Sojourn Kids Handbook
Policies & Procedures
Sojourn Kids Volunteers:
Thank you for your interest in serving with Sojourn Kids. We highly value you, our volunteers,
and the ministry you provide to our children on Sundays. We also value our children and want
to provide a safe and nurturing environment for them to actively learn about the God who
loves them. We have developed this handbook, which includes our policies and procedures,
to protect not only our children, but also you and Sojourn’s mission. Please understand that
these rules will be strictly enforced. It is therefore imperative that you know and observe the
contents of this handbook. After carefully reading through this manual, please sign and date
the acknowledgement page and email it back to me.
Grace and peace,
Caitlin Reyes
Sojourn Kids Coordinator
[email protected]
Parents:
We sincerely thank you for entrusting your children to us, your Sojourn Kids team, each and
every Sunday. We value Sojourn’s children and want to provide a safe and nurturing
environment for them to actively learn about the God who loves them. We have established
this handbook, including our policies and procedures, to protect not only our children, but
also our volunteers and Sojourn’s mission. You can rest assured that these rules will be strictly
enforced. If you have any questions or concerns not addressed within this manual, feel free to
email me.
Grace and peace,
Caitlin Reyes
Sojourn Kids Coordinator
[email protected]
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TABLE OF CONTENTS
Section One: Introduction
About this Handbook
Our Mission & Overview of Sojourn Kids
The Sojourn Kids Coordinator
Section Two: Volunteer Application & Guidelines
Volunteer Application Process
Volunteer Training
Scheduling
Arrival & Departure
Absences
General Notes & Prohibitions
Section Three: Parent Responsibilities
Items to Bring
Check-In
Tags
Check-Out
Security for Child Checkout
Child Wellness
Section Four: Volunteer Procedures
Injury & First Aid
Restroom Policy
Diapering Children
Cleaning
Section Five: What Parents Can Expect
Classrooms, Ratios, & Promotion
Curriculum
Classroom Management
Section Six: Safety & Security
Visibility & Security
Security Ushers
Volunteer/Child protection
Policy Against Child Abuse
Emergency Procedures
Reporting & Investigations
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Section One: Introduction
The purpose of this handbook is to provide policies and procedures for Sojourn Kids and the
volunteers who serve this Ministry Team. The policies and procedures within this handbook
may be changed from time to time as determined by either the elders or the Sojourn Kids
Coordinator.
Our Mission
Mission Statement: Helping parents raise kids who love and trust Jesus...
• Helping parents raise kids...
Sojourn Kids seeks to come alongside parents, equipping them and resourcing them to teach
their children about the good news of the gospel of Jesus Christ. We’re also committed to
loving families within our Neighborhood Parishes well, as an extension of our own family.
• ...who love and trust Jesus.
We believe children, just like adults, are in need of Jesus’ saving grace and love. We seek to
demonstrate these elements of God’s character by relating Christ-centered truth in creative
and age-appropriate ways that children will both enjoy and understand.
Overview
“Let the little children come to me and do not hinder them, for to such belongs the kingdom
of heaven.” -Jesus (Matthew 19:14)
At Sojourn, we believe children are valuable members of the church family. They bring joy
and life to the congregation, and they help adults to understand the love of the Father and
the meaning of childlike faith. Sojourn Kids is passionate about partnering with families to
raise kids who love and trust Jesus. We offer Sojourn Kids during our Sunday Gatherings for
children 3rd grade and under. Our dedicated team of background-checked volunteers ensure
that children are loved, cared for, and taught simple, biblical truth. We use the Gospel Project
for Kids curriculum, which teaches that the Bible is one unified story of God’s redemption
through Jesus.
The Sojourn Kids Coordinator
Caitlin Reyes has served as our Sojourn Kids Coordinator since March 2013. She is currently a
part-time employee, working also as a nanny. For three years prior, Caitlin served as an
English teacher. Caitlin finds joy in serving Sojourn families and visitors through creating a
safe and welcoming Sojourn Kids area and through building relationships with parents and
children. She is overjoyed to see children and families growing within our Sojourn family.
