Volunteer Agreement

    Policies and Procedures:
    ​Volunteers should arrive 15-20 minutes early to have the classroom ready and safe, to receive children when they arrive. It’s important for volunteers to be early and ready for events on time.  There are often last minute set up issues that need to be taken care of, and if volunteers are running around taking care of things like this after the children have arrived, then the children are cheated out of valuable relationship building time.
    Volunteers are never to be alone with a child.  This is for the safety of the children as well as the reputation of the volunteer. 
    Children through 6th grade must remain in the classroom until picked up by parent / guardians or designated alternate.
    Restroom Procedures 
    • Pre-Kinder.:
      1. When a volunteer is supervising a Kindergartner in the restroom, always leave the door open far enough that other workers can see in.  Never shut the restroom door.
    • 1st to 6th Grade:
      1. Volunteers should not allow other children to “watch” while another child is using the restroom.
      2. Volunteers should not send younger children into the restroom with older children. Volunteers should take them in age appropriate groups.
      3. Children in grades 3-6 may be sent in pairs to the restroom without adult supervision.  Volunteers should monitor this situation closely.
    • For all ages:
      • If a bathroom emergency occurs or a child soils their clothes, volunteers should contact parents/guardians.
    Appropriate Touch / Affection 
    Appropriate physical touch and affection are important to a child’s physical and emotional development. However, in a Family Ministry setting, we have to be especially careful concerning inappropriate touch or affection.  Be aware of, and sensitive to, differences in gender, culture, family background, personalities, and special needs.  The following guidelines are to be promoted for pure, genuine, and positive displays of God’s love:
    • All physical affection from volunteers needs to be in the presence of other people, preferably other volunteers.
    • Physical touch or affection from volunteers should be brief in nature, and children should never be touched in inappropriate areas.
    • Volunteers should keep hugs appropriate and brief.  The side hug is preferable, especially from male to female.  A one-armed hug is also an appropriate option.
    • When approached by a child physically, do not reject the child, but guide their affection to an appropriate contact.  Hugs are easily shifted, as are misplaced hands.  
    Discipline / Guiding Misbehavior 
    It is never the role or job of a volunteer to punish a child.  Discipline can be better understood as guiding misbehavior.  Discipline happens within relationship, so in order to effectively disciple children, volunteers must first build effective relationships with them.  Discipline of children is never physical in nature and never involves public humiliation, harsh language, name calling or elevated voice (whispering can actually be more effective).  If there are issues that requires more severe action and cannot be easily handled by a volunteer, the parents/guardians should be contacted immediately.  This is for the volunteer’s safety.  The following are appropriate forms of discipline:
    • Time out.
    • Separating specific children from each other.
    • Removal from the room (with supervision).
    • Sending for parents.
    Illness 
    • GCC has a well-child policy.  Children’s Ministry (Including VBS) does not provide care or teaching for sick children.  If a child is sick, they should not be accepted into the program.  If a child becomes sick, or they are discovered to be sick, during the program, go get the parents/guardians.  A child will not be admitted with any of the following symptoms:
      1. Mucus or matter in the eyes
      2. Frequent coughing
      3. Runny nose (anything but clear discharge)
      4. Vomiting
      5. Lice (if lice is discovered all children must be checked)
      6. Rash
      7. Fever
    • Volunteers should not serve in any ministry if they are sick.  Please notify someone on the Qualified Volunteers List to help in your place. And volunteers should notify the children’s pastor of the change.
    • Bodily fluid accidents: 
      1. All caregivers should wear disposable gloves when there is a possibility of contact with blood or bodily fluids.
      2. Blood on surfaces should be cleaned with bleach and water disinfectant solution (1/4 cup bleach, 1-gallon water).  Use disposable towels and gloves for cleanup.  Discard all items into covered container.
      3. Vomit areas should be cleaned up with absorbing compound, and disinfected.
      4. An Injury/Incident Report must be filled out by the witnessing volunteer and distributed to the parent.
    Medication 
    • Volunteers are never to dispense medication.  If a child needs medication, contact the parents/guardians and they may dispense medication.
    • All medications should be kept in a locked “Med Box” in the same room with the child. The key should be kept in the attendance clip board in the same room as the locked “Med Box”.
