STUDENT MINISTRY GUIDELINES AND FORMS

STUDENT MINISTRY GUIDELINES AND FORMS Table Of Contents TRAVEL GUIDELINES FOR: Camps ~ Retreats ~ Overnight Transportation Restaurants EMERGENCIES: Emergency Procedures Medical Emergency Procedures LEADERSHIP: Chaperone Guidelines Policies & Guidelines For Handling Money Student Ministry Leadership Application Student Ministry Leadership Covenant FORMS: Annual Medical Release/Permission Slip Damage Report Drivers Application Event Promotion/Permission Slip Incident Report Medical Release/Permission Slip Parent Information Form

TRAVEL GUIDELINES CAMPS ~ RETREATS ~ OVERNIGHT TRIPS These guidelines were created with the purpose of maintaining an enthusiastic, Christ centered atmosphere while protecting all those attending. Students agree and commit to be respectful to chaperones at all times. (Even when they are tired and not much fun to be around.) BE ON TIME!! BE ON TIME!!! BE ON TIME!! (Those that are late will be required to sit with the tired chaperones that are not much fun to be around.) Students agree to be in their rooms by lights-out. Fire or medical emergencies are the only excuses for being out of the room after lights out. All damage will be paid for by the room occupants. That means leaving all water guns, water balloons, shaving cream etc. at home. A chaperone must be aware of students where-abouts at all times. After dark, students agree to be within eyesight of a chaperone unless otherwise agreed to in advance. Guys are not permitted in girls rooms. Girls are not permitted in guys rooms. No one from outside the group is ever to be invited into a group member s room. Group members are not to enter the room of someone outside the group. Students agree to attend all required events without exceptions. Failure to follow these guidelines may result in the student being sent home at the parent s expense. Expenses of the accompanying chaperone will also be the parent s responsibility. Student s Signature - Parent s Signature - Parent s contact Number -

TRAVEL GUIDELINES Transportation: No Alcohol ~ Tobacco In Any Form ~ Illegal Drugs & Nothing That Explodes!! Pick up and drop off students so they are not required to cross the street. Drivers should not be required to discipline. Appoint another with this responsibility. Each vehicle must have at least one chaperone in addition to the driver Doors must remain closed while vehicle is in motion. Emergency door must remain unlocked while bus is occupied. Never transport more than the posted number of riders. To avoid the fire hazard, fuel vehicles only when unoccupied. Keep aisles clear at all times. Know required vehicle clearance. Consider utilizing a trailing vehicle to deal with emergencies, reducing the affect on the entire group. ADDITIONAL TRANSPORTATION GUIDELINES Know the church insurance company s position on the use of 15 passenger vans. If using volunteer or staff owned vehicles, consider having the church purchase nonowned/hired auto liability coverage. All drivers must be 21 or older. Establish an approved drivers list utilizing the Drivers Application Form. Students are not allowed to drive under any circumstances. Communicate the expectation of drivers obeying all traffic laws. Leave a list of all attendees and travel plans with a contact person or in the church office. It is a good practice to rent or lease a vehicle rather than borrow. Insurance coverage is much more clearly defined and mechanical problems are the responsibility of the rental company.

TRAVEL GUIDELINES RESTAURANTS Eating in restaurants is a privilege that may be lost if the following guidelines are not obeyed. The goal of all restaurant visits is to enjoy the meal while leaving as little mess as possible. Wait staff will be treated as if our visit is their only opportunity to see how Believers are supposed to treat others. Tipping is part of our witness. 20% is the standard we will use while traveling. Food is for eating, not throwing!! Uneaten food is never to be mixed, mashed combined or used as a science experiment. Any problems with the food or wait staff will be handled by the senior staff member or volunteer leader only. As with all other activities, no one ever goes to the restroom by themselves. All eating contests must be approved by the senior staff member or volunteer leader prior to ordering. You will pay for all the food you order. Think before you try something new. Know the rules for food on the van or bus before leaving with uneaten food. Group arrangements and time constraints always take precedence over individual desires.

EMERGENCY PROCEDURES EMERGENCY PROCEDURES APPLY TO ALL YOUTH MINISTRY ACTIVITES. EMERCENGY PROCEDURES SHOULD BE COMMUNICATED TO ALL YOUTH LEADERS. Provide all youth leaders with a written manual including emergency procedures. Verbally explain emergency procedures during new leadership training. Assign emergency or crisis managers for each event. Make sure a male and female is assigned. Leaders and staff must be made aware of who the crisis managers are or who is on duty if the event requires multiple crisis managers. Keep a well stocked medical kit easily accessible. Make sure all leaders know the plans for making emergency notifications prior to any emergency. Unless otherwise assigned, notifications are to be made by the senior staff member or event leader ONLY. Consider offering first-aid and CPR classes for all leaders. Identify emergency care facilities in advance. Be sure a certified lifeguard is on duty when swimming is part of an activity. Emergency Medical Phone Number - Hospital Phone Number - Other Important Phone Number - Other Important Phone Number - Other Important Phone Number -