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Section Two: Volunteer Application & Guidelines
Volunteer Application Process
Because we love children and because child safety is a paramount concern, Sojourn Kids
requires all volunteers working with children to complete the following volunteer application
steps:
1. Become a Covenant Member. Because Sojourn Kids volunteers teach biblical truth
to our little ones, we require our volunteers to be Covenant Members. We consider
Sojourn Kids volunteers to be leaders within the church (leaders who lead our
children), so we require church membership just as we would for any other
leadership position. We also require covenant membership in order to ensure that
each volunteer is known within the context of Christian community.
2. Complete our general interest survey. This survey gathers general information
about you and your past experiences with children.
3. Consent to a Background Check. After completing the general interest survey, you
will be contacted by Ministry Safe to obtain information necessary to conduct a
background check.
4. Submit references. Please submit three references online. Each of your references
will be contacted, so please tell them to expect a call/email from Caitlin Reyes.
5. Attend a quarterly Sojourn Kids Training Session. The Sojourn Kids Coordinator will
inform you of the details after you initially apply.
6. Complete the online child safety training and quiz. This one-hour training will be
emailed directly to you from Ministry Safe. This may be completed all at once in
one hour or 10 minutes every day for six days. Progress is saved.
7. Read this manual thoroughly and complete the short quiz indicating that you have
read and understood the material and agree to comply with policy requirements.
The Council of Elders and the Sojourn Kids Coordinator reserve the right to remove any
volunteer from the Sojourn Kids team at any time and for any reason.
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Volunteer Training
Training is an important, effective, and required step in fulfilling your responsibility as a
volunteer. Sojourn Kids volunteers should expect the following:
• The Sojourn Kids Coordinator and Sojourn Kids Team Leaders hold training sessions
every quarter. These serve as an onboarding experience for new volunteers and a
refresher course on policies and procedures for veterans. More than that, it's a time
for us to say thank you for volunteers’ service. We take time for celebrating with a few
stories from Sojourn Kids while we eat before breaking into team-specific training. Our
Team Leaders of the Baby, Toddler, Preschool+, and Security teams lead that portion of
the training.
Scheduling
• In advance of each new month, the Team Leaders will remind volunteers to input any
block-out dates for the upcoming month at www.planningcenteronline.com or using
the Planning Services smartphone app (recommended). You may block dates as far in
advance as you wish.
• Team Leaders create the schedule month-by-month, one week prior to the first day of
each month. Once the schedule is created, the volunteer is responsible for responding
to the assigned role by clicking ACCEPT or DECLINE within the confirmation email or
within the Planning Center website/app (see Absences below).
• When you accept an invitation to serve on Planning Center, this represents your
commitment to show up on the expected date and at the expected time. Please honor
your commitment.
• If/When a you are no longer able to serve on the team, please notify the Sojourn Kids
Coordinator and Team Leader at least three weeks in advance.
Arrival & Departure
Because we take seriously our obligations to Sojourn’s children, we ask all volunteers to abide
by the following guidelines.
Volunteer Arrival Checklist (the 4-P’s):
Punctuality: Please arrive on time. Volunteers must arrive a minimum of 30 minutes prior to
the gathering for which they are scheduled or as otherwise instructed by the Sojourn Kids
Coordinator. Punctuality is imperative because your tardiness has a domino effect, placing
undue stress on staff and fellow volunteers. This also contributes to an unsafe environment
for children and families. Please understand that your role is valuable and that others are
negatively affected by your absence.
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Prayer: Please prioritize praying with the team prior to the gathering for which you are
scheduled. Also, remember that Sundays are our designated time to gather as a whole body.
If possible, please make it a priority to attend a gathering even on those Sundays when you
are scheduled to serve.
Preparation: First, always wear your Sojourn Kids T-shirt. If you’ve forgotten or misplaced
yours, contact the Sojourn Kids Coordinator for a replacement. Second, check-in at the kiosk
and print your I.D. sticker. Attach the sticker to your shirt. Third, familiarize yourself with the
materials provided for the lesson and review the lesson before the children arrive.
Presentation: We must always remember that the parents we serve are entrusting their
children to us. This is no small thing, and that relationship hinges on trust. Accordingly, please
do your part to present Sojourn Kids as a safe and hospitable place.
Volunteer Departure Checklist (the 3-S’s):
Safety: Under no circumstances are you to release a child without asking to see the parent’s
checkout sticker. Match the parent’s number to the child's number on the roster and place an
X in the checkout column.
Stick Around: All volunteers must remain in the Sojourn Kids area until the last child has
been picked up or until relieved by another volunteer.
Sanitize: Prior to departure, ensure that all tables are wiped clean and toys and supplies are
put away neatly in their proper places.
Absences
Volunteers are responsible for their assigned roles. The volunteer must either ACCEPT or
DECLINE their assigned role for each specified date. It is NOT the volunteer’s responsibility
to secure a substitute when absent.
We certainly understand that life can be unpredictable. In the event of a last-minute illness or
emergency, please inform your Team Leader as soon as possible.
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General Notes
• All volunteers must know and understand the applicable policies and procedures within
this handbook. Strict adherence is a must.
• Personal belongings must remain off of the floor and out of the reach of children.
• Phones are to be on vibrate/silent and may not be used in the classroom except in the
event of an emergency.
• Any special treats or activities involving food outside of the scheduled curriculum must
be approved by the Sojourn Kids Coordinator. Remember to always check for allergies.
• Contact parents in the event that: (1) a child is completely inconsolable (after at least
ten minutes of care), (2) a child is ill or injured, (3) a child has a severe disciplinary
problem, or (4) a child is a danger to himself/herself or other children. Use the walkie
talkie in the room to ask the Security Usher to contact the parent through the system.
Prohibitions
Staff members and volunteers are prohibited from the possession or use of alcohol, tobacco,
pain medication that impairs reaction time, and/or any illegal drugs while volunteering with
Sojourn Kids.
No volunteer may possess the following:
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Sharp objects
Sporting goods
Guns and firearms
Tools
Martial arts and self defense items
Explosive and flammable materials
Disabling chemicals
Any other dangerous item
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Section Three: Parent Responsibilities
Parents, for the safety and well-being of your children, please adhere to the policies and
procedures outlined in this manual.
Items to Bring
• Please label all of your child’s belongings (diaper bags, cups, bottles, pacifiers, etc.).
• Please provide extra diapers, pull-ups, change of clothes, etc.
• Please leave all toys and dolls at home so as not to lose them or cause other children
to be upset.
Check-In
Will this be your first time checking in? A volunteer will greet you at the Sojourn Kids kiosk
and walk you through our safe and easy computer registration process. This initial registration
will take about 5 minutes, but upon future visits, the check-in process takes seconds. Once
your children are registered in our system, you will be directed to your age-specific room(s) to
check-in your children for the day.
After your initial registration, please follow the weekly check-in process:
Sign in at any of the iPad check-in stations using your phone number. Select your child's
name for check-in, and your date-specific stickers will print. Place the child's name sticker on
his/her back. Take your checkout sticker with you and report to the your child’s age-specific
room. A volunteer wearing a Sojourn Kids T-shirt will greet you from within that room. Show
your checkout sticker to the volunteer, and hand off your child (and his/her bag, if applicable)
at the classroom door. You must keep this tag in order to check-out your children.
Check-in with your phone number.
The 3-C’s
Communicate allergies and/or potty-training needs. If your child has any allergies or special
conditions, please ensure that this is noted on your child’s check-in profile online. Special
instructions will be printed on your child’s name tag each time he/she is in our care. In
addition, please notify the volunteers serving in your child’s classroom. Alert the teachers if
your child is in the process of potty training. Please take potty-trained children to the
restroom before dropping them off in class.
Consider other families, especially guests. As the household of God, we should be marked
by hospitality and love, so please demonstrate those characteristics while checking your
children in and out of Sojourn Kids.
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Tags
All parents are required to create a profile for their family in our online check-in system, which
generates barcodes and name tags.
Every parent must print off a name tag and corresponding check-out tag for their child.
Check-in stations are located in the Gallery through the Aurora Street entrance of the
building.
Once the name tag is printed, place it on the child’s back. Parents shall retain the secure
check-out tag. For the safety of your children, this tag is required in order to check them out.
Thus, in order to prevent lost tags, we recommend you stick the check-out tag to yourself.
Check-Out
When a parent arrives at the entrance of their child’s classroom, a Sojourn Kids volunteer will
ask the parent for the barcoded check-out sticker. The volunteer will match the child’s tag
with the parent’s tag. After we match the stickers, you may collect your child’s belongings and
pick them up for the day. We also send each child home with parent pages and activity
sheets.
For your safety of your children, we WILL NOT release a child without their date-specific
checkout sticker.
Security for Child Pick-Up
As mentioned above, each child receives a name tag and secure check-out tag each time they
come to Sojourn Kids. Parents must keep possession of the secure check-out tag, which alone
permits a parent to pick up a child from class. Apart from direct consent from the Sojourn
Kids Coordinator or proxy, no adult may check-out a child without the corresponding security
tag.
If you have children in multiple classrooms, be sure to hold on to your checkout sticker until
you have checked out all children. This will help to ensure that all children are checked out
effectively and securely.
For parents who serve as Sojourn Kids volunteers: Under no circumstances will there be
fewer than TWO volunteers in each room, which means we need you to stay in your
designated room until each and every child is back in the care of their parents. If your spouse
is unavailable to help with your kids, or if they are serving alongside you, please let the
Sojourn Kids Coordinator and the security usher know, and we'll help however necessary.
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Child Wellness
We look forward to seeing your child when he/see feels better and has not exhibited the
following for 24 hours:
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Fever of 100 or higher
Excessive/colored nasal drainage
Persistent coughing
Diarrhea
Vomiting
Any infection of the eye/nose/throat
Open sores
Lice
If a child develops any of these symptoms while in class, you will be contacted via text
message to pick up your child. In addition, a volunteer will text you in the event that: (1) your
child is completely inconsolable (after at least ten minutes of care), (2) your child is ill or
injured, (3) your child has a severe disciplinary problem, or (4) your child is a danger to
himself/herself or other children. Our desire is to protect all children and volunteers from
exposure to illness. We appreciate your cooperation in maintaining a healthy Sojourn Kids
environment.
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Section Four: Volunteer Procedures
Injury & First Aid
Sojourn Kids volunteers are permitted to administer Band-Aids and ice packs, and those who
are trained -- Epi-Pens and CPR. If there is an injury in the classroom, the volunteers should
immediately tell the security usher (the classroom volunteers must remain in the classroom)
who will immediately find the the Sojourn Kids Coordinator. All injuries must be reported
because some seemingly trivial injuries can turn out to be serious.
Restroom Policy
Volunteers shall provide assistance to a child using the restroom only if the child is three years
old or younger or has special needs requiring extra assistance. Only female volunteers
allowed to provide this assistance. No man may assist a child in the restroom.
If there is a restroom within the classroom, one female volunteer may provide assistance for a
child three years or younger so as long as the top half of the split door to the restroom
remains open. In this situation, at least one other volunteer must be present in the classroom.
Multi-stall restrooms: Two volunteers are required to take children to multi-stall restrooms.
The first volunteer shall check the restroom before the child enters and then hold the door of
the restroom open while throughout the process. The second volunteer shall remain in the
restroom to provide assistance as needed.
Single-stall restrooms: Two volunteers are required to take children to these restrooms. Only
a child four years old or older may use these restrooms. One volunteer shall check the
restroom before the child enters. Both volunteers shall then remain outside the restroom to
wait for the child. The door to the single-stall restroom shall remain slightly open throughout
the process.
Following a trip to the restroom, volunteers must wash their own hands as well as the hands
of the child (at a sink or with hand sanitizer).
Diapering Children
• Only female volunteers may change diapers.
• As a courtesy to parents, all diapers shall be checked and changed if necessary before
children are checked out.
• Place the child’s personal changing pad or a disposable changing pad (paper towels if
nothing else is available) on the changing table before a diaper change. After each
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change, either dispose of the disposable changing pad or return the personal changing
pad to proper diaper bag.
Disposable gloves may be worn and thrown away after each diaper change.
Remove the baby’s diaper, fold it, and place it in the trash can or in the child’s cloth
diaper bag, if provided by parent.
Use the child’s disposable cleaning wipes (or the Sojourn Kids wipes, if not provided by
parent) to gently cleanse folds and creases of diapered areas.
Do not apply lotion or powder unless instructed to do so by parent.
Volunteers must wash their own hands (at a sink or with hand sanitizer) after changing a
diaper.
