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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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

Kids Ministry Packet

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Leading kids to become fully devoted followers of Christ!

Welcome to the Kids Ministry Team!

First off, you are an answer to prayers and a gift from God! You bring a unique perspective and set of giftings to our team, and we can’t wait to see you flourish and enjoy the fruits of serving in this ministry and church community. We believe discipling and caring for our kids has immense kingdom impact! We’re tending seeds of faith that will hopefully grow into lasting relationships with the Lord. Serving in kids ministry shapes what the church will look like in 20 years—exciting, right?

Culture of New Song Kids (NSK)

At New Song Kids (NSK), we’re committed to creating a Christ-centered environment where children encounter Jesus, grow in their faith, and feel truly loved. As leaders, your role is vital to this mission. Here’s what we strive to embody:

Gospel-Centered

Every story in NSK points back to Jesus—His life, death, and resurrection. We want kids to understand that Jesus is the fulfillment of God’s plan from the beginning, and every Bible story leads us back to Him.

Encounters with Jesus

Our goal is for every child to know Jesus personally through authentic encounters with Him, facilitated by the Holy Spirit. We believe every child is capable of encountering His presence, no matter their age. There’s no “junior” Holy Spirit—God moves powerfully in the hearts of our kids.

Heart, Not Just Hands

Serving in kids ministry is about more than just showing up. It’s about investing in the next generation, guiding, discipling, and helping them encounter Jesus. Every moment in this ministry has eternal value, and the work we do shapes their spiritual journey and makes a lasting impact on the Kingdom of God.

Expectations

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 to stay connected.
  • 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.
  • If something seems off, talk to the parents directly, or have the director intervene.

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.”

Bodily Fluids / Illness

  • 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

Behavior Management

  • Always assume the best intentions behind a child’s actions.
  • No physical discipline.
  • Remind kids of rules (like at home or school).
  • Be patient, especially with new or shy children.
  • If a child is unkind, have them apologize to the other child. We don’t tolerate bullying, but we always love the one acting out.
  • Unless it’s a safety concern, a quiet 1:1 reminder is often enough.
  • For older kids, check if something else is behind their behavior. Building trust and relationships is key.

Follow the Three Warning Rule:

  1. Quietly ask the child to stop (1st warning).
  2. Take them aside (2nd warning), let the parent know after service.
  3. Page the parent to come pick them up (final warning).

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.

Restroom Procedures

Boys:

  • A male volunteer escorts each boy to the downstairs bathrooms.
  • If the security person is male, they check the bathroom; if female, the male volunteer checks it.
  • Wait until the bathroom is clear before allowing the child to enter. Adults must wait until all kids are out before entering.
  • After the child finishes, escort them back to their classroom.

Girls:

  • A female volunteer escorts each girl to the downstairs bathrooms.
  • The volunteer checks the bathroom and waits outside while the child enters. Adults must wait until all kids are out before entering.
  • After the child finishes, escort them back to their classroom.

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.

External Threat:

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

Fire / Evacuation Procedures

General Evacuation:

  • Grab the clipboard and first aid backpack.
  • 2nd-5th Grade Room: Exit through the back door and outside staircase. If blocked, use the main center stairwell.
  • Pre-K Room: Exit through the back door and outside staircase. If blocked, exit via the balcony and kitchen stairs.
  • Meeting Area: Walk across the east parking lot to the furthest northeast corner.
  • Once at the meeting area, check the roster.
  • If all kids are safe, hold up the green card; if any are missing, hold up the red card. Security and the Kids Ministry Director will check in with those holding red cards.

Graduation

Children will move to the appropriate classrooms at the end of the school year or on their birthday.

Related Documents:

Kids Ministry Director Job Description
Kids Ministry Packet PDF