    • Inhalers may be administered by a volunteer if that person has been trained and if the situation is an emergency. It is best if the child can administer the inhaler to themselves, but if they are incapable of doing so a trained volunteer is permitted to assist.
    • An Epi-pen may be administered by a volunteer if that person has been trained and if the situation is an emergency. It is best if the child can administer the epi-pen to themselves, but if they are incapable of doing so a trained volunteer is permitted to assist.
    • Insulin may be kept in the locked “Med Box”, but only the parent or guardian is authorized to administer the medication to the child. The diabetic child is not permitted to self-administer insulin.   
    • Volunteer and staff medication should also be kept in the locked “Med Box”; no medication should be accessible to any children.
    Abuse 
    In order to maintain a safe environment for all children and youth, all persons must be aware of their individual responsibility to report any questionable circumstance, observation, admission or other abuse situation which endangers or threatens children.  This includes but is not limited to:
    • Non-accidental bruises, cuts, broken bones, burns, or other injuries.
    • Physical neglect, such as inadequate care, hygiene or supervision.
    • Comments about abuse from the child or relative.
    • Confessions of abuse from the child or relative.
    In the event you witness a child being abused, suspect that abuse has occurred, or a child reports that he or she has been abused:
    1. Volunteers should contact any of the Pastors or Elders IMMEDIATELY.  They will take responsibility for the situation and will contact local authorities, parents/guardians, etc., as appropriate, with your assistance.
    2. Volunteer should complete an Injury/Incident Report, giving as much detail about what you observed as possible, including quotes from the child.
    3. Volunteer should only discuss the issue with the Pastor/Elder in charge and maintain strict confidentiality.
    The following guidelines should be followed to prevent abuse or false allegations of abuse from occurring on our campus: 
    • During services or special activities children should not wander around the campus.  If volunteers see a child who is not in an appropriate place, please approach them, nicely ask where they are supposed to be and escort them there.
    • Volunteers should follow all guidelines above concerning bathroom, never alone, appropriate touch/affection, etc., procedures. 
    Our church also requires every volunteer to initially and periodically participate in the ‘Reducing the Risk’ programs that helps volunteers to be informed about risk factors and reporting procedures.
    Major Injuries 
    If a child suffers a serious or life-threatening injury
    • Call 911 immediately.
    • Volunteer should send for adult help.
    • Caregiver must stay with the injured child and perform whatever first aid you are comfortable performing until EMS arrives. Keep calm, speak calmly and do everything possible to keep children and the injured person as comfortable and calm as possible.
    • Caregivers should clear the area of people and give the injured person space.
    • Notify parents/guardians and then a Pastor or Elder as soon as possible.
    • If the child is taken to the hospital, a Pastor/Elder or another volunteer should accompany or follow the child to the hospital if the child does not have a parent or guardian attending the church with them. If the parent is present a volunteer or Pastor/Elder can ride separately to the hospital and comfort the family if needed.
    • Volunteer should fill out an Injury/Incident Report at their earliest convenience.
    Other Injuries 
    • Caregivers must keep calm, speak calmly and do everything possible to keep children and the injured person as calm as possible.
    • Caregivers should clear the area of people and give the injured person space.
    • The caregiver must not leave the injured person alone.
    • The caregiver should perform whatever first aid they are comfortable performing.
    • If the caregiver is uncomfortable with the situation or needs additional assistance, they should send for adult help, preferably a Pastor or Elder.
    • As soon as an adult has arrived to assist, the volunteer should remove other children from the scene of the accident.
    • Volunteers should notify parent / guardians in the service if you judge that the situation warrants it, otherwise speak to them afterwards.
    • Volunteer should fill out an Injury/Incident Report at their earliest convenience.
    Volunteer Requirements:
    A Christian
    Our goal as a Children’s Ministry is to “make faithful followers of Jesus Christ.”  Therefore, our volunteers should have a personal relationship with Christ themselves.  If you are unsure about where you stand in your relationship with God, do not hesitate to talk to one of the Pastors here at GCC.  We would be happy to open God’s Word and share with you how you can know for sure that you are saved and a child of God. 