MEDICAL EMERGENCIES If there is ANY DOUBT call 911. Always have 2 adults/chaperones accompany the injured/ill student for medical attention. Become aware of special medical conditions prior to event Contacting parents or guardians is the responsibility of the senior staff member or event leader ONLY. Address/inform entire group in one gathering, as soon as practical. Fully document incident/illness as soon as practical. Emergency Medical Phone Number - Hospital Phone Number - Other Important Phone Number - Other Important Phone Number - NON-MEDICAL EMERGENCIES Secure group in a safe location. This is especially important when dealing with a vehicle breakdown. Establish a plan for dealing with emergency expenses in advance. If this involves a church credit card make sure more than one individual has been assigned a card. Establish a calling plan to inform parents of late arrivals, breakdowns etc.

For serious emergencies conduct a parent information meeting immediately upon return. CHAPERONE GUIDELINES A Leadership Application and background check must be completed before being considered for the position of Chaperone/Volunteer Leader in the youth ministry. Those wishing to drive must also complete a Drivers Application annually. All Chaperones/Volunteer Leaders must attend leadership orientation prior to leading any events or activities. All Chaperones/Volunteer Leaders must be aware of all Emergency and Medical Emergency Procedures. Chaperones/Volunteer Leaders must attend all scheduled event, camp or activity meetings prior to events they will be attending. Chaperones/Volunteer Leaders are expected to be actively involved in building relationships with the students. Chaperones /Volunteer Leaders must live up to the same standards to which students are being held. You are part of the leadership team, remain a leader at all times. Chaperones/Volunteer Leaders should arrive for events/activities 15-30 minutes prior to students. Chaperones/Volunteer Leaders should dress Appropriately for the event/activity. While maintaining order, control and participation is part of a Chaperone, Volunteer Leaders responsibility, major discipline issues should be referred to the senior staff member or Volunteer Leader in charge. ADDITIONAL GUIDELINES WHILE TRAVELING Chaperones will be assigned to every student room when numbers allow. No Chaperone will be assigned to a room with fewer than 2 students. Male Chaperones will be assigned to male rooms, female Chaperones will be assigned to female rooms regardless of other family members traveling with the group. Every effort will be made to ensure the Chaperone has a bed to themselves regardless of room configuration. Chaperones must be dressed/covered in front of students at all times.

No special privileges can be granted by a room chaperone. Privileges for one room apply to all. STUDENT MINISTRY LEADERSHIP COVENANT After spending time in prayer, observing the youth ministry of our church, and discussing the necessary commitment with my family, I agree to commit to the following: A growing and maturing relationship with Christ. As part of this maturing relationship, I am committing to an ongoing time of personal study and prayer as well as active attendance and participation in the church. Modeling a Christ-like lifestyle with or without students being present. I further agree to enforce and model the same standards required of the students. At least 1 year of service in the Youth Ministry of the church. Finding at least one other adult leader to help meet the growing needs of the Youth Ministry. To be a team player, supporting the vision and purpose of the entire Youth Ministry. Understanding the importance of my example, I agree to be on time and consistent when attending assigned events/activities. To call, providing as much advance notice as possible, if I am unable to keep my activity/event commitment. To attend all scheduled training and leadership meetings. Signature - Date -

ANNUAL MEDICAL RELEASE & PERMISSION FORM Effective Dates: to Name: Birthday Last First Middle Age Grade Email Address City State Zip Home Phone Cell Phone Mother s Name Wk Phone Cell Phone Father s Name Wk Phone Cell Phone Emergency Contact Wk Phone Cell Phone Physician Office Phone Dentist Office Phone Medical Insurance Company Policy Number Medical History Asthma Sinusitis Heart Trouble Kidney Trouble Diabetes Epilepsy/Seizure Stomach Other Trouble Allergies: Food: Medication: Insect Stings/Bites Poison Oak, Ivy etc: Does this student wear: Glasses Contacts Dental Appliances Previous Operations or Serious Illness:

Should this student s activities be restricted for any reason? STUDENT CONDUCT AGREEMENT ALL STUDENTS PARTICIPATING IN CHURCH EVENTS MUST ADHERE TO THE FOLLOWING: Follow Travel Guidelines at all times No possession or use of alcohol, drugs or tobacco Students may not drive or transport other students at any time No weapons, fireworks, lighters or anything else that explodes No offensive or immodest clothing Respect Off Limits areas at all times Group participation is expected Respect leaders, staff and fellow students Respect and comply with all event schedules STUDENTS WHO FAIL TO COMPLY WITH THESE EXPECTATIONS MAY BE SENT HOME AT THEIR PARENTS EXPENSE! I understand the Student Conduct Agreement and agree to abide by this code of conduct. Student s Signature Date PARENTS INFORMATION AND CONSENT There are times when the student ministry events/activities can be very strenuous, requiring a great deal of movement and exertion. If you desire to limit your child s participation in any event/activity, please submit your wishes in writing to the Youth Minister or Youth Volunteer Leader prior to the event. has my permission to attend all youth activities sponsored by from to. Having legal custody of the student named above, I give my consent to obtain medical attention deemed necessary by the Youth Staff, Adult Leaders or medical facility. I further understand that there are inherent risks involved in any ministry or event/activity and release the Church and its staff of any liability against personal loss. I also acknowledge responsibility for the cost of any medical care not reimbursed by my health insurance provider. I agree to reimburse all expenses for my child having to be returned home because of illness or disciplinary reasons.

