1. Clear Registration Process
• Policy: Ensure that all children attending VBS are registered in advance. This helps with planning, class sizes, and the allocation of resources. Include consent forms for medical emergencies, permission for photography, and emergency contacts.
• Tip: Create an online registration system for ease of access, while also allowing in-person sign-ups.
2. Age Group Guidelines
• Policy: Define clear age groupings for VBS classes, ensuring that children are placed in the appropriate age groups (e.g., preschool, elementary, etc.). This promotes age-appropriate lessons and activities.
• Tip: Use age-based groupings to ensure safety and age-appropriate activities.
3. Volunteer Screening and Training
• Policy: Require all VBS volunteers to undergo background checks and training before interacting with children. This includes safety procedures, child protection policies, and first-aid basics.
• Tip: Provide a volunteer handbook with roles, expectations, and guidelines for working with children.
4. Safety and Supervision
• Policy: Maintain a clear child-to-adult supervision ratio to ensure safety. Always have more than one adult present in classrooms and activity areas, and ensure that volunteers are stationed at entry and exit points.
• Tip: Institute a “Two-Adult Rule,” meaning that no volunteer should be alone with a child.
5. Medical and Allergy Information
• Policy: Collect and maintain medical information for each child, including any allergies, medications, or special needs. Ensure that volunteers are aware of these details for safety purposes.
• Tip: Have a designated person responsible for overseeing and administering any medications during VBS.
6. Drop-off and Pick-up Procedures
• Policy: Establish strict drop-off and pick-up procedures, ensuring that children are released only to authorized adults. Use a check-in/check-out system with identification verification.
• Tip: Consider assigning pick-up tags to parents or guardians for added security.
7. Discipline and Behavior Guidelines
• Policy: Set clear expectations for behavior and discipline, emphasizing a positive, respectful, and loving environment. Establish procedures for dealing with disruptive or inappropriate behavior.
• Tip: Use a positive reinforcement approach to encourage good behavior, and have a plan for addressing behavioral issues respectfully.
8. Emergency Procedures
• Policy: Create detailed emergency procedures for various situations, including medical emergencies, natural disasters, fire drills, and other safety issues. Ensure that all volunteers are familiar with these protocols.
• Tip: Regularly review and practice emergency drills to ensure everyone knows how to respond in case of an emergency.
9. Inclusive Participation
• Policy: Ensure that VBS is open to all children. Provide accommodations or special assistance for children with physical, emotional, or developmental needs.
• Tip: Communicate with parents ahead of time if their child may need special accommodations, and plan accordingly.
10. Parent Communication and Engagement
• Policy: Keep parents informed of VBS activities, themes, and any special events through newsletters, emails, or social media updates. Encourage parental involvement and participation, and ensure parents are aware of any relevant VBS policies.
• Tip: Consider hosting a “parent night” at the end of VBS week, where children can showcase what they’ve learned and made. This is an excellent time to introduce new families to your ministry.
By using these policies, you can create a safe, organized, and enjoyable VBS experience for both children and volunteers. Clear communication, safety measures, and well-defined roles are essential to running a successful program.