Joel immediately if you see signs of abuse, such as:

• depression, sudden changes in behavior, paranoia, fear of their caregivers or others, aggressive behavior, anxiety, accidents in their underwear, imitating or talking about sexual behaviors, wounds or pain, unexplained bruises, untreated illnesses.

FOOD AND DRINK ALLERGIES

Due to the risk of allergies, volunteers need permission from Sabrina for outside foods in the classrooms, and we are peanut-free on the main floor of the Children's Ministry Hallway. Parents should let the child’s leader or a greeter team member know if their child has a medical need or allergy. Medications need to be administered by our house nurse with written parent permission. When food and drink are used in our children’s ministry rooms, an allergy alert sign will be posted.

Feeding kids or babies is not permitted, with the exceptions of: approved snacks, prepared bottles (bottles must be prepared by parents), and pre-approved outside snacks parents provide in allergy situations.

Age appropriately, kids are allowed to bring water bottles, water sippy cups or baby bottles into the room, but they must be labeled. If they do not come labeled, you can label them immediately with a sticker.

Always wash your hands before serving in children’s ministry rooms, and before and after serving snacks. 

CHECK-IN & CHECK-OUT PROCEDURES

CHECK-IN PROCEDURES

Parents will check in their kids at our check-in station. They will be issued a name badge sticker to be placed on the child (on the back for nursery, on the front for preschool and elementary). Early pick-up needs must be communicated to Melissa and other volunteers in the room to ensure the child goes with the right person at the right time.

CHECK-OUT PROCEDURES

During children’s ministry check-out, adhere to the following guidelines:

• Kids will be released from their environments only to the adult that dropped them off or the adult assigned to pick them up. When parents drop children off, ask them: "Who will be picking up your child?" This will begin to train parents to communicate with us. Not everyone knows everyone.

• Do not release any child to persons under the age of 16. You may use your best judgment if the age of the individual picking up is in question.

• There must be a minimum of one adult volunteer at each door ready to greet and release children with parents. Please support each other in your room, with this role. How will you make this work with your team?

• Name tags must remain on each child until parents have picked them up. First, teach the children why they need the nametags. If children will not leave their nametags on in an appropriate way, notify Sabrina.

• Parents are not permitted to enter children’s environments while programming  is in progress, unless arrangements have been made with Sabrina. If a parent needs to pick up early, they must be escorted by a volunteer or Sabrina.

• Call the child by name, thank them for coming, and wish them a great week.

• Take this time to connect with parents briefly by expressing positive encouragement, a quick report on their child’s experience (including incident reports or discipline issues if applicable), information they need to know on how to reinforce the lesson at home, or just letting them know we look forward to seeing them next week.

MISSING PICK-UP TAGS

Do not release a child to a parent unless you are certain they are going with the permitted adult to pick them up. This will communicate to everyone that we take safety seriously.

If a parent loses their sticker, they will meet with Sabrina and show their ID; then Sabrina will look them up in our system to make sure they are authorized to pick up the child.

If there are any custody issues, we will notate them in our check-in system and will notify the child’s leaders and security team. 

DISCIPLINE POLICY

Discipline should always be done in a positive, patient, and grace-filled way that focuses on helping the kids instead of enforcing punishments. When discipline is necessary to keep a safe and effective environment for everyone, here are three steps to take:

1. Redirect

• Remain standing to give a visual of your authority in this instance. Look the child in the eye. Give a verbal warning, explaining why the behavior is not acceptable. Give a suggestion for the right way to act or behave, and help them do it.

2. Remove

• If the child does not obey when you give them a redirection, it may be necessary to remove them from the situation or activity so they can calm down and prepare to rejoin the activity. Place them in an area away from the other kids, but still public, for no more than one minute per year of age.

3. Refer

• If the child is still not obeying, refer the child to your ministry leader for assistance.

Never attempt to physically discipline a child, belittle a child, or administer corporal punishment. If physical restraint seems needed at times, first consult Sabrina).

TIPS AND GUIDELINES

• Never place yourself or any child in a dangerous or uncomfortable situation.

• Always inform your ministry leader whenever disciplinary actions were necessary.

• Always inform parents when disciplinary actions were necessary.

• Be sure to approach the issue with genuine concern. Be concise, direct, and above all, caring.

• Volunteers and parents may not spank their own children in front of others while serving.

• Remember that your encounter with these kids may be the only encouraging and positive moment in their week. Focus on the child, not the behavior.

• Be patient, give grace, and show love!

• Prepare ahead of time. Be familiar with the curriculum and have the supplies in place before the kids arrive.

• Establish rules and expectations early, and communicate them often.

• Be proactive by ensuring that proper ratios are met to maintain order. Look for kids who need extra help, and provide it before they disrupt the class.

• When talking to parents about discipline issues, always be positive and encouraging, and ask for ways you can help their child. 

RESTROOM & DIAPER PROCEDURES

RESTROOM PROCEDURES

• Never take a child into the restroom alone.

• Walk them to the restroom, and then wait outside the door while they go in one at a time.

