Vacation Bible School

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2 Vacation Bible School Be Prepared, Be Protected A Checklist for a Great Summer Program! To operate a safe, fun and effective Vacation Bible School, safety must be your primary consideration. To do this, it s important to operate with an overall plan as to where and when activities will take place and determine who is in charge of each area/activity. It s critical to monitor for safety continuously during these activities. While this list will not cover every safety issue that could arise, it provides a starting point churches can use to review and monitor possible safety issues prior to and during Vacation Bible School. Checklist for Safety: Physical Premises Indoor Make sure fire, electrical and building code requirements are up to date. Post fire escape routes and disaster procedures. Use only age-appropriate toys, inspected for small, broken, or loose parts; cleaned daily with a safe disinfectant. Inspect for preschool hazards- cords, electrical outlets, ladders, etc. Monitor areas for security breaches and crisis situations. Have a plan in place in the event such a situation arises. Outdoor Be cautious when using inflatable play equipment. Follow all manufacturer rules and guidelines, and those of the rental and 2

3 insurance company (where applicable). Inspect ahead of time for ant hills and other insects or nests. Use age-appropriate toys, inspected for small, broken or loose parts. Ensure playground equipment is properly maintained and safe. Remove any potentially hazardous maintenance equipment or supplies. Make sure that all activities are a sufficient distance away from any roads or traffic. If there are water activities, use safe, non-slip surfaces. Monitor areas for security breaches and crisis situations. Have a plan in place in the event such a situation arises. Ensure that children will not have access to poisonous plants. Medical Considerations Have trained medical personnel on the premises to respond to injuries, allergic reactions, or other medical emergencies. Ensure that registration forms provide space for information about food allergies and medical conditions. Consider purchasing snacks rather than having them provided by church members so parents with food-allergic/sensitive children can read labels. Make sure teachers and workers with children who have food allergies and other medical conditions are aware of the condition and know how to respond in case of an emergency. Sunscreen to avoid sunburn, perhaps advise parents to apply sunscreen at drop-off if children will be outside for more than a few minutes. 3

4 Provide plenty of water or other drinks, especially if children will be outside for any length of time. Use safe and age-appropriate craft materials (non-toxic glue, dullblade scissors, objects that can t be swallowed, etc.) to minimize risks of injuries and choking. Ensure that food is properly prepared and stored to avoid spoilage and choking hazards. Avoid hard foods, such as nuts, carrots, celery or other hard candies. Develop an accident/injury report to be filled out by workers/ medical care personnel in the event that a child has any sort of medical issue, including minor injuries, during VBS. Provide a copy of this form to parents or guardians and keep a record on file at the church. Worker Considerations Worker Qualifications Properly screen each worker who has not already undergone thorough worker screening in the church. This would include: Have worker fill out application with employment and church membership history, salvation testimony, references, education, degrees and licenses, and child care experience. Personally interview with a member of the pastoral staff. Undergo a criminal and civil background check (for adults). Contact references, including for minors. Because criminal background checks cannot be effectively conducted on minors, it s especially important to use a comprehensive worker application that asks for the names of two or three references teachers, coaches, youth leaders, or other people who know the applicant well. Maintain the six-month rule when it comes to children s ministry volunteers. Anyone who wants to volunteer in the children s ministry must be a member and attend the church regularly for at 4

5 least six months prior to serving. Worker Requirements Require attendance at pre-vbs training. Training content and attendance should be documented, and policies and procedures consistently implemented and enforced. Provide each volunteer with a description of their job duties so that he/she knows what they are responsible for before, during and after VBS each day. This will help to avoid confusion and gaps in responsibilities which could lead to potential liability exposures. Require each worker to read and sign a written acknowledgement and agreement to abide by church safety policies and procedures, including those related to child abuse prevention. Provide brightly-colored shirts, hats, or badges for the VBS workers so they can be clearly identified by the children and parents. Workers should be required to wear these daily. Require open viewing in all areas, at all times, either through windows or doors. Monitor restroom trips by having an adult check the restroom before children enter (to ensure it is empty) and then standing outside while in use. Maintain appropriate staff-to-child ratio. Have two adults present with child/ren at all times. Develop a clear policy for handling discipline issues during VBS. Devise a written plan, provided to all workers, as to what action(s) should be taken in the event of safety or security challenge. One worker in each area should have access to a phone or walkietalkie. Transportation If at all possible, have parents provide the transportation. This reduces a 5

6 potentially large area of liability for the church. If the church does provide transportation: Require that all parents have filled out and signed written permission forms and release of liability and waiver forms for each child being transported. During transportation, follow all safety procedures (seat belts, passenger limits, traffic rules, etc.). Be sure that all children are accounted for at all times. Do not allow drop-offs at different locations than pick-ups without a written directive from the parent/guardian, and only allow this at locations where the driver would already be making a stop. Develop a clear policy for handling discipline issues that arise during transportation of children to and from VBS. Registration / Sign In-Out Procedure Parents/guardians must sign a registration form with a record of the child s and parents/guardians names, address, contact information, emergency contact as well any medical issues, medications needed, food allergies, other allergies (such as mosquito, bee, or hay fever), or other medical conditions. Parents/guardians must sign a waiver/release of liability form for each child. Parents must provide written authorization as to who is permitted to pick up each child to ensure that the child is released to the designated parent/legal guardian or authorized relative/friend. Devise a card/claim check system to simplify the dismissal process. Parent or caregiver must present matching ticket for child. If there is no such system, require a photo ID for all parents who are not church members or personally known to VBS staff. Insurance Considerations Outdoor inflatable use often requires additional insurance 6

7 coverage. Miscellaneous Playground use often requires a particular adult-to-child ratio. Choose a supervisor for security for each area of the program. Have a post-vbs session to discuss what went well, what needs improvement, and to plan for next year! 7