NSC Management System

Enabling our Mission to lead people to become fully devoted followers of Jesus ...

Kevin Stone

Animals in the Church Building Operating Procedure

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While we love all of God’s creatures, our preference is that only service animals be brought into the church building during services or events.
We understand that we are not legally permitted to ask for documentation of a service animal. However, in consideration of families with allergies and sensitivities, we may ask whether the animal is necessary to be there.

If an attendee chooses to bring an animal into the building, we ask that:

  • The animal be held at all times or
  • Be in a carrier
  • Be wearing appropriate protective coverings (such as animal diapers) to prevent accidents

For the safety and comfort of all, if an animal is deemed unsafe or disruptive, we reserve the right to ask the owner to remove it from the premises.

Thank you for helping us maintain a welcoming and respectful environment for everyone.

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Accounts Payable/Receivable Operating Procedure

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Payables:

Payables shall be paid in a timely manner as to not incur late fees. Checks payable to self will be signed by one of the other signers on account.

Receivables:

Monies will be collected from giving boxes on a regular weekly basis by the Executive Assistant and one other person. Receivables shall be recorded and deposited in the bank weekly.

Recording:

Both payables and receivables shall be recorded in QuickBooks to maintain accurate records of NSC financial transactions. Checking and deposit accounts will be reconciled on a monthly basis with reports generated for monthly Elder review.

Audit:

Every 5 years an external audit will take place and be conducted by Larson Gross.
(Starting year 2024)

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Inconsolable Child Operating Procedure

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Ideas to help:

  • Pray over the child.
  • Speak calmly in low calm tones, sing songs.
  • Give a “tour” of toys or cars out the window.
  • Try to help them tune out any chaos that could be adding to overstimulation (face away from other children, point out simple things “This ball is orange. Do you like orange?”)
  • If the child doesn’t want to be held, honor it and give them space.
  • If the child does want to be held, honor it when possible.

If nothing works:

  • If a child is inconsolable for five consecutive minutes (crying/screaming) then page the parent.
  • When the parent arrives, give them a few minutes to soothe the child, and let them know that they can try again immediately, anytime during this service or next week, whatever they would prefer.
  • If they are interested, give the parents the printout on “Smooth Drop-Offs”.
  • Ask what we can do to help their child be more successful staying in Nursery/Toddlers.
  • Let the Director know so we can follow up with families to support them coming to church.

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Child Abuse Reporting Operating Procedure

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NSC staff and volunteers are expected to remain vigilant for any signs of child abuse, neglect, or exploitation. These responsibilities are not optional—we are all legally obligated to report any suspected cases.

Definition of Abuse, Neglect, or Exploitation

For the purposes of this policy, child abuse, neglect, or exploitation includes but is not limited to:

  • Physical Harm: Inflicting injury by non-accidental means, resulting in death, disfigurement, bruising, or impairment of physical or emotional health.
  • Risk of Harm: Creating a substantial risk to a child’s bodily function or development.
  • Sexual Misconduct: Committing or permitting any sexual offense against a child, as defined by law.
  • Cruelty or Inhumanity: Acts that cause pain or mental suffering, including extreme discipline that disregards a child’s well-being.
  • Assault or Mistreatment: Any criminal mistreatment or assault as defined by the criminal code.
  • Neglect: Failing to provide essential needs such as food, shelter, clothing, supervision, or medical care.
  • Endangerment: Actions or omissions that result in injury or pose a substantial risk to a child’s physical or mental health.
  • Failure to Prevent Harm: Not taking reasonable steps to prevent any of the above actions.

Reporting Protocol

  • Staff and volunteers must not attempt to assess the mental state of the alleged perpetrator or interview the child.
  • If there is knowledge of, or reasonable cause to believe, that a child has been abused or exploited—especially by another staff member, volunteer, or adult—it must be reported immediately to the Lead Pastor, Executive Pastor, or Elders.
  • Leadership will then notify the appropriate authorities, including law enforcement and the church’s insurance provider.

