New Volunteer Procedure & New Curriculum

Hi, Adventure Camp Volunteers!

May is just around the corner and we are going to test drive a new, easier system for signing up for volunteer roles - it's a free online service called VolunteerSpot. You can still choose your dates, times and age groups but now you'll experience automatic reminders, easier tracking of your chosen "spots", easy-to-use Android/iPhone apps, and automated trading when you can't make a date. Check out the intro video below, then follow the link to sign up for your chosen "spots" by May 1st. May through September 2014 are open for sign ups.

Click here to volunteer using VolunteerSpot

Video - How to Use VolunteerSpot to sign up

Volunteer Commitment Challenge: We are asking each of our volunteers to take the "challenge" and sign up for at leastone consistent week each month. For example, Suzy might make the commitment to serve every 1st Sunday at 9:15am in the K-2nd room, while Joe might choose to serve every 3rd Sunday at 10:45am in the PreK room. They would both put their names in the appropriate roles on these weeks of the month for the next 5 months. If the occasion arose that they couldn't make their chosen, consistent week, then they'd use the automated trading feature in VolunteerSpot. 

NEW Curriculum:

We've got some exciting things going on in Adventure Camp & we've scheduled a Curriculum Meeting on Tuesday, April 29th from 6:30-8:30 pm designed to explain it all. If you need childcare, please RSVP by Sunday, April 27th. 

May - We're going to take the K-5th grade kids through "World of Chazown". The Adults have experienced it, now the kids get a chance & God’s got big dreams for their life—their Chazown! This May in Adventure Camp, Kids in K-5th will learn all about finding and living God’s plan for their lives!

Click for info on World of Chazown

Beginning in June - "Tru's Big God Story" is coming to Adventure Camp...and we are inviting you to join in the journey! We'll take the kids from Genesis to Revelation each year and give kids the chance to experience God in their own unique way!

http://tru.davidccook.com/

http://hub.truministry.com/h/

Important Pick UP & Security Information for Adventure Camp

NEW Adventure Camp Name Tag Routine for ALL Children:

When you check in your child and print out their name tag, please insert the name tag (with backing NOT peeled off) inside a plastic name tag holder and pin it to your child’s BACK on their collar or clothing. Holders will be available at each CC Connect station in the Atrium and at the Children's Registration Desk. Helpers will carefully remove the tag when you pick up your child.

NEW Adventure Camp Pick Up Routine for Kindergarten Through 2nd Grade:
When you pick up your child after worship, Helpers will need to see your pickup ticket and match the code to the one on your child’s name tag. NO students will be released without a matching pickup ticket. (In the event that the pickup person cannot provide their child’s matching ticket, we will make a photo copy of their driver’s license.) Your child’s safety is a top priority with us at Christ Church and we sincerely appreciate your help with this policy.

NEW Preschool Room Pick Up Routine:
Parents of PreK children, picking up your child from our Preschool class is now as easy as…Do Re Mi, A B C, and 1, 2, 3!
Starting this week, in the Preschool area of Adventure Camp, you’ll find three doors labeled #1, #2, and #3. Start at door #1, where you typically drop off.

• Door #1: Give your pickup ticket to the helper. Move to door #2.
• Door #2: Meet your child and receive their take-home activity. Move to door #3. 
• Door #3: Exit through the 3rd/5th grade room and enjoy your week ahead!

Let God MULTIPLY Your Gift of Time

With all this talk about "multiplication" I thought it'd be a great time to give our volunteers some options for multiplying their precious gift of time to ministry. What can God do with two of your hours on a Sunday morning? (Multiplication Message Series - Feb 16 - March 2, 2014)

Work One Worship One - consider giving your Sunday morning to God by worshiping one hour and serving the other!  It's a win-win.

Double Duty - Instead of serving for just one hour on the week you choose, consider serving both! Your experience during the 9:15 am hour easily transfers to the 10:45 am hour making serving a breeze! This Sunday, make sure you attend worship at 8 am OR listen to the sermon online at home. http://christchurchmequon.org/sunday/archive

Kids Can - If you have children consider the following options: Kids can attend one hour of worship with you & spend the other in Adventure Camp while you serve or study. OR Kids can attend two back-to-back hours of Adventure Camp. The first hour should be spent with their appropriate age group and the second hour can be spent in the older or younger room of their choice. This way they get the benefit of reviewing the topic but with different activities!  FINALLY Older Kids can serve a younger age group with their parents. 

For more details on these Kids Can options, see Melissa or Anne'.

