TEAM RESOURCES
GNC/JYC Planning Starts in March! Don't Wait Until August!
Jesus says we are to be salt and light in the world. Our attitude about how things are managed speaks volumes.
Team Handbook 2025-2026
CEF Child Protection Policy (CPP) - for Non-Parent Visitors
If someone who is not a parent would like to observe a club, they must be pre-approved by the director and complete a background check, even for a one-time visit. Please note that there is a $15 payment required at the end of the background check application.
Background check link:
https://ministryopportunities.org/cefsgvc
After several visits, if the adult observer would like to become more involved with the club, they should complete the volunteer application process.
Volunteer application link:
https://cefsgv.org/get-involved/volunteer
CEF Child Protection Policy (CPP) - for Parent Visitors
Since the club is technically open to the public, parents can observe the club without being background checked or filling out any paperwork.
However, parents must not interact with other children in the club or participate in the club program at all, ie. no passing out snacks, play games with the kids, etc. They are only allowed to sit in the back of the classroom to observe.
If they want to start interacting with other kids in the club, then please encourage them to become a regular volunteer. We'll help him/her with the proper LiveScan process, etc.
CEF Child Protection Policy (CPP) - for Adult Volunteers
ALL VOLUNTEERS need to sign a Ministry Compliance Agreement (MCA) Form ONCE A YEAR!
ALL VOLUNTEERS who intends to teach will need to attend a 6-hour Super Seminar Workshop ONCE EVERY 5 YEARS. This training workshop is offered 3 times a year, specially on the second Saturday of every January, July and September.
For Adult Volunteers (age 18+), LiveScan is required ONCE EVERY 5 YEARS.
CEF Child Protection Policy (CPP) - for Underage Volunteers
ALL VOLUNTEERS need to sign a Ministry Compliance Agreement (MCA) Form ONCE A YEAR!
ALL VOLUNTEERS who intends to teach will need to attend a 6-hour Super Seminar Workshop ONCE EVERY 5 YEARS. This training workshop is offered 3 times a year, specially on the second Saturday of every January, July and September. **CYIA trained volunteers are exempt from attending this workshop.**
For UNDERAGE Volunteers (age 13-17), LiveScan is not required, but below two references are required.
Ministry Reporting App (MRA)
If you're a Team Admin with CEF San Gabriel Valley Chapter, please follow the steps below to submit your weekly stat report.
Step 1. Click on "Activities" on the left side menu list
Step 2. Click on "To Current Year>>"
Step 3. Ensure "Collect Aggregate" is turned on
Step 4. Under "Sessions" click on "+Add", then enter the actual club dates. (The "Session Date" may backdate by one day, just ignore it. It's a system issue that will not get fixed.)
Step 5. Enter the Session Statistics for
1) New (only account for the very first time that a child actually shows up to your club),
2) New Profession
3) New to Church (when a non-church going child whose JotForm entry showed "N/A or no affiliated church" starts to attend church)
4) Attendance (# of children showed up to class)
Step 6: Hand in paper/electronic RECORDS by May 30th
6a) weekly Attendance Records
6b) weekly Sign-in/Sign-Out Sheets *The sign-in is usually done by the volunteers on your team, the sign out is done by the parents when they pick up or another teacher of the after-school program on-campus whom you would hand the child over to.
Useful Links & Forms
CEF Merch and GNC Swags
CEF Songs
Forms
MUST READ BEFORE MAKE CHECK REIMBURSEMENT REQUEST! The chapter will only honor reimbursement request if you have previously received the written approval of your Purchase Order Request Form by Chapter Director. That means the treasurers team has verified fund sufficiency in your club account. In other words, no approved purchase order request form means no check reimbursement.
Policy Documents
Biblical Sexuality Policy document is only available in-person at the time of new volunteer interview, super seminar workshops, Team Building & Training sessions, CYIA training session, and always available at the Chapter Office. It is not a document that can be mailed, emailed, taken a picture of, duplicated or shared in any way. Read each statement in-person, then handed back to the chapter director. If there is any question, you are welcome to ask the chapter director in-person.
(March - April) Before current school year GNC/JYC is over ...
Step 1:
All Team Leaders and Team Admins must attend the Annual GNC/JYC Planning Meeting on the third Saturday of March @ 2:00–4:00 PM (March 21, 2026 / March 20, 2027)
Step 2:
Begin conversations with current team members about returning in the fall and secure verbal commitments when possible.
Step 3:
Recruit new team members and encourage registration for Summer Super Seminar (3rd Saturday in July): http://cefsgv.org/register/ss
Step 4:
Connect with current school principals and teachers regarding fall programs.
· Be aware that principals may transfer schools; confirm Facility Use Permit submission start dates and deadlines.
· In some cases, a sponsoring teacher may submit the facility use request and fees may be waived. This varies by school—do not insist.