Documentation and Investigation

  • All reports must be documented thoroughly, including:
    • Date and time
    • Names of individuals involved
    • Description of the incident
    • Any witnesses
  • Every report will be taken seriously. External investigations by law enforcement will be initiated without exception.

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New Song Kids Scheduling Procedure

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Scheduling is done in two-month periods (“Scheduling Period”). A notification will be sent one month before the next period starts, and volunteers can add blockout dates in the Church Services App during that time.

After the schedule is finalized, volunteers are responsible for finding a substitute if needed. Substitutes can be found in the Church Services App under two tabs:

  • People Tab: A list of volunteers with contact information.
  • Plans Tab: View current and future schedules to find potential substitutes.

Reschedule requests must be made before Friday at 8pm the week you are scheduled, and the substitute must accept the change. After finalizing a substitute, notify Amber via email or text to update the schedule.

In the event of unforeseen circumstances (i.e. you or your kids are sick, family emergency, etc) after Friday at 8pm, text Amber as soon as possible so she can find your replacement.

We’re currently low on volunteers, so sign-ups for open positions can be found in the “Signup Sheets” in the “Schedule” tab of the Church Services App. Only sign up if you can commit to the time.

Contact Information:
Amber Abbott
Kids Ministry Administrator &
Saturday Service Coordinator
(360) 550-8942
11abbotta@gmail.com		 Amanda Raagas
Kids Ministry Director &
Sunday Service Coordinator
(360) 201-5679
araagas@nscbellingham.com

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Kids Ministry Early Childhood Volunteer Packet

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Leading our little ones to encounter the love and presence of the Lord

Welcome to the Early Childhood Team!

First off, you are a gift from God and an answer to prayers! You bring a unique perspective and set of giftings to our team, and we are excited to see you thrive as you serve in this ministry and our church community. The work we do in early childhood ministry is foundational. We’re nurturing seeds of faith in our littlest ones, planting the beginning of their lifelong relationship with the Lord. We believe that the care and discipleship we offer today shapes the future of the church—and that’s something truly exciting!

Culture of Early Childhood Ministry

At New Song Early Childhood, we’re committed to creating a safe, loving, and Christ-centered space where young children can experience God’s love. Even as they’re learning to express their faith, we believe they can encounter Jesus and start to build a strong, lasting foundation in Him. As leaders, your role is essential in making these early years a time of joy, comfort, and spiritual growth. Here’s what we aim to embody:

Christ-Centered Care

In these early years, we want each child to feel God’s love. We create a loving, safe environment where they know they are cherished by God. Whether through a kind word, a song, or a smile, every moment points to the truth that Jesus loves them.

Fostering Early Encounters with God

Even if they can’t yet express their faith, young children can still experience God’s presence. Through simple prayers, songs, and our care, we help lay the foundation for their relationship with Jesus. We believe God is already nurturing their sense of belonging in His family.

Heart and Presence, Not Just Hands

Serving in Early Childhood is more than just overseeing children—it’s about being present and showing them the love of Jesus. Every hug, song, and word reflects God’s heart for them. This ministry shapes their early understanding of who God is and how much He loves them.

Expectations

Safe and Welcoming Environment

Our primary responsibility is to create an atmosphere that is warm, welcoming, and Christ-centered.

Commitment and Responsibilities

  • Background Check: Must be completed and cleared before serving.
  • Team Meetings: Attend regularly scheduled team meetings.
  • Regular Attendance: Attend New Song Church regularly
  • Planning Center: Confirm or decline availability within 3 days.
  • Scheduling: Block out unavailable dates at least 30 days in advance (except emergencies).
  • Arrival: Be present 15 minutes before service for prayer.
  • Engagement: Stay fully engaged with the kids during class time.
  • Reflect Jesus in all areas of life (Ephesians 5:1-2, 1 Corinthians 11:1).
  • Be mindful of social media. Parents may check your accounts, so post content that reflects Christ’s character.
  • Spend time with Jesus. Personal time in prayer and the Word is key for spiritual growth and effective ministry.

