Things to Know: 

What A Parent Loses a Their Parent Tag: 

We want this to happen in 2-3 minutes max… IDEALLY this will happen at HT before the parents enter the hallway without a parent sticker, but if it happens while the parent is already on the hallway please walk them BACK OUT to the Host Team Desk. 

COACHES: please walk the parent/guardian back to the Host Team Desk. 
HOST TEAM: you can look up the information on Fellowship One at the desk. 

Below are instructions for what we want to communicate and what information we want to ask/confirm if a parent tag is LOST: 
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We need to communicate to the parents that our first goal is to keel their child safe, and that we will need to take an extra step because their parent tag is lost. 

Questions to ask & the order in which to ask: 
* What is your name? Staff/HT: look it up in F1
* Can I see your drivers license?
        * license needs to match the F1 info
        * if no license, its ok but ask these questions too…
* ask their child’s name
* ask child’s bday
* street address
* other siblings names and bdays (if necessary)

If the person who is picking them up is NOT associated with the family household in Fellowship One, please call the parents and ask the parent if the person with you is able to pick up the child. 

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AFTER they have been cleared…
1. PRINT out the parent/guardian another child sticker. 
2. STAMP the sticker freshly printed child sticker with the “APPROVED” Stamp (the same stamp will be used in Waumba Land and UpStreet). 
3. By stamping the sticker, the parent/guardian will be able to use it to pick up the children in both Waumba Land & UpStreet. 

Adding Children from Existing Families: When a family adds a child to their existing family, please make a note of it on your notes. Cat has added a place on the Captains notes for this. We want to make sure that we are aware & that the child added to a  roster. 

Children MOVING Rooms for a day: If a child has to attend a room different from their assigned room please use a sharpie and cross through the assigned room number on the tag and write the temporary room number for the day (this is for safety purposes for evacuation and also to make sure if a child gets turned around during LG we place them in the correct room). Please do NOT PRINT the child a new tag with the room they are being placed in just for that day... F1 MOVES the kids permanently... so we do not want that to happen. THANKS for your help. 

NEW FAMILIES UPDATE: When a new family comes to WL, please print an EXTRA  item tag for EACH child... on this extra item tag print the following: 

  • PARENTS NAME

  • PARENTS PHONE NUMBER

When you take the child to their room, you can give the item tag with the parents information on it to the Class Leaders. This will make it so the parents do not have to tell their information again & at each of their children's classrooms. 

Here is how to set up a HotSpot on your phone (i.e. on an iPhone)

  1. Click the “settings” app

  2. Then select personal hotspot

  3. After that turn on the hotspot and set a password

  4. After the password is set

  5. You can go to the laptop and adjust the wifi setting and connect to the persons hotspot with the password they set.

SIV Parents Entering Hallway: Since we have so many more SIVs that are serving, we are going to implement a Parent Pass System for the parents to use if they need to walk down the hallway to talk with their child who serves in Waumba Land. I will send a picture to you all later this week with more information about this pass, but in the future if a parent needs to see their child please STOP them and GIVE them one of the passes. Thanks

Max. Capacities: This past week we had many rooms reach max capacity. We wanted to go over what to do if this happens. 

  • Every room should have a "Room Number (one side)/Room Max Sign (one side) (8.5 x 11 paper)" that has 2 paper clips on it & a small sign that says "Rooms Closed (3 x 4 paper)"

  • When a class reaches max capacity, the Coach will bring Host Team the "Rooms Closed" card to indicate the room has closed.

    • The 2 paperclips represent the 2 MORE children each classroom can take beyond their max capacity. The SGLs are in charge of removing these when the kids come.

  • Host Team will then need to communicate to the other Host Team desk that the classroom has closed.

  • When a new family is brought to the room, please make sure that there is still a paperclip on the "Room Max Sign" to indicate that there is a spot for another child. Once a child is taken in the room the SGL is responsible for taking it off the sign.

  • After check-in has closed and no more families are coming, Host Team will need to return the "Room Closed" signs to the rooms and flip the "Room Max Sign" back to show the room number. SGLs will need to place the paperclips back on the sign.