Volunteers shall always be within arm’s reach while a child is on the changing table.
Prepare ahead of time so that all supplies are within reach. Never leave a child alone on
the table, even if just for a moment.
Take out the trash following the final gathering of the day.
Parents are encouraged to take their potty-trained children to the restroom prior to
checking them in to their classrooms.
Cleaning
• At the end of each gathering, spray all toys with disinfectant spray/alcohol and wipe
them down with paper towels.
• Return all toys and items to their proper pleaces before leaving the room.
• Please make sure all electronic items have been powered OFF, including but not limited
to: stereos, and swings.
• Spray and wipe down exposed areas of play equipment, tables, chairs, etc.
• Soiled cloth items and Boppy covers should be removed immediately for laundering
(by the Sojourn Kids Coordinator) before the next gathering. If the Sojourn Kids
Coordinator is unavailable, please take the initiative to clean the soiled article and
inform the Sojourn Kids Coordinator that you intend to do so.
• All trash should be emptied at the end of every day. It is not necessary to empty the
trash in between two gatherings on the same day.
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Section Five: What Parents Can Expect
Classrooms, Ratios, & Promotion
Sojourn Kids provides classrooms for each of the following age groups:
• Babies: 2-18 months
• Toddlers: 18-36 months
• Preschool Plus: three through third grade
Room
Promotional Marker
Adult:Child Ratio
Babies
Infants, crawlers, new walkers
1:3
Toddlers
Proficient walkers to 3 years
1:5
Preschool +
3 years - third grade
1:6
Because we want to provide the best possible care for your child, we closely monitor the
adult-child ratio in each room. In the event that a room goes over the appropriate ratio, the
Sojourn Kids Coordinator or another staff member will step in to assist.
Generally, we encourage parents to promote children at their discretion. We also invite
parents to bring their kids into our Sunday Gatherings as early as they see fit for their
children.
Curriculum
Babies: Children Desiring God has developed a curriculum called “A Sure Foundation,” which
is meant for use in nurseries and designed to foster a nurturing place of prayer rather than
merely a babysitting experience. In our baby room, the Sojourn Kids Coordinator posts a
Bible verse and an accompanying prayer on the wall. This is to encourage volunteers to be
prayerful during their time with the infants. We also play worship music, stirring the little ones
to dance and clap.
Toddlers and Preschool Plus: Each Sunday, our team of volunteers teaches the Bible in an
age-appropriate way, focused on how the Scripture reveal the person and work of Jesus
Christ. Our curriculum, “The Gospel Project for Kids,” is differentiated for all ages that we
serve and also equips parents to train their children in the gospel through take-home
supplemental materials. Although children of all ages will be learning the same content,
teaching is tailored to meet the needs of three different age groups: toddlers, preschoolers,
and lower elementary. Our ultimate goal is to see families talking about Jesus daily and living
on mission together within the context of the Neighborhood Parish.
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Classroom Management
Classroom Expectations:
At Sojourn Kids, we believe God loves us, and we love to obey Him by loving others, so we:
Toddlers:
Preschool+:
1. Listen to our teachers
1. Obey our teachers every time.
2. Use little voices inside.
2. Be quiet when others are speaking.
3. Keep our hands still and to ourselves.
3. Use helping hands that share.
4. Ask before we act.
Proactive steps for helping children in the classroom:
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Communicate the classroom rules at the beginning of every class.
Make eye contact when speaking to a child.
Catch the child doing well and encourage them. Use positive reinforcement.
Have children repeat what you have asked them to do.
Try to redirect the child if they are doing something they shouldn’t be doing.
Discipline should always be given in love, not in anger.
Preventative Actions:
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Create a loving, caring atmosphere.
Establish and communicate realistic expectations for children.
Focus on positive actions.
Be fair and consistent with children.
Aggressive Behavior:
• Biting, hitting, pushing, scratching, or pulling is considered aggressive behavior.
• If a child displays any of these behaviors, notify his or her parents immediately, and ask
them to remove the child from the classroom for the day.
Discipline Steps -- Our kids will hurt one another and us, so let's give them tools for how to
be reconciled to God and others.
• Verbal warning: If possible, whisper and get close to the child in order not to draw
attention from others and onto the inappropriate behavior.