Adventure Camp Volunteer Schedule

Check-in System Update July 2013

Hi - you are receiving this email if you are part of the team that uses the check-in system on Sunday mornings.

I have 2 updates or reminders:

1. Please print labels for families who bring diaper bags. This option can be found next to each child's name under "badge options" (far right button). This can be found on the same page where "special needs & allergies" can be recorded and printed. These labels can also be used on sippy-cups, bottles, allergy med bags, etc.

2. Please include the following fields on the reports: check-in time, parent's name & phone. You should be able to do this by moving the fields over to fit on one page. If you don't know how to do this, please ask me to show you how on Sunday. 

Thanks again, Melissa

Registration Desk Updates - Summer 2013

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.ccadventurecamp.blogspot.com/

Thank you for all you do. Please contact me if you have any questions,

Melissa

Security Procedures for Registration Desk

Security Procedures for Staff & Registration Desk

As we grow as a church, we are reminded of our mission - to reach the lost and hurting of this world. Reaching the lost, means welcoming people from all walks of life, with all sorts of histories - some of which are not so pretty. It is with this in mind that we need to refresh our Security Procedures inside Adventure Camp and to make sure that we implement them every Sunday for the safety of the children and of our volunteers and staff.

Following are some important Security Procedures that should be followed each Sunday by the Staff & Registration Desk Team:

• Two people should be at the Registration Desk when the doors are open (ideally - one staff & one volunteer). 
• Shut the glass doors promptly after the Worship countdown has ended and the last family leaves for Worship. At this time the staff person may leave the Registration area for their second post. 
• If a family arrives late, they can be buzzed in by the Registration Desk Attendant.
• If an adult wishes to enter Adventure Camp during the service (and they don't have a child with them) they must show a "receipt or tag" for entry. Basically, only parents and volunteers should be allowed inside Adventure Camp during it's "Secure Lock-down" time. 
• Volunteers can be identified by their shirts. We also have a link to the current volunteer and staff schedules on the desktop of the computer closest to the Toddler Room. Volunteers not wearing a shirt, must wear an apron.
• In the event of an emergency, the phone on the Registration Desk can dial 911 and other outside numbers. Also, use the "Spark" instant message tool to send a "help/911" message to the tech room.
• If at any time a volunteer or staff member feels insecure or threatened, they should leave their station and seek help immediately.
• The Registration Desk volunteers and staff have the right to ask adults who are not parents to leave the Adventure Camp wing during "Secure Lock-down" and/or to refuse entry for any non-parent adult.

Safety Procedures UPDATE

Updated Adventure Camp Safety Procedures:
Published December 19, 2012

• Main Entrance Locked - continue to shut and lock the main glass doors into Adventure Camp as soon as each service begins and the crowd checking in has dispersed. If you leave to enter the Atrium, close the door behind you, and use the key located in the west side ushers closet (hanging on a hook).
• Emergency Procedures -
•  If there is a Fire Drill or fire while in Adventure Camp, help the children in your room (or the nearest room) exit out the nearest Emergency Exit. There is an exit at the end of the hallway in the stairwell and one at the end of the Fellowship Room.  Once outside, lead all the children to the Flag Pole on the East side of the building. If possible, bring your printed roster/list with you to take attendance.
• If there is a Tornado or Weather Emergency - Shut all doors, turn off lights and gather all children inside the Children's Worship Room (away from windows). The adults will gather inside the Registration Hallway and Fellowship Hall.
• If there is a Lock-down or Intruder Emergency - Shut & lock all classroom and exterior doors and gather children close to the nearest exit and away from windows. The first level location would be inside the Children's Worship Room with the option to move into the Fellowship Hall and out the door if the situation escalates (or when the police arrive).
• Emergency Phone Calls - all the phones located in Adventure Camp have the capability of dialing 911. The phone at the Registration Desk can dial any number. This should be used to contact parents on their cell phones in case of an emergency or to call the police departments non-emergency number. 
• Intercom System - our phones can also be used to call other extensions in the building or be used as an intercom system. This is important for communication if an emergency should occur. Please leave the phones with their "mic" on so that the intercom feature will function properly.

