Hi, Registration Desk Volunteers & Staff Assistants,
Since we have so many new people on both of our teams, it the perfect time to send out some updates and reminders to everyone who helps with registration in Adventure Camp on Sunday mornings. Please read the notes below...
Your Role:
Your primary role, when at the Adventure Camp registration desk, is to greet families with a smile and then speedily & efficiently help them get checked into Adventure Camp programs.
Registration Desk Volunteers: Stay at the desk throughout the hour monitoring the doors, printing reports for the various age groups, watching the time & alerting PreK & Nursery for Shaker Song.
Staff Assistants: Help to train volunteers on registration procedures and provide support or extra staffing at the desk when needed. During the worship hour, staff will float into Nursery or PreK rooms.
New Families:
- Before entering a new family into the computer check for their name in the system...they may already be there from a previous event.
- When entering new families please just enter names (leaving other fields blank to be filled in by the office). This will allow you to process new families as quickly as possible.
- Make sure all forms are completely filled in. In your down time, please review the forms and complete ALL the blanks. YOU are the host that morning. ANY extra info or details you gathered while talking to the family, can and should be noted in the special notes section at the bottom (ie - who they know at the church, why they came, if there are youth or older siblings in the family).
- If you make a mistake in the computer or a correction is needed, just describe the correction completely on a guest form. Make sure to include your name.
- Don't forget to address any questions the new family may have, direct them to the appropriate rooms and give them any related flyers or brochures that are on the desk.
General Notes:
- For the summer & possibly going forward, we have narrowed the activity/age group selections to fit on one screen of CC Connect. We no longer need to choose a "time period".
- Allergies and special needs are entered in the "Special Needs Box" after you check each participant into their correct group. This will get them printed on the name tags.
- At the end of each worship period, all completed forms should be placed inside the manila envelope.
- During the summer, all 4th & 5th grade students will not go upstairs, but are still self releasing at the end of worship.
- Children will promote to a new grade on the LAST Sunday in Aug. Until then they may continue to check into their current grade.
After the 11am Worship:
- Check out everyone.
- Shut down all computers - even those in the Atrium
- Bring envelope with completed forms to the Info Desk and place in the large plastic tub OR bring it upstairs and place it in the "In Box" on the office desk.
Trouble Shooting:
- Long lines at the desk: Have new families fill out forms, but hand write name tags and parent receipts using the last 4 digits of their phone as the security number (write on the child's tag as well).
- Printers won't print: open the cover and check for a paper jam. Once the jam is cleared, the remaining name tags should print. If out of paper, get a new role from nearest drawer, or from cabinet behind Registration Desk, or from cabinet behind Info Desk.
- Printing out of alignment: Turn off printer. Press & hold yellow button on top while turning printer back on. Continue to hold yellow button until printer beeps 3xs quickly. Release button and printer should align itself. Also make sure paper role is under they grey plastic guides and that they are securely against the edges of the paper.
- Computer appears to be frozen: Restart by holding down power button for several seconds. Reopen Check-in System (User = Volunteer, Password = Thanks). Select "Self Check-in" at Kiosks in Atrium and "Staffed" at those at the desks. Select "All Events".
- Screen looses touch sensitivity - try to use mouse, or make sure wires behind screen are securely plugged in (they often wiggle loose).
- Someone at kiosk can't complete check-in: Make sure they have actually selected an event in the "Select Events" button next to each participant's name.
- A name tag just didn't print: Reprint name tag at the desk by checking their name in the "Checked In" list and clicking "reprint tag for selected person."
Final Notes:
Christ Church is hiring a part time "Early Childhood Ministry Coordinator" at the end of this summer. This new leader will coordinate the Nursery, PreK, Registration and Staff Assistant Teams and each related ministry. I will remain the "Director of Children's and Family Ministries" but over time, you will be working more closely with this new leader. Also, we are hiring a "Technology Coordinator". This new staff member & his/her team will be the "go to" on Sunday mornings for all technology related questions or problems. I'm so excited about this advancement in our ministry and look forward to continuing to grow as a team!
If you are new to the team and have not had a chance to read through the Adventure Camp blog. Please do so asap as a good way to familiarize yourself with the procedures particular to our ministry http://www.
Thank you for all you do. Please contact me if you have any questions,
Melissa