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• Remove and Remind: Remove the child from distractions. Talk to them about what
happened. Remind them of the choice they made.
• Do you know why we're over/out here?
• You made the choice to X.
• Do you want to be with the other kids right now?
• Will you X [use helping hands that share/listen to your teacher/etc.] if we go back?
• Apologize: Have the children repeat after you. Prompt them to fill in the blank if old
enough.
• I'm sorry for (be specific)...
• This was wrong because...
• In the future, I will ... (use positive language, and tell what you WILL do, not what
you won't do)
• Will you forgive me?
• Pray: Together, ask God to help. Thank Him for His forgiveness.
• Alert parents: If the behavior is aggressive or the child unrepentant, please contact the
parents immediately.
Gospel-Centered Discipline/Teaching
Morality Based
Gospel Based
You must try for Jesus.
You must trust in Jesus.
It’s about what you do.
It’s about what Christ has done for you.
Obey out of obligation/duty.
Obey out of gratitude/love.
You are the hero of the story.
God is the hero of the story.
The story is about you.
The story is about Jesus.
Right action is the primary aim.
The heart is the primary aim.
The story remains small.
The story fits within God’s story of redemption.
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Positive Framing and Reinforcement
For the commandment is a lamp and the teaching is light, and the
reproofs of discipline are the way of life. Proverbs 6:23
• Praise the positive and reward good behavior.
Children often learn by modeling behavior, so try, for example, “I love the way Sarah is sitting
quietly with her hands in her lap. Great job!” Praising kids rewards good behavior and
reinforces that behavior for the entire class.
• Explain the expectations of the class every week.
Children do well when they know what is expected of them.
• Be assertive: Say what you mean and do what you say.
Children need to know what consequences will follow disobedience. Order the class around
what you have said you are going to do. You are the teacher. Be firm in giving instructions
and following through, but never yell at a child. Speak on their level. Look at them in the eye
and make sure they are listening to what you say. If appropriate, have them repeat back what
you just said. Do not discipline a child from across the room: go to the child and pull them
aside. Do not let kids tell you what to do. You are in control.
• Make things fun!
Instead of going into things like clean up time with a negative approach, such as, “I’m so
sorry, but we have to put toys away now,” try addressing it with a positive spin: “Okay kids, I
have a mission for you: do you think we can have all of these toys put away in two minutes?”
Singing the clean-up song is always a hit, and a great way to encourage a clean-up routine.
Don’t offer too many activity choices for kids.
• Talk to a child who is crying.
Engage an upset child with something of interest. Talk to them in a way that distracts them
from thinking about their parents and avoid saying that Mommy/Daddy is coming. If
absolutely necessary, you can remind them that Mommy and Daddy love them and will come
back soon, but do not make that the point of your conversation. For children who are likely
to cry, ask their parents how best to soothe them.
• Apply the gospel when you are disciplining a child (see the chart above).
Focus on God’s love for the child and your love for the child. Be specific as you explain that
you you want him/her to follow directions, be kind to friends, participate, etc. Talk to the child
about how it pleases the Lord when we obey Him. Remember that discipline should always be
given in love, not in anger.
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Volunteer Self-Evaluation
As a volunteer, pay attention to how you feel:
• If you are stressed, children will sense that. Try to focus on the present moment and
the children in front of you rather than outside stresses and circumstances.
• We only have about 1.5 hours with these children each Sunday to give them our all and
teach them about the depth of God’s love for them, which we can demonstrate
through our actions and our undivided attention.
• Take a moment away if necessary (but always within the bounds of our policies
regarding two volunteers to a room, etc.).
• If you are struggling with a child, pass him or her off to another volunteer. You are
never alone in the classroom, so let those around you help you through difficult
moments.
• Arrive prepared in the morning, in heart and mind. Arriving on time enables you to
have time to prepare for the morning.
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Section Six: Safety & Security
Visibility & Security
For the sake of safety and accountability, it’s of utmost importance that all interactions
between children and volunteers take place in a location where other adults can observe. At
no time shall a child and volunteer be alone together in a closed room with no visibility to
outsiders.