    John 3:16 “For God so loved the world, that He gave His one and only Son, that whoever believes in Him will not perish, but have everlasting life.”
    Encouraging in speech 
    Our words should be encouraging, uplifting and positive.  There should be no insults, cut-downs, gossip, slander, or any talk where someone may be hurt.  Humor should reflect a walk with God. 

    1 Peter 4:11 “If anyone speaks, he should do it as one speaking the very words of God.”

    A Responsible Leader 
    Be fully prepared for your ministry.  Ensure the classroom is ready, that you have all the supplies you need, that you are on time to greet the parents and the children, that everyone is checked in, that you follow all safety policies, and that the children have been safely returned to their parents/guardians.  Make every effort to be a part of any volunteer meetings or training sessions, and contact someone from the Qualified Volunteers List when you are unable to fulfill your commitments.  Give respect to church procedures by following them.
           
    1 Peter 2:17 “Show proper respect to everyone: Love the brotherhood of believers.”

    Pure in Relationships 
    No volunteer is EVER to be alone with one child.  This is for your safety as well as the safety of the church.  We are to not only avoid sin, but even the appearance or perception of sin.  Do your best to keep yourself above reproach. 
           
    Eph. 5:3 “But among you there must not be even a hint of sexual immorality, or of any kind of impurity… because these are improper for God’s holy people.”
     
    Faithful in your Commitments 
    When you give your word, keep it.  If you say you will do something, or be somewhere, follow through on it.  If something happens where you cannot, then communicate so that those affected can take necessary action as soon as possible.
           
    1 Cor. 4:2 “Now it is required that those who have been given a trust must prove faithful.”

    An example in Christian Character 
    Because workers in our Children’s Ministry should be examples and a positive influence on the youth they minister to, they should refrain from activities that do not glorify and honor God, and in “gray areas” should be sensitive to the convictions of others in both their actions and conversation.  
           
    Titus 2:6-7 “Similarly, encourage the young men to be self-controlled.  In everything set them an example by doing what is good.  In your teaching, show integrity."

    Respectful of Authority 
    As mentors we are training these children to become stable adults who can respect the authority in their lives. Let’s begin by modeling a healthy respect for church civil leaders. This includes words, action, and attitude. We do not discuss our dissatisfaction with church government or civil government with the children.
           
    Hebrews 13:17 “Obey your leaders and submit to their authority.  They keep watch over you as men who must give an account.  Obey them so that their work will be a joy, not a burden, for that would be of no advantage to you. 
    Background Checks:
    Every volunteer 18 years old or older who works with children or youth (infant through 17 years old) at GCC will undergo a security background check, which will be conducted through an agency authorized to perform such a service.  The results of the security background checks will be reviewed by the church staff.

    Confidentiality: 
    All personal information, background check results, and/or the refusal of any person to participate in a program or activity in lieu of such disclosure requirements, will be considered confidential.  The written results of the security background check will initially be reviewed by the church staff.  After this initial review, if the Senior Pastor determines that further review should be made, he will consult with the Elders to conduct further inquiries, as necessary.  Without the written permission of the volunteer, the information contained in the confidential portion of the volunteer application and the results of the security background check will be disclosed only to the GCC staff and Elders. 

    Storage of confidential records:
    Volunteer applications, as well as the results of security background checks will be stored in a double locked security file safe in the church office with the social security numbers blacked out. Electronic copies (like the one in this form) will be deleted after it has be printed and processed.
    Personal Information:
    Background Information:
    Verification and Release: