New Volunteers have a lot of questions!
We need to ease their concerns and provide answers. It is very important that all of our volunteers are trained and prepared to do a great job. It’s difficult to make sure that every new volunteer receives the same information in the best possible way.
If you want to deliver an excellent and consistent outcome – create a system! This is our system for New Volunteers.
That last few steps:
Step 7: Staff will follow up the Monday after the volunteer apprentices. The Groups Director will personalize the “Apprentice 1 Follow Up” email. This email will ask to set up a time to talk about his first experience in the environment as well as a time to personally interview the new volunteer.
Apprentice 1 Follow Up:
Thanks for coming to observe yesterday. I hope you enjoyed your time with (grade). I’d love to connect with you this week to see how things went and for a short interview.
Please let me know what day, time, and number would be best to reach you. I look forward to talking with you!
Everyone MUST be interviewed before apprenticing the second time!
Step 8: Call or meet with the apprentice for the interview. Use the “SGL Interview” sheet. Complete the document and place it in his file.
Small Group Leader Interview Sheet:
Step 9: Confirm his second apprenticing time. Send him the “Apprentice 2” email. This email will notify him of where and when he will meet to apprentice as well as inform him of any paperwork that is still incomplete. During this apprenticing time he meets with staff or a coach. Attach the curriculum for the age group that he will be apprenticing with.
Apprentice 2 Email:
It was great getting to know you and hearing your story. You signed to apprentice this Sunday, at the service.
Please arrive at . If you want to, come a little early and grab breakfast in Room .
If you get lost or forget the room number, there will be someone at the UpStreet front desk to help you find the room.
We still need the following from you in order to complete the volunteer process:
Top of Form
Bottom of Form
Please let me know if you have any questions.
Step 10: Staff or Coach meets with the apprentice and covers everything on the “Staff Apprenticing Checklist”. This list includes things like general “need to knows” about UpStreet (example: donut room), and important things like the evacuation process, safety policies, etc.
Staff Apprenticing Checklist (for a new Small Group Leader):
Time to arrive 8:20/10:20; Time to be in your classroom- 8:30/10:30
Breakfast- you can come earlier and grab breakfast
Emphasize importance of being on time
There is a meeting in your classroom on Sunday morning with your coach before opening room to check kids in
2. Setting up for your morning
Staff will hand each person curriculum and pass out supplies and walk them through this.
Kids arrive at all different times. Early arriver is design to be self directed giving you the opportunity to greet each child individual as they arrive and make them feel welcomed and comfortable
This activity hints to setting up what they will be learning (Bible Story in lg)
4. Large Group
Model worshiping God and listening during the Bible story
Stay with you group of kids at ALL times
Please make sure your kids are participating and monitor any distracting behaviors
Importance of staying with their kids- fire or emergency
Younger grades- adults kneel during worship so kids can see
Do not go back to opening activities unless it is something you are using after large group
Prioritize activities according to the kids in your group- however we try to prioritize them. (Bible Story review, Bottom Line Activity, Prayer, Memory Verse Activity)
Personalize- talk about the importance of being prepared and thinking through examples from their own life to help their kids get to know them
Jump Start- kids asking questions in their group to direct them and their parents to attend (kept in all classrooms and prompted in the curriculum at least once a quarter). Don’t steal parents thunder.
1st Sunday of the month
Happens after 9am and 11am service hours
Parents pick kids up from UpStreet and attend together
7. Pick Up
Importance of kids staying seated during pick up time
Take the opportunity to say hi to parents as they come to pick up their child from your group. Getting to know the parents of your kids could help us find a sub for you when you are out ; )
8. Straighten Up
Make sure your area is picked up and read for the next hour
LG rooms with tubs- remember you share it with another group so keep it cleaned out
*Restroom- let coach or greeter know; no one in a bathroom w/child
*SGL commitment/overview sheet
*Kick Off Meeting: (list of kids, classroom placement, t-shirt)
Step 11: Staff will follow up the Monday after his second apprenticing. The Groups Director will personalize the “Apprentice 2 Follow Up” email. Staff will personalize this email as to whether the volunteer is ready to start immediately or not until August. Staff will decide if additional apprenticing is needed and schedule accordingly.
Apprentice 2 Follow Up Email:
Well, you’ve done it! You’ve jumped through every hoop to be a UpStreet volunteer. I know it’s a long, thorough process. Thank you for being patient. We just want to make sure we have great, qualified volunteers working with our children. We’re very excited that you will be serving with us.
When we talked, you said you’d like to start serving right away. I’d love to have you join (grade), Room .
will be your coach. (He/She) will be your main point of contact going forward. Of course, you are welcome to contact me, but (he/she) will be your team leader! He/She is also the person you will inform when you are not available to serve on a Sunday. Here is ‘s contact information:
When we talked, you said you’d like to start serving on Promotion Sunday, August 14. You’ll be receiving additional information in the mail as the date gets closer. We’ll also have a “Kickoff” event on August to give you everything you need to get started and to meet the team you’ll be serving with in UpStreet. Please save the date. You won’t want to miss it!
Over the summer, many of our volunteers go on vacation and we need extra help in the classrooms. Would you be willing to serve a few Sundays this summer? Please let me know if you would be available.
Can’t wait to have you on our team! It’s going to be a great year on UpStreet.
Step 12: Staff places the volunteer in his new position. Hooray! If the volunteer is starting right away, staff assigns him to a classroom, small group, and coach. She also sends the “Coach’s Intro” email so that he can be introduced to his team. The coach will have his contact information and take it from there!
Coaches Intro Email:
My name is and I am your UpStreet Coach. I am so excited you’re on our team and I’m looking forward to getting to know you!
Each week, I will send you an email to share announcements, updates, and (curriculum) for Sunday. If you know you will be unavailable on a Sunday, please contact me so I can make sure we have someone to replace you.
If you have any questions or need anything throughout the year, I am here for you.
Looking forward to seeing you on Sunday!