• Do not walk kids to the restroom alone. Another volunteer must be present at all times. Volunteers MUST support other volunteers when they need a restroom escort. Help us all keep each other protected.

• If a child needs assistance, you can either contact the children’s ministry leader or assist the child with the door open and another adult volunteer present, as you explain out loud to the child what you are doing as you offer help to button or zip pants.

• Volunteers are not permitted to help with wiping after a bowel movement for kids who are in underwear, unless another volunteer is fully present. (Bathroom emergencies are always an exception.) Do your best to take care of the child, yourself, and each other.

• If kids have an accident or need help wiping, two volunteers must be present.

• If a child has an accident and needs a change of clothes, we have a bin of new clothes you can give them to wear home and keep.

• Make sure kids wash hands after each time they use the restroom.

• If a child makes a mess in the restroom, page your children’s ministry leader after the child is finished. 

• Our team ALWAYS supports bathroom protection and the child's privacy. 

DIAPER PROCEDURES

• Diapers must be changed on changing tables only.

• All babies/toddlers must have a diaper change if they have had a bowel movement or noticeably in a wet diaper.

• Never leave a child unattended on the changing table or turn away from a child while they are on the table. Always keep one hand on the child.

• An additional volunteer must be present at the time of a diaper change.

• Wear a new pair of disposable gloves with each diaper change.

• Dispose of the dirty diaper in the provided diaper pail or trash can. 

• If a child has a bowel movement, the diaper must be changed within five minutes.

• Disinfect the changing table after each diaper change.

• Sanitize/wash your hands after each diaper change.

• Do not administer any creams or ointments. If a child needs cream or ointment, parents can be paged to administer it.

SICKNESS & CLEANLINESS POLICIES

WASHING HANDS

One of the best ways to prevent the passing of germs is by washing hands. It’s important to teach children and model frequent handwashing. Remind the children continuously and assign a volunteer to help children wash their hands as needed.

Volunteers’ hands should be washed before and after eating, before handling food/snacks, before and after changing diapers, after using the restroom or helping a child use the restroom, and after wiping and blowing noses.

ROOM CLEANING GUIDELINES

• All soiled toys must be placed in the container provided to notify staff of cleaning needs.

• At the end of our program, all tables need wiped with provided cleaner. All trashes need emptied and bags replaced. Take used trash bags to the main bins located in the foyer. Vacuum any areas that need it. The vacuums will be located in the Children's Ministry Hallways.

• Changing tables, countertops, and child tables must be wiped with unscented, antibacterial wipes after each service.

• All rooms must be clean and organized before leaving to prepare for the next group.

ILLNESS

Kids who show any signs of illness are not allowed to be in any children’s ministry environment. When addressing an ill child’s health with parents, assure them that we want their child in children’s ministry as soon as they are feeling better. If an illness is discovered after a child has been dropped off to a classroom, please keep the child at a respectable distance from other children and call your ministry leader to page the parents for pick-up.

Children who have experienced any of these symptoms within the past 24 hours will be asked to remain home:

• Fever of 100° or greater (must be fever-free without medicine for 24 hours)

• Vomiting

• Diarrhea

• Chills

• Sore throat

• Any illness for which a doctor has prescribed antibiotics (must be on the antibiotics for 24 hours prior to returning to a classroom)

• Excessive runny nose or bad cough, especially if it kept them awake at night

• Rash of unknown origin or any contagious rash

• Pink eye

• Lice

EMERGENCY POLICIES & PROCEDURES

In the event of any emergency, do not allow parents to pick up their kids until all procedures have been followed and kids are checked out using proper check-out procedures. This is to ensure the safety of all kids in the event of what might be a chaotic scenario. The children’s ministry leaders and volunteers are in place to keep everything calm and smooth and ensure that all procedures are followed. Parents can stand with their kids—but they cannot leave with their kids.

MEDICAL EMERGENCIES AND INJURIES

• An adult certified in CPR and first aid will be available during programming. If an emergency occurs and you do not know how to help the child, contact your ministry leader immediately. In-house medical professionals are: Jana VanHaaften and Nesah Denney.

• If a child is injured, it is important to follow the safety guidelines below to provide appropriate care.

• For any type of injury that requires first aid, or for any type of head injury, an incident report form must be completed.

• When the parent arrives, communicate what occurred and have them sign the incident report form. Provide the parent with a copy and retain the other copy for your ministry leader.

• For minor injuries, you may perform basic first aid using the provided kits, but NO medication of any kind should be given—only bandages and cold compresses, unless previous arrangement have been made with your medical volunteers.

• For severe injuries or illness (including any type of head trauma—even a bump), please contact your ministry leader immediately.

PREDATOR/ROBBERY

No adults are allowed in the children’s ministry area unless accompanying children or volunteering in the children’s ministry. Unknown persons in the children’s ministry area will be asked to leave immediately. A list of all approved adults and volunteers will be available at the Check-In Desk and approved adults will be wearing identification (stickers, lanyards, vest, or T-shirts).

• Shut classroom doors, and do not allow any children out into the unsecured part of the building.

• Check your roster and do a headcount to make sure all kids are present.

MISSING CHILD

If a child is missing, immediately alert your ministry leader and security team and give them a description of the child. The church will go on lockdown. Parents will be alerted, and outside doors will be locked. Keep all the other kids calm, and do not allow parents to pick up kids or leave the building while the children’s ministry and security team does a sweep of the rooms and parking lot area. The parents should stay at the Check-In Desk, and the child should be brought to the Check-In Desk when found.

ACTIVE SHOOTER

This is the Run, Hide, Fight method that is taught in schools.

RUN: Evacuate if possible

• If there is distance between you and the armed person, quickly move yourself and the kids away. If it’s safe, run out of the building.

• Take others with you, but do not stay behind if others will not go.

• Call 911 when it is safe to do so. Do not assume that someone else has reported the incident. The information that you are able to provide law enforcement may be critical (that is, number of shooters, physical description and identification, number and type of weapons, and location of the shooter).

HIDE: Hide silently in as safe a place as possible

• If the shooter is nearby and you cannot evacuate safely, hide in an area out of the armed person’s view.

• Choose a hiding place with thicker walls and fewer windows, if possible.

• Lock doors and barricade with furniture, if possible. Turn off lights and silence your phone.

• Close windows, shades, and blinds.

FIGHT: Take action to disrupt or incapacitate the shooter

• As a last resort, fight. If you cannot evacuate or hide safely—and only when your life is in imminent danger—take action.

• Attempt to incapacitate or disrupt the actions of the shooter.

• Act with physical aggression toward the shooter. Use items in your area such as fire extinguishers or chairs. Throw items at the shooter if possible.

• Call 911 when it is safe to do so.

Immediately after an incident:

• Wait for local law enforcement officers to assist you out of the building, if inside.

When law enforcement arrives, children’s ministry leaders should display empty hands with open palms.

SEVERE WEATHER AND EVACUATION

• Infant Nurseries—Place babies in an evacuation crib and take them to the designated safe zone. Take your roster and do a headcount before and after transporting babies. Safe Zone: Printer Room

• Preschool Kids—Use transport ropes to help kids stay together as you transport kids to your designated safe zone. Kids will hang onto the rope while walking or hold hands. Take your classroom roster and do a headcount before and after leaving. Safe Zone: Brooke's Office

• Older Kids—Take the kids calmly, in a line, to your designated safe zone. Take your classroom roster and do a head count before and after leaving. Safe Zone: In the Sanctuary, under the Crows Nest.

FIRE

• Sound the fire alarm immediately.

• Call 911 to notify the fire department.

• Take the kids to the designated safe area (for babies, use the evacuation crib; for preschoolers, use the transport ropes or hold hands).

• Remain outside until the building is declared safe.

• If it is possible to put out the fire using a fire extinguisher, you may use one if you are trained to do so. This should be done only after all children have been moved to safety by you or another volunteer.

• SAFE ZONE: Parking lot out front of the church garage.

EVACUATION PLAN

• Map included in the Children’s Ministry Handbook as well.

KIDS WITH SPECIAL NEEDS

We welcome all kids to participate in our ministry. If a child has special needs, we will work together with the child’s parents to come up with a plan to support the child and provide the best care we are able to provide for the child and family.

Parents must fill out the “Children’s Ministry Form” to give us information that will help us minister to their children. The children’s ministry leader will discuss a care plan with the parents—customized for each child’s needs to provide care, safety, and ministry to the child and family.

If possible, we will provide a one-on-one buddy for kids who need one-on-one support. We aim to include all kids in our kids’ worship services safely, if they are able.

We are not able to provide medical support or care to kids.

FFC Wednesday Kids Code of Conduct

• Love Jesus—Must have a personal relationship with Jesus and a growing faith.

• Love kids—Love and care for the kids in the ministry. Show kindness, grace, and joy while serving.

• Be committed—Must show up on time when you’re scheduled to serve. Must be prepared and familiar with the curriculum.

• Follow the policies—Must follow all policies and procedures at all times.

• Point kids to God—In everything you do and say, including discipline or difficult situations, show kids God’s love. Use every opportunity you get to talk to them about His love.

• Communicate with your leader—If anything happens in the children’s ministry environment that your leader needs to know about, let them know immediately.

• Attend adult worship services—Be a committed part of the church family. You must respect the core beliefs and values of our church and ministry.

• Live like Jesus—This doesn’t mean you have to be perfect and never make mistakes, but you must aim to live a holy life like Jesus, avoiding intentional sin. Your life in the areas of treatment of others (including on social media), drug/alcohol use, and sexual behavior should reflect becoming more like Jesus.

Name Date

Sign and return this to your children’s ministry leader. By signing this, I acknowledge that I have read and understand this handbook.

I covenant to live out this Code of Conduct and carry out the children’s ministry policies and procedures to the best of my ability. I will ask Melissa to clarify anything I do not understand.

Signature: _____ Date: __________________________