Planning for a GNC/JYC Club

Reference Timeline For Team Leaders & Area Coordinators

Jesus says we are to be salt and light in the world. Our attitude about how things are managed speaks volumes.

Planning starts in JUNE! Don't wait until August!

(MID JUNE) 12 WEEKS BEFORE THE CLUB STARTS

Step 1: Attend Annual Team Leader & Area Cooordinator Meeting (mandatory)

**New fingerprinting procedures will be explained!**

Step 2: Start dialogue with current team members about returning next year

Step 3: Recruit new team members & encourage sign-up for Summer Super Seminar

Step 4: Based on your District Calendar 2022-2023 finalize your season schedule.

(Early July) 8-10 WEEKS BEFORE THE CLUB STARTS

Step 1: Confirm committment from team members (Minimum 3 for existing in-person clubs / 5 for any new clubs)

Step 2: Get confirmation from the School District/School Principal; Set Up Club Schedule as per School District Calendar.

Step 3: Fill out School Club Information Form Part 1 (Club Info) http://cefsgv.org/info1

Be sure to list the names of all confirmed and potential volunteers so the office knows when his/her volunteer application/background screening information is received via email, which team leader we'd forward the information to.

Step 4: Obtain Insurance Certificate from Office Administrator

Step 5: Submit Permit Application For the use of facility

Step 6: Wait for approval from the school district; once approved, pay the fee (approx. $25)

Step 7: Finalize Student Registration Forms and Flyers

Step 8: GET THE WORD OUT TODAY! Start the student recruitment process ASAP!

Step 9: Find out when is the Back-To-School Night and plan for setting up a GNC/JYC Booth to distribute paper flyers.

(Early August) 6-8 WEEKS BEFORE THE CLUB STARTS

You can't get the word out too often! Escalate the student recruitment effort. GNC/JYC might be the only time many kids will ever have to hear the Good News in a way they can understand. Make sure every child is invited to come and learn about Jesus. Most people need to hear the announcement more than once.

  • Check with Principal to see if paper permission slips may be made avaialble to parents who might not have a computer/smartphone.
  • Take flyers to area churches (especially the volunteers churches) and ask them to give them out to kids at their church who attend tht school, so those kids can be sharing them with their friends at school before club starts.
  • Pass out flyers on the public sidewalks surrounding the school
  • Try to participate in any school or PTA-sponsored events where after-school programs are promoted

(Mid August) 4-8 WEEKS BEFORE THE CLUB STARTS

If a team member is not listed on your School Club Information - Part 1 (Club Info), please be considerate and notify our office administrator as soon as you know the new team member's name.

As per CEF Child Protection Policy, every team member must complete the entire Screening Procedures Checklist 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 9: Ensure EVERYONE is in compliance as per CEF Child Protection Policy Requirement!

For Adult Volunteers (Age 18+), the following needs to be completed by the volunteer:

1) Background Screened (Every 5 Years) http://ministryopportunities.org/cefsgvc

2) Super Seminar Trained (Every 5 Years)  http://cefsgv.org/training/ss

3) Worker's Compliance Agreement Signed (Every Year)  http://cefsgv.org/wca

4) Fingerprinted

CEF Southern California State Office will cover the cost of group fingerprinting on Saturday, August 13th for returning team members; if the group session is missed, then the individuals is responsible to pay the cost and complete their own fingerprinting at a CEF designated location PRIOR TO participating in a club.

For Underage Volunteers (Age 13-17), the following needs to be completed by the volunteer:

1) Church Pastor Reference (Once Only) http://cefsgv.org/pastor  

2) Non-Relative Reference (Once Only) http://cefsgv.org/non-relative

2) Super Seminar Training (Every 5 Years) http://cefsgv.org/training/ss

3) Worker's Compliance Agreement (Every Year) http://cefsgv.org/wca

Step 10: For ALL 2022-2023 School Ministry Volunteers, the Team Leader is to

i) Conduct a Face to Face Interview & ID Check online http://cefsgv.org/interview, and email a picture of the Photo ID to Office Admin at [email protected] with brief note of the team member's name and the team leader's name.

ii) Complete the Screening Procedure Checklist online http://cefsgv.org/spc 

Step 11: For All Volunteers, the Team Leader is to fill out School Club Information Form Part 2 (PERSONNEL Info) http://cefsgv.org/info2

(Late August) 4-6 WEEKS BEFORE THE CLUB STARTS

Step 1: Confirm Team Building and Training (TB&T) schedule http://cefsgv.org/training/tbt

Step 2: Order the Curriculums and Materials http://cefsgv.org/curriculum

Step 3: Make sure all required background checks (include fingerprinting) and Worker's Compliance Agreements are signed and approved before coming to club.

[If any of new & returning volunteers are yet to be super seminar trained/refreshed, be sure to register for the Fall Supser Seminar in September before club starts.]

(Early September) 2-4 WEEKS BEFORE THE CLUB STARTS

You can't get the word out too often! Escalate the student recruitment effort. GNC/JYC might be the only time many kids will ever have to hear the Good News in a way they can understand. Make sure every child is invited to come and learn about Jesus. Most people need to hear the announcement more than once.

  • Check with Principal to see if paper permission forms may be made avaialble to parents who might not have a computer/smartphone.
  • Take flyers to area churches (especially the volunteers churches) and ask them to give them out to kids at their church who attend tht school, so those kids can be sharing them with their friends at school before club starts.
  • Pass out flyers on the public sidewalks surrounding the school
  • Try to participate in any school or PTA-sponsored events where after-school programs are promoted

(Mid-September) 1-2 WEEKS BEFORE THE CLUB STARTS

  • Send out Club Information to parents of registered clubbers
  • Team Leader is prepared with a schedule of events for each club given to team members
  • Team members and clubbers are made aware in advance of start and stop dates and school holidays when the club will not be meeting
  • All required Background Checks and Worker's Compliance Agreements are signed and approved before coming to club
  • Prepare Name Tags for In-Person Clubs
  • Prepare Season Schedule
  • Prepare Roster Sheet, Sign-in & Sign-out Sheet
  • Prepare Attendance Chart

(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
  • 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

Key things to Remember

  • STAT REPORTS ARE DUE ON THE 5TH OF EVERY MONTH.
  • 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!

(Late April - May) AFTER CLUB ENDS

Be sure to obtain confirmation from current volunteers about next school year's availability.

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 sheets or one scanned pdf file)