Most areas where children and volunteers are present on Sojourn’s property shall be
equipped with video surveillance equipment. Volunteers acknowledge that they are being
recorded for safety and security purposes. This is for the protection not only of the child, but
also of the volunteer. In addition, each room has a long window allowing anyone in the
hallway to clearly see how are children are being cared for.
Security Ushers
Sojourn Kids has a highly-trained, background-checked team of security ushers who monitor
the Sojourn Kids hallways and rooms whenever children are present. In addition, they work to
secure all entry points during Sunday Gatherings, which guards against strangers entering
into the Sojourn Kids space.
Volunteer/Child Protection
Sojourn intends to ensure the health, safety, and well-being of both children and volunteers.
As a precaution, and to ensure strict accountability from one adult to another, volunteers
must follow these rules:
Two-Volunteer Policy
At least two volunteers shall remain together with children at all times, one of which must be
female. Males will always serve alongside at least one female. If a volunteer needs to leave a
group of children, a security usher or staff member must be notified in order to uphold this
two-volunteer policy.
Feeding Children
• Always be aware of the children’s allergies (printed on their name tags).
• Babies should only be fed what the parent has provided for that specific child. Do not
share food between babies.
• Every child’s hands must be washed/sanitized prior to eating a snack.
• A light snack is provided for children in the toddler and preschool+ rooms. It usually
consists of Cheerios and/or pretzels. Parents are welcome to send snacks with their
children, as well.
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• Children may have snacks and drinks only when seated. For allergy and sanitation
reasons, children are not allowed to walk around with snacks or cups.
• Cups should be promptly removed once each child has finished.
Physical Contact
Sojourn is committed to protecting children, and we also recognize that appropriate touch is
part of a positive, nurturing environment. The following guidelines are to be carefully
followed by Sojourn Kids volunteers.
Accompanied by good judgment, the following are appropriate ways to touch children:
• meet children at their eye level by bending down or sitting
• listen to children with your ears, eyes, and heart
• an arm around the shoulder
• walking hand in hand to an activity or holding a child's hand as you listen or speak
• holding a crying child who is 4 or under
• light, short congratulatory or greeting hugs
• a brief, assuring pat on the back or shoulder
• handshakes, high-fives, and fist bumps
The following is an non-exhaustive list. Volunteers shall NEVER:
• touch a child in anger or disgust
• touch a child in any manner that may be construed as sexually suggestive (e.g. kissing a
child, coaxing a child to kiss you, extended hugging or tickling, etc.)
• touch a child in any area that would be covered by a bathing suit
• touch a child’s private parts (with the exception of diaper or bathroom procedures)
• be alone with a child.
Physical contact in any form should be above reproach. The personal behavior of staff
members and volunteers must foster trust at all times. Do not force physical contact, touch,
or affection on a reluctant child. A child’s preference not to be touched must be respected.
Policy Against Child Abuse
Sojourn Kids maintains a strict zero-tolerance policy against child abuse and neglect. Child
abuse and neglect includes physical or mental injury, sexual abuse, negligent treatment, or
maltreatment. Sexual abuse is defined as the use, persuasion, or coercion of any child to
engage in any sexually explicit conduct (or any simulation of such conduct) for the purpose of
producing any visual depiction of such conduct or rape, molestation, prostitution, or incest
with children. It is against the law and against Sojourn Kids’ policy for any volunteer or
employed staff, male or female, to physically, sexually, or mentally abuse or neglect any child.
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Emergency Procedures
In cases of an emergency, we use a CODE SYSTEM to alert all necessary parties via walkietalkies. The CALL button on the walkie-talkie should be pressed first & then the CODE
spoken clearly two times so that all can hear and respond accordingly.
CODE WHITE: MEDICAL EMERGENCY
Immediately report any medical needs or concerns to the security usher and/or the Sojourn
Kids Coordinator via the classroom walkie-talkie. The notified person will decide if 911 should
be called. The volunteer should remain calm and divert the attention of the other children.
The victim should be kept quiet and still. Do not attempt to move a severely injured person
unless in imminent danger.
CODE BLUE: WEATHER EMERGENCY
In the event of dangerous weather, volunteers should remain calm and await further
instructions. Further instructions will be given by a staff member.
CODE RED: FIRE
The safety of all children and volunteers is the first priority in any fire. Any attempt by
volunteers to put out a fire is absolutely forbidden unless judgment to do so is
unquestionable and presents no possible danger to anyone present.