General Classroom Policies

  • Two volunteers must be present at all times. They cannot be dating, married, or related.
  • Keep the bottom door locked and the top door open when children are present.

Name Tags

Children must wear name tags, and parents must have the matching pickup code. If a parent protests, kindly explain:

We understand it’s inconvenient, but this is a safety measure to ensure all children are safe and accounted for.

Paging Procedures

  • Use the tablet to page parents by typing the child’s ID tag number and pressing ADD.
  • The number will display in the Worship Center.
  • Once the parent arrives, press Delete to remove the ID number.

In case of a medical emergency, don’t rely on the paging system. Direct someone to get security and/or the parent.

Inconsolable Child Protocol

If a child is inconsolable for 5 minutes or more, try the following techniques:

  • Pray over the child.
  • Speak softly and calmly, sing songs, or offer distraction such as a toy.
  • Acknowledge their feelings, “It’s ok to feel sad. Our grownups always come back!”
  • Give a “tour” of toys or cars out the window.
  • If the child continues to be upset, page the parent for assistance.
    • When the parent arrives, give them a few minutes to comfort the child (they can come into the room), and let them know they can try again either during this service or next week, whichever they prefer.
    • Ask what we can do to help their child be more successful.

Restroom Procedures

  • Notify your teammate when you are assisting a child to the restroom.
  • If the child needs assistance beyond getting onto the toilet, page the parent to come and assist.
  • Help with handwashing, maintaining transparency while respecting the child’s privacy.

Bodily Fluids / Illness / Injury

  • Gloves are always provided. Use them if it’s wet and not yours.
  • Wear gloves when dealing with vomit or blood.
  • Secure the area and ensure privacy for the affected child.
  • Page parents to care for their child. In an emergency, send someone to get security and the parent.
  • Radio security to handle clean-up and fill out an Ouch Report as soon as possible.
  • Do not allow children with the following symptoms:
    • Green/yellow runny nose
    • Fever, vomiting, or diarrhea within the past 24 hours
    • Persistent coughing, rash, or open sores
    • Unusual irritability or fatigue
    • Upset stomach or swollen, red, or runny eyes
  • If a child gets injured, page the parent immediately. Fill out an Ouch Report and notify the director.
    • For medical emergencies, direct someone to call 911 FIRST and get immediate help.

Unsafe Behavior

If a child becomes physically violent (hitting, kicking, etc.):

  1. Remove them from the interaction.
  2. Set a clear boundary: “We do not hit/kick.”
  3. If the behavior persists, page the parent and notify the director for pickup.

Snacks and Allergens

  • We generally do not allow outside snacks to prevent allergen risks.
  • If a parent requests an exception, the snack must be free from the Big 8 allergens (milk, eggs, soy, peanuts, etc.).

Fire and Evacuation

In the event of a fire or evacuation, follow these steps:

  1. Nursery: Exit through the door by the mother’s room or the front doorway, depending on which is safest at the time.
  2. Toddlers: Exit through the door by their bathroom (next to the mother’s room).
  3. Evacuation Cribs: Use evacuation cribs to transport children outside safely.

Meeting Place: After exiting, gather all children at the designated meeting place—the church parking lot near the playground, away from the building, so security can account for everyone. Do not re-enter the building until it is declared safe by the appropriate authorities.

Emergency / Lockdowns

Radios:

  • Every classroom has a two-way radio provided by Security.
  • Press and hold the button to speak clearly, release to hear a response.
  • In a medical emergency, don’t rely solely on the radio—give clear instructions to a specific person.

Lockdown (Internal Threat):

  • Immediately bring any students in the hallway into your classroom.
  • Lock all classroom doors (top and bottom).
  • Have kids gather in the farthest corner and sit quietly until security clears the room.

Lockdown (External Threat):

  • Keep all children inside and continue activities until security releases them.
  • Never open the back door if someone knocks—call security.

Related Documents:

Kids Ministry Director Job Description
Kids Ministry Early Childhood Volunteer Packet PDF
Ouch Report