I grant permission for pictures or videos taken of my child while attending church activities or events to be displayed or used in future services or promotion. Parent s Signature Date DAMAGE REPORT Date of Damage: Date Report Filed: Person Filing Report: INSTRUCTIONS: Damage Report should be completed as soon as practical by the individual in charge of the event/activity. One copy must be turned in to the assigned staff member or church office. What was damaged: How did the damage occur: Who, if anyone, was involved with the damage: Names of all witnesses: What action was taken: Additional Comments:

ANNUAL DRIVER S APPLICATION Drivers Name Driver s License Number Issuing State Expiration Date Type of License: Operators Commercial (CDL) Chauffer Other Current Address City State Zip Home Phone Work Phone Cell Phone Birth Date Social Security Number Auto Insurance Company Policy Number Date of last physical Describe any medical conditions that could affect your ability to safely transport students or adults: Have you been convicted of any moving violations in the last five years? If yes, please describe each conviction: Do you have any restrictions or endorsements on your driver s license? If yes, please list the restrictions or endorsements: Have you been involved in any motor vehicle accidents in the past five years? If yes, briefly describe each accident: Have you been convicted of a DUI, or had your license suspended or revoked in the past five years?

If yes, please provide complete details: DRIVER S APPLICATION Page 2 Does our church have any reason to be concerned about your ability to be a responsible and careful driver? If yes, please briefly describe: My signature bears witness that the information and statements provided are true and complete. I agree to notify the church within 14 days of any changes in the above information. I authorize the church to verify all information with the Department of Motor Vehicles. laws. By signing, I agree to abide by all safety procedures established by the church and to obey all traffic Signature Date Please Print Name Clearly Please attach a photocopy of both sides of your current driver s license to this form. If you hold a CDL, please attach a copy of your current health form. Please attach a photocopy of both sides of your current auto-insurance card. Office Use Only: DMV Check: Date Contact Approved by Insurance Company: Date Contact Approved to Drive: Date By

INCIDENT REPORT Date of Incident: Date Report Filed: Person Filing Report: INSTRUCTIONS: Incident report should be completed as soon as practical by the individual in charge of the event/activity. One copy must be turned in to the assigned staff member or church office. Additional witnesses are encouraged to complete reports as needed. Name of individual filing report: Your involvement in the incident: Where did the incident occur: Individual(s) injured and description of injuries: Actions taken on behalf of injured: Names of all involved: Names of all witnesses: Description of incident: Additional Comments:

MEDICAL RELEASE AND PERMISSION FORM Name: Birthday Last First Middle Address City State Zip Age Home Phone Cell Phone Emergency Contact Wk Phone Cell Phone Physician Office Phone Dentist Office Phone Medical Insurance Company Policy Number Medical History Asthma Sinusitis Heart Trouble Kidney Trouble Diabetes Epilepsy/Seizure Stomach Trouble Other Allergies: Food: Insect Stings/Bites Medication: Poison Oak, Ivy etc: Previous Operations or Serious Illness: Permission For Treatment My permission is granted for Baptist Church staff member or adult leader in charge of to obtain necessary medical attention in case of sickness or injury for the above named student. I the undersigned, do hereby release and forever discharge all sponsors and Baptist Church, South Carolina from any and all claims, demands, actions or cause of action, past-present-or future existing out of any damage or injury while participating in this event. I grant permission for pictures or videos taken of the above student while attending this event to be displayed or used in future services or promotion.

Dated This of, Signature of Parent/Guardian Dated This of, Notary Signature (Attach/photocopy insurance card on back) PARENT S INFORMATION My Commission Expires: Student Name Grade Student Name Grade Student Name Grade Student Name Grade Mother s Name Address Home Phone Work Phone Cell Phone E-mail Father s Name Address Home Phone Work Phone Cell Phone E-mail Available Resources For Student Ministry Please indicate numbers next to all checked items: Van Jet Ski Boat Pool Home Cabin Lake Tents Available Helps For Student Ministry Crowd control Information Staff Serve Food Shopping For Supplies Art & Decorating Phone Calls Video Computer Skills Web Design Photography Promotion/Newsletters Scholarships Misc. Office Help Transportation Other Leadership Abilities

Bible Study Leader Small Group Leader Activity Leader Activity