By the end of the school year, gather the following:
· School calendar and bell schedule
· Flyer distribution process
· Back-to-School Night details
· Facility Use Application process and approval timeline
Key Reminder:
Contact the school district before the school year ends to understand the facility use permit process, critical deadlines, summer staff availability, and the earliest timeline for fall after-school program applications.
2025-2026 School District Calendar
(May-June) 12 Weeks Before Club Starts
Step 1:
Confirm team member commitments.
Minimum 3+ for existing clubs
5–7 for new clubs
If they are committed for returning, encourage them to sign the Ministry Compliance Agreement (MCA) Form online. https://cefsgv.org/mca
Every five years, remind team members to complete LiveScan and attend the Super Seminar Refresher (3rd Saturday of January, July, or September).
Step 2:
Review the School District Calendar for the upcoming school year and plan meeting/non-meeting dates. There is a Season Schedule Template available for use if needed.
Step 3:
Confirm Back-to-School Night date (online or by calling the school office).
Step 4:
Identify how parents receive after-school program information (e.g., Peachjar, ParentSquare).
Step 5:
Confirm the Facility Use Request process with the school district or principal and finalize the club schedule based on the district calendar. Notify the Chapter Administrator of any changes.
(July) 10 Weeks Before Club Starts
Step 1:
Fill out School Club Information Form online: http://cefsgv.org/info
Step 2:
Within 2 weeks, the Chapter Administrator will get the following ready for your club:
· Certificate of Insurance
· List your club on Student Registration Form online
· Flyer in Fillable PDF Format
· Submit the Facility Use Permit Application (if the school district uses email or an online portal for processing)
Step 3:
If your school district still uses paper forms and there is no email processing available, you will need to submit your club’s Facility Use Permit Application to the School District Facility Management or Risk Management Department directly.
· Once approved, pay any required fees.
· Email the approved permit to the CEF Chapter Office: [email protected]
Step 4:
📣 Start student recruitment immediately!
· Use flyers, school communications, and other approved channels to get the word out.
(Early August) 8 Weeks Before Club Starts
- ⚠️ Critical Reminder:
This is prime time to reach parents! Other after-school programs are also vying for their attention to fill the kids after-school schedule. Make every effort to stand out! Invite, engage, and make sure every child in that school knows about GNC/JYC is available for sign-up now!
Step 1:
✅ Plan a GNC/JYC Booth for Back-to-School Night to distribute flyers and share club information with parents and students.
Step 2:
📣 Increase student recruitment efforts:
· Remind parents that most children need to hear about the club multiple times.
· Ensure every child in that school is invited to hear the Good News.
· Check with the principal if paper flyers can be provided for parents without computers or smartphones.
Step 3:
Distribute flyers through local churches, especially volunteer churches, so students can share them with friends at school.
Step 4:
Pass out flyers on public sidewalks around the school to increase visibility.
Step 5:
Participate in any school or PTA-sponsored events where after-school programs are promoted.
(Mid-August) 6 Weeks Before Club Starts
If a team member is not listed on your School Club Information - Part 1 (Club Info), please notify our office administrator as soon as you know the new/potential team member's name.
As per CEF Child Protection Policy, every team member must complete the Worker's Compliance Agreement (WCA) Form and LiveScanned before working or interacting with children! And only those who have completed the above are covered by CEF’s liability insurance. If he/she is not on our record, he/she is neither authorized by CEF nor by school district to participate at a club!!! This is a great liability issue!!! Any neligence or failure in compliance is ground for GNC/JYC Club termination!!!
Step 10: Ensure EVERYONE is in compliance as per CEF Child Protection Policy Requirement!
For Adult Volunteers (age 18+)
A1) Worker's Compliance Agreement (WCA) Form (Signed annually) http://cefsgv.org/wca
B1) LiveScan/Fingerprinted (Cost: $25) http://www.Applicantservices.com/CEFSOPP
C) Super Seminar
http://cefsgv.org/training/ss
For Underage Volunteers (age 13-17)
A1) Worker's Compliance Agreement - WCA Form (Signed annually) http://cefsgv.org/wca
B1) Church pastor's Reference Form (Once only) http://cefsgv.org/pastor
B2) Non-relative Reference Form (Once only) http://cefsgv.org/non-relative
C) Super Seminar http://cefsgv.org/training/ss
Step 11: Confirm Team Building and Training (TB&T) schedule http://cefsgv.org/training/tbt
Step 12: Order the Curriculums and Materials http://cefsgv.org/curriculum
(September) 4 Weeks Before Club Starts
When a student registration form is received in your email, please reply to the parent within 24 hours to confirm their child's enrollment in your club.
In your confirmation & welcome email to parents, you should include:
- Club meeting day/time, location & room #
- Club meeting start and stop dates and school holidays when the club will not be meeting
- Pick-up Instructions
- Team contact information
✅ For your team members, the Team Leader should make sure all required Background Checks and Worker's Compliance Agreements are signed and approved before coming to club.
