Volunteer Guidelines & Safety Manual

Welcome to Hope Kids! We are so glad you are here! 

It is our joy and privilege to share the good news of Jesus Christ with our kids and families while providing a nurturing and safe environment.

Safety & Security
On Sundays, all volunteers and families must follow the appropriate check-in/check-out procedures. On the very first visit to Hope Kids, parents will be asked to fill out a registration form, given a “Hey Parents” & family gift, and the child will be given a piece of candy to welcome them. Kids will receive name tag stickers and parents will receive a matching pick-up sticker.

Note - Nursery - The first time a child is checked into the nursery, please confirm with parents and add as a medical note on the child’s profile either:

• Please change diaper if needed.
  
• Please contact if diaper change is needed.
  

Check-in:
There are two check-in tablets in the lobby of Hope. After their first visit, the family is entered into the computer system. Guide parents to use their phone number or QR code to find their family in the check-in system. Each child will receive a name tag sticker to wear with a specialized letter/numerical code. Parents will receive one pick-up sticker per family with a matching code.

Arrival:
When kids are dismissed from the sanctuary, the

• Hope Kids Greeter should be at the door welcoming and reminding to walk down the hallway, making sure no one moves towards the lobby. Then resume check-in desk until the music has ended
  
• The Tracker Jr. Helper should be at the top of the stairs welcoming and encouraging to walk down the stairs, watching for any kids who might straggle towards the bathroom. The Tracker Jr. Teacher should be outside the doors welcoming kids into the classroom.
  
• The Tracker Helper should be at the bottom of the stairs in the lobby, making sure the kids go through the entrance and no one messes with the door at the bottom of the first set of stairs. The Tracker Teacher should be in the classroom welcoming kids and reminding them to walk through the big room.
  

Pick-up:
At the end of service, parents must have their parent claim sticker to pick up their child upon leaving the large room. Leaders must make sure the letter/numerical code matches the code. If a parent misplaces their sticker, they must present a photo ID to the Hope Kids’ Team Lead.

• Note - Tracker Jr: Teachers, please make sure that the stickers match, but do not take them as the person standing at the exit door will be taking both sets of stickers.
  
• Note - Check-in / Safety Volunteer: Do not rush, parents will gladly wait in line to ensure the safety of their kids.
  

We take the safety and security of our kids very seriously. All volunteers are required to complete and pass a background check if they are 18 or older. No children are allowed to leave their assigned room unsupervised. If children need to use the restroom, a leader will follow the child to the bathroom door and wait there. They will then walk back to the classroom together. Diapers may be changed only with parents’ permission as noted on the child’s name sticker. Parents will be notified by contacting the number on their sticker tag if they are needed.  


Volunteer Guidelines:

As a member of our kids ministry team, you must practice healthy boundaries with kids at all times. These guidelines exist to protect kids from harm and to protect you from false allegations.

1. NEVER BE ALONE WITH A CHILD
   

No volunteer should ever be alone with any number of children at any time. There should be a minimum of two volunteers with one being an adult (all adults have passed background checks) in a room at all times. You may not enter a bathroom alone with a child. If a child needs assistance wiping or has an accident, parents should be contacted.

1. DOCUMENT ALL INCIDENTS
   

If a child in your care is injured or sick with a fever or vomiting, or an incident occurs, an incident report must be filled out and signed by you, our staff, and the child’s parents. Copies of the incident reports are located at the Hope Kids check-in counter.

1. PRACTICE 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 any hugs — not adults.
HANDS: High fives, handshakes, and fist bumps are always appropriate. 

1. AVOID AND REPORT ALL INAPPROPRIATE TOUCH
   

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

• Lengthy or full-body hugs
  
• Kisses
  
• Holding children over the age of three
  
• Kids sitting in your lap over the age of three
  
• Touching genitals or helping a child in the bathroom
  
• Tickling
  
• Piggyback rides
  
• Any form of unwanted affection
  

1. REPORT DANGEROUS SITUATIONS
   

Our church policy is to report any signs or suspicions of child abuse or neglect. Contact a staff member 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 talk with the team lead or pastor 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.

• Emotional abuse is a pattern of behavior that impairs a child’s emotional development or sense of self-worth. It may include constant criticism, threats, or rejection, as well as withholding love, support, or guidance.
  
• 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 a staff member 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, or untreated illnesses. Note: While children will often have injuries that occur from normal play, abuse often involves explanations that are not consistent with the injury received.
  

1. BE AWARE OF ALLERGIES
   

Due to the risk of allergies, we do not allow outside foods in the classrooms. Parents should let the child’s leader know if their child has a medical need or allergy. We cannot administer any medications. Allergies are listed on the child’s name tag sticker. 

1. KNOW WHEN TO PAGE PARENTS
   

If you need to contact parents at any point during the service, let the team lead know, and they will contact or connect with the parent in the sanctuary. Parents should be called if children are ill, are crying inconsolably for more than 10 minutes, or if a child behaves violently.

1. HANDLING EMERGENCIES
   

We have emergency procedures posted in every classroom for weather emergencies, medical emergencies, evacuations, and predator situations. If an emergency occurs, kids will not be released to parents
until the area is cleared and the parents have the claim sticker.

Emergency Plan: 
Our Security Team is present at each service. The Hope Kids Check-In / Safety team member carries a walkie-talkie to communicate with the security team efficiently.

Fire: Stay calm, line kids up at the classroom door and exit accordingly.

• Tracker & Tracker JR: Exit out one of the three back doors of the church marked “EXIT” and lead kids to the sign in the front parking lot area. Count your kids.
  
• Nursery: Exit up the ramp out the side emergency exit door or double backdoor in the lower lobby. Walk kids to the sign in the front parking lot. Count your kids.
  

Tornado: The main bathrooms (men’s and women’s) are the shelter areas in case of a tornado warning. You will be directed by a staff member should you need to move kids to a shelter. 

Dangerous Intruder: Use the in-classroom walkie-talkie to ask for help. Exit out the door in an orderly fashion and meet at the front side. If unable to exit, shut the classroom door. Barricade the door if possible and move kids to a corner of the room not visible from the door or windows. 

1. DISCIPLINE POLICY
   

Discipline should always be done in a positive, patient, and grace-filled way. When discipline is necessary to keep a safe and effective environment for everyone, here are three steps to take:

• REDIRECT
  
  • Get on the child’s level and look them in the eye.
    
  • Give a verbal warning, explaining why the behavior is not acceptable.
    
  • Suggest the right way to act or behave and help them do it.
    

• REMOVE
  
  • If the child does not follow directions 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.
    
  • Place them in an area away from the other kids for no more than one minute per year of age.
    

• REFER
  
  • If the child is still not obeying, go to your team lead or pastor for assistance. Never attempt to physically discipline or belittle a child.