EXTRA Supplies:

extra supplies of EVERYTHING (brochures, WL pamphlets, parent cards, coffee cards, VIP Stickers, Milestone Cards, Staff business cards, paper clips, Barcodes, closed room sheets, WL Count pages, clorox wipes, pens, bags and supplies for 1st time family bags) are in the cabinet labeled "Host Team" in the volunteer room. We will check all your supplies weekly, but if you do run out of something PLEASE check here to find replacements. Thanks!

When a child throws up in Waumba Land:

  1. Designate a volunteers to stay near the area the child threw up and direct other children away.

  2. Remove the child who is sick from the room and contact the parents.

  3. When the parents arrive, tell the parents what happened and what our sickness policy is and direct them to the Cafe or Studio.

  4. Please inform staff. Staff will immediately contact the CleanPro cleaning crew to clean the area.

  5. Please spray air freshener.

  6. Close the room until the CleanPro Staff can clean the room.

ENTERING IN NEW WL FOYER W NO KIDS (basically not allowed): 

  • IF they do come with out kids and try to enter our host team needs to ask

    • ask: "Is this your first time?" if they say yes, explain that this entrance is just for Preschoolers and allow them to be ESCORTED through the foyer OR HT can walk them to the front entrance.

  • if they say this is NOT their first time.... and they dont have preschoolers:

    • say: "this this an entrance for Preschool families..bc of security we dont allow people to enter without preschoolers. We can walk you through today, but next week please park in the front and walk through the main entrance. "

    • (this is the same thing if they have upstreet kids too)

****When Kids travel to Large group: When kids travel can you please make sure to CLOSE the WL doors until all the classrooms have traveled into the LG space and have been seated. Also, once the kids have traveled & Large Group is still in progress please make sure to escort the children to their classroom's line. ***The Large Group Producer will tell you when they begin to transition. Will y'all please communicate between the Host Team desk when it starts and when it is over? 

We are purchasing ropes this week to block off the hallway when LG is happening. Hopefully these will be installed in the next few weeks. 

When Someone DOES NOT have Their Parent Tag: 
* the parent needs to go to the Host Team *either one
* HT asks for their license and confirm the family's information in in Fellowship One
* If the parent does not have their license, look up the family's information in Fellowship One. Ask for the family's address, kids names and bdays-verify it matches .
* HT member walks the parent to the rooms and verifies with the class leader that they are cleared as the parent.
* they do not need a new parent tag.
*** we want the host team to be the ones who verified the parents information not the class leaders or a small group leader***

 

When kids are late: PLEASE hold the families at the door (no matter the age) when the kids are traveling to large group. See below

When Kids Check-in Late to WL after Classes have Traveled to Large Group: 

  • Please make sure the the Class Leader takes the evacuation bag and Roster/clipboard to Large Group & sits on the far right of the class's line so that they are able to check-in the late children once they have traveled.

  • 3s/Prek Coaches: Please make sure to stand outside the LG space for the first 10 minutes of LG so that you can walk the child to their correct line.

  • HOST TEAM:

    • Please do NOT take the kids to their room line UNTIL all the classes have traveled to LG. Tell the parents that it will only take a few minutes and for safety reasons, we cannot take their child to their line until all the classes have traveled.

    • Once ALL classes have traveled, walk with the parents & child to Coach--- we need to make sure that their normal room HAS NOT REACHED MAXED CAPACITY and they can go in that room. The Coach will know and will be able to direct you to the proper line.

  • THANK YOU ALL FOR YOUR HELP! Lots of moving parts but you make it safe for everyone - kids, parents, and the classrooms!

 

How to FIX a Printer that is NOT Printing correctly: 

  1. Turn the pinter off.

  2. After turning off, hold the yellow button down.

  3. WHILE holding the yellow button, turn the printer power back on.

  4. Continue to hold the yellow button down, until the printer begins to beep and prints the recalibration sticker.

  5. After that it should reset and be ok!!!