The following needs to be prepared and distributed to the team members:
- Prepare Season Schedule (club meeting and non-meeting dates)
- Prepare Schedule of Events (teaching roster)
- Prepare Name Tags for In-Person Clubs
- Prepare Sign-in & Sign-out Sheet (This weekly student roster/attendance sheet is to be submitted to the chapter office at the end of the school year.)
If your team is interested in purchasing CEF/GNC swags. We recommend TLC Apparels, an external company with the USA Ministry approval to use the CEF & GNC trademarks on the products. Our chapter has no association with this company. This is where some of our members order their GNC t-shirts from if you need it.
Last but not least, Good News Club Quick-Start Online Training is tailored to the needs of new Good News Club teachers or teachers who want further training to sharpen their skills or review what they have learned from our chapter's Super Seminar In-Person Training. To enroll in this online training, please contact us for the complimentary access code.
(October - April) AFTER THE CLUB STARTS ...
- When clubbers come through the door / checked in online, backpacks are stowed away, name-tags are received, and they are immediately engaged in an activity or small group
- Team members are ready and on-time to start, to move through transition and to close the club session with order
- When disruptions occur, there are positive, appropriate responses to keep the clubbers engaged in the lesson
- A record of attendance, sign-in & sign-out is kept weekly for clubbers and team members via Ministry Reporting Application (MRA)
- Each club MUST include: Bible Lesson, Wonder Time, Memory Verse, Invitation, and Songs (Gospel Spotlight if available)
- Encourage the kids to invite their classmates by awarding an incentive to every child who brings a friend, and to a friend as well
- Send out E-announcements if your club takes a break
- Follow up with kids who've been absent; send lesson recap emails after club
- Send out weekly lesson recap blogs links in your emails
Key things to Remember
- STAT REPORTS ARE DONE WEEKLY VIA MRA.
- A club meeting CANNOT be canceled!
- You CANNOT skip dates after your club is running!
- Send notices of the dates the club isn't meeting and the start/stop dates of the club!
- Have a plan for releasing the kids!
Club photos policy
- All photos/videos taken during club time belong to CEF; don't keep on personal devices. Upload to the club account or email [email protected], and delete all personal copies.
- Parental consent is for CEF only, not to individual team members. Respect children's privacy and maintain CEF's integrity
- Take photos from angles that minimize faces if possible.
If your team members ever feel like they need a refresher or a further study after their Super Seminar training, be sure to utilize the Good News Club Quick-Start Online Training as a resource.
Once again, attending Team Building & Training (TB&T) sessions in your area is mandatory for EVERY team member. If anyone cannot make it, it's important for them to also make alternative arrangement with the missionary coordinator.
(March - April) Before current school year GNC/JYC is over ...
✅ Encourage current team members to invite their family, friends and church leaders to attend the ALL Volunteer Appreciation Event on each year's last Saturday of April. Details and RSVP links will be posted on our EVENTS page and sent to you via email in March.
✅ Start dialogue with current team members about returning in the fall season; get a verbal committment if you can.
✅ Recruit new team members & encourage sign-up for Summer Super Seminar on the 3rd Saturday of July. http://cefsgv.org/register/ss
✅ Start dialogue with current school principals and teachers about returning in the fall season.
✅ Contact the school district's facility planning & permit department before the school year ends to ensure you have a clear understanding of how the facility use permit application process works.
(April-May) After Club Ends...
Submit the below records to the chapter office:
- Ensure all student registration forms submitted online latest by May 15.
- Weekly Sign-In/Sign-Out Sheets (Approx. 26 paper sheets or one scanned pdf file) before end of May.
✅ Attend Annual GNC/JYC Planning Meeting on Saturday, April 12, 2025 @ 2:00PM - 4:00PM at CEF San Gabriel Valley Chapter Office located at 4054 E Live Oak Ave, Arcadia, CA 91006
Google Workspace
Logging in to Google Workspace
Accessing Google Drive, Google Photos, and Gmail
In any Google website like Google Search, Gmail, or Drive, every time you can look to the top right and find the 3x3 dots (waffle) and access the different apps.
Google Drive
Our Google Drive is where all of your club files are located. They are stored under the Shared Drives on the left sidebar and has the following files:
🗀 Team Planning
🗀 Party Club Planning
├── 🗀 Fundraiser Planning
├── 🗀 Downloadable Curriculum
└── 🗀 Back To School Night Planning
🗀 Team Members Records
└── 🗀 Club Team Members Master Tracking
🗀 Student Records
├── 🗀 Sign-Out Records
├── 🗀 Registration
└── GNC Student Registration Spreadsheet
🗀 Club Info
├── 🗀 Testimonies
├── 🗀 Permits
├── 🗀 Insurance Certifications
├── 🗀 Incident Reports
└── 🗀 Flyers