CODE GREEN: MISSING CHILD/OUT OF CONTROL
Time is critical if a child is reported missing. Volunteers should contact a staff member as soon
as possible with the following information:
• Name, age, race, and sex
• Hair color and color of clothing
• Room where child was checked-in
If a child or the whole class is out of control, also use this code to alert the Sojourn Kids
Coordinator and Security Usher.
CODE BLACK: STRANGER/WEAPON/UNAUTHORIZED PRESENCE
If the security usher announces a "Code Black,” all classroom volunteers should do the
following:
• Lock all classroom doors (be sure to latch the half doors as well).
• Corral children calmly to sit on the floor out of sight.
• Baby Room: Behind couch in corner
• Toddler Room: In Bathroom and/or against the wall under the long window.
• Preschool+ Room: Under the staff tables and/or in the corner diagonally from the
lockers.
• Turn all phones on silent & walkie-talkie down to low (or use headset).
• Sing quiet songs with the kids and remain calm as you talk and sit with kids.
• Wait for further instruction.
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Evacuation Plan:
The children will be led by their classroom volunteers through the exit door at the North end
of the Sojourn Kids hallway (Aurora Street). If this door is blocked, the volunteers will lead the
children through the sanctuary and out the front entrance (Gostic Street). Windows may also
be used as an escape if necessary. The volunteers and children will congregate in the corner
of the family parking lot at the crossing of Aurora and Gostic Streets. They will form a group
circle in order to be counted and report to the Sojourn Kids Coordinator.
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Reporting & Investigations
Volunteers and staff are under obligation to immediately report and document:
• Any violation of the two-adult policy. Any person making such a report shall keep the
information strictly confidential.
• Incidents of abuse, any occurrence in which any person:
- Has threatened to inflict or has inflicted physical injury upon a child or volunteer,
other than by accidental means, or is reasonably suspected to have done so.
- Commits or allows to be committed any sexual offense against a child or
volunteer, or is reasonably suspected to have done so.
- With respect to a child or volunteer, makes any kind of sexual advance, or makes
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a request for sexual favors, engages in sexually motivated physical contact, or is
reasonably suspected to have done so.
Exposes a child or volunteer to verbal, visual, or physical conduct of a sexual
nature, or is reasonably suspected to have done so.
• Any imminent threat. In all cases where an imminent threat of continued or actual
abuse exists, witnesses shall immediately take steps to ensure the safety of the alleged
victim. After the safety of the alleged victim has been secured, witnesses shall follow
the steps outlined below.
Responding to a report:
Upon witnessing or receiving a report of abuse, witnesses shall immediately take steps to
ensure the safety of the alleged victim. After the safety of the alleged victim has been
secured, witnesses shall:
• Immediately contact the Sojourn Kids Coordinator or any elder who will then contact
the parents or guardian of the alleged victim to inform them of the incident.
• Complete and submit a written report of the incident to the Sojourn Kids Coordinator.
• Contact the Texas Abuse Hotline and follow the steps at Texas Department of Families
and Protective Services.
• Take all reasonable steps necessary to ensure that the alleged wrongdoer has no
contact with the alleged victim pending investigation.
• Take all steps necessary to ensure that the alleged wrongdoer is barred from further
work with Sojourn Kids pending the investigation.
Concluding an Investigation:
In concluding an investigation of abuse, Sojourn’s staff and elders will determine whether
there is reasonable cause to suspect the alleged abuse occurred. In either case, Sojourn’s
Council of Elders shall provide a written report documenting the conclusions reached and the
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basis for those conclusions. The contents of the report shall be confidential unless requested
by law enforcement officials.
These reports shall:
• Identify the alleged victim, the alleged wrongdoer, and all witnesses identified and
contacted throughout the investigation.
• Set forth the allegations and the steps taken to investigate the allegations.
• Set forth the facts revealed by each significant witness.
• Set forth the temporary actions to be taken by elders as well as a recommendation of
additional actions to be taken.
Our volunteers are a valuable part of our ministry. Volunteers are always needed. If you are
not currently serving in Sojourn Kids and would like to, please contact the Sojourn Kids
Coordinator.
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