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 March! Don't wait until August!

The Team Handbook is a great resource for you to use as reference guide in planning for your GNC/JYC clubs. But the latest information will always be updated on our webiste. When in doubt, feel free to contact us.

(March - April) Before current school year GNC/JYC is over ...

Step 1: 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.

This is a wonderful opportunity to tell others about CEF and the public school after-school programs: GNC/JYC. Don't wait until September to recruit new team members.

Step 2: Start dialogue with current team members about returning in the fall season; get a verbal committment if you can.

Step 3: Recruit new team members & encourage sign-up for Summer Super Seminar on the 3rd Saturday of June. http://cefsgv.org/register/ss

Step 4: Start dialogue with current school principals and teachers about returning in the fall season.

Sometimes the current year principals might move to a different school, and they wouldn't know who the new principal until later, but it's always good to be in the knows of the Facility Use Permit Request submission start dates/deadlines.

Another interesting observation is that if a teacher from that school is willing to sponsor and submit your facility use request, facility use permit fees may be waived. This varies from school to school, so please do not insist on this.

✅ All in all, contact the school district before the school year ends to ensure you have a clear understanding of how the facility use permit application process works.

(May-June) 12 Weeks Before Club Starts

Step 5: Attend the mandatory Annual Team Leader & Area Cooordinator Meeting on the 4th Thursday of May for GNC/JYC Planning.

Once every 5 years, encourage current team members to take the Super Seminar Refresher on the 3rd Saturday of June/September.**

Step 6: Find out about School District Calendar for next school year to plan out your club meeting/non-meeting dates. Feel free to use the Season Schedule (Template) to help you figure out the dates. Find out when the Back-To-School Night is. You may check online or call the school office. Also very important, find out how parents learn about after-school programs for your club's school, ie. PeachJar, ParentsSquare, etc.

"New" Law (since September 2021)

The Expanded Learning Opportunities Program (ELO-P) provides funding for afterschool and summer school enrichment programs for TK through 6th grade. What does this mean to our after-school GNC/JYC clubs? How will this impact our Facility Permit Rquest Applications from the school districts? More information will be shared during the upcoming TB&T in your area.

The ELO-P is authorized by the 2021–22 Budget Act (Senate Bill 129, Chapter 69, Statutes of 2021), and Assembly Bill (AB) 130, Chapter 44, Statutes of 2021, as amended by AB 167, Chapter 252, Statutes of 2021.

(July) 10 Weeks Before Club Starts

Confirm committment from team members (Minimum 3+ for existing in-person clubs / 5-7 for any new clubs)

Confirm with the School District/School Principal about Facility Use Request process; Set Up Club Schedule as per School District Calendar.

Step 7: 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.

Step 8: Acquire Insurance Certificate and review Student Registration Online Form and Draft Flyer Design from the Office Administrator

Step 9: Submit your Facility Use Permit Application Request Form to the School District Facility Planning & Management Department; Once the permit is approved, pay the required fee.

📣 GET THE WORD OUT TODAY! Start the student recruitment process ASAP!

(Early August) 8 Weeks Before Club Starts

✅ Plan for setting up a GNC/JYC Booth to distribute flyers on the Back-To-School Night.

📣 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) 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 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 10: Ensure EVERYONE is in compliance as per CEF Child Protection Policy Requirement!

For Adult Volunteers (age 18+)
A1) Background Checked (Completed within recent 5 years) http://ministryopportunities.org/cefsgvc The cost is $5.00 per applicant. [Read the instructions before applying to help save time. It will take about 20-40 minutes to complete. And don't skip any section even if you're doing a 5-yr rescreening; failure may result refilling the entire form again.]

B1) LiveScan/Fingerprinted http://www.Applicantservices.com/CEFSOPP

[The State Office will continue paying for all of the fingerprinting up to October 31st. As of November 1st, each volunteer will be responsible for his/her own fingerprinting cost after that.]

For Underage Volunteers (age 13-17)

A2) Church pastor's Reference Form (Once only) http://cefsgv.org/pastor  
B2) Non-relative Reference Form (Once only) http://cefsgv.org/non-relative

For ALL Volunteers
C) Worker's Compliance Agreement - WCA Form (Signed annually) http://cefsgv.org/wca
D) Face-To-Face/Phone Interviewed (Completed by Team Leader)
E) Photo ID Emailed to [email protected] (Driver License, Passport or Student ID)
F) Super Seminnar (Trained / Registered or CYIA Trained - Refresher once every 5 years) http://cefsgv.org/training/ss

If they're CYIA trained, they're exempt from Super Seminar Training

Step 11: For ALL 2022-2023 School Ministry Volunteers, the Team Leader is to

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

ii) Fill out School Club Information Form Part 2 (PERSONNEL Info) http://cefsgv.org/info2

✅ Make sure all required background checks 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 next Supser Seminar on the 3rd Saturday of January, June or September ASAP.]

Step 12: Confirm Team Building and Training (TB&T) schedule http://cefsgv.org/training/tbt

Step 13: 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
  • 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 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!

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 June. 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 Volunteer Appreciation / Celebration Event on the last Saturday of April

✅ Attend Annaul TL&AC Meeting on the last Thursday of May