Registration Team Update

Following are notes I took at our Nov 25, 2012 Registration Team Meeting & answers I've received from the Check In System Help Desk:

Agenda for Registration Team Meeting 11/25/12

Notes for Melissa:

• order a new scanner to make cards at the Adventure Camp Registration Desk.
• create a shortcut to our blog & our Staff Time Sheet on the desk top of the Reg Desk computers.
• Make a blank roster for Adventure Heights (see notes below).
• ask if Playground Waivers are necessary for Sunday or if that can be added as a line on the Visitor Form.
• Create & communicate Fire Drill & Emergency Procedures for Adventure Camp (see below)

New Procedures:

• Adventure Camp Key - a key to open the doors on this wing (and the copy room upstairs) is located in the drawer of the West Side Check-in Station in the Atrium. The Registration Team can bring it to the Registration Desk to use throughout a Sunday morning, locking/unlocking doors as necessary. Please do not forget to return it at the end of the day.
• Registration Desk Shutdown - after 11am, please checkout all remaining children & volunteers and "x" out of any open programs. You can also shut down the computers. Those in the atrium, also need to be shut down. 
• Pass Codes - To get out of the self check in screen the code is "316". To enter the Check-in program the code is "volunteer" and "thanks".
• Communicating Issues - It is vital that you communicate any questions, suggestions or issues you may be having. 
• Servant Keeper issues should be directed to Anne' our Admin Assistant in the front office office@christchurchmequon.org. Please alert her anytime you have to enter a duplicate name, notice a duplicate, a problem with an entry etc. Never delete anything in Servant Keeper. All of what you need should be available through the Check-in system. 
• Procedural issues, volunteer issues, parent or child issues, should be directed to the Director of Children's Ministries children@christchurchmequon.org or the current Registration Team Leader.
• Notes for other team members or general notes can be written on the new "Adventure Camp Weekly Notes" sheet. Be sure to create a new sheet each Sunday, sign your name and give the date it was fulfilled. 
• Nursery Numbers - As we grow in numbers (especially in the nursery) we need to spread out the kids and make better use of the back nursery room. Make sure all kids under 2 are in that room and not in Large Nursery room. This will lesson the need to turn families away.
• Adventure Heights Safety - To ensure safety of kids in Adventure Heights the official Staff or volunteer attendant  needs to write down the names of the kids who enter the room and cross them off as they exit. Also do a sweep of the room and bathroom before shutting the door - looking for kids. Also, send an older kid into the play structure to make sure all kids are down. If sign is flipped to "Red side" do not allow kids to enter the playground without a parent. The door can remain shut or locked as well.
• Emergency Procedures -
•  If there is a Fire Drill or fire while in Adventure Camp, help the children in your room (or the nearest room) exit out the nearest Emergency Exit. There is an exit at the end of the hallway and one at the end of the Fellowship Room.  Once outside, lead all the children to the Flag Pole on the East side of the building. If possible, bring your printed roster/list with you to take attendance.
• If there is a Tornado or a Lock-down Emergency - Shut all doors, turn off lights and gather all children inside the Children's Worship Room (away from windows).
• New Attendance Lists to Print - the "events" have new names so they could be printed in time and alphabetical order. All 8am events begin with "A:" or "Ac:" and are located on page 1 under the "Select Events" tab. All 9:30am events begin with "B" or "Bd" and are located on page 2. All 11am events begin with "C" or "Ca" and are located on page 3. All special events (Children's Choir) are on page 4. 
• Check-out - the Registration Team at the 9:30am service will check out kids for the 8am service and the 11am Team will check out kids from the 9:30am service. UNLESS they are listed for more than one event. If you can't see their events, then leave them in the system and sort them by the time they checked in. This column is located to the far right side of the "check-out" screen. Some columns may need to shrink in order to see it. 
• Attendance Count - Generally there should be 12 adults in the Adventure Camp wing during a service. If you have trouble counting who is signed in as a volunteer, use this number. Our new attendance system should virtually eliminate the need for counting heads (especially within Adventure Camp).
• T-shirts & Aprons - please make sure each volunteer is in a t-shirt or apron as they arrive. If they are not, offer them one to wear & make sure they have checked into our system. T-shirts should be worn so the logo & name tag show (not under a jacket). New shirts and aprons are located behind the Registration Desk.
• Children Who Attend Multiple Services - As we grow, more families may choose to serve for one service and attend another service. When this happens children may not be picked up at the end of a worship hour and this is ok. Usually these parents are serving as volunteers or ministering to another's needs. Nursery aged children should just stay in their rooms and be allowed to play until their family arrives. PreK and Elementary aged children can be escorted by a volunteer to Adventure Heights if their Small Group leader must leave (and AH is open with an attendant), or may be handed over to another volunteer for the upcoming service. Make sure no child is ever left alone or unattended. Please make a note that these children are still "checked-in" - the Registration Desk should be made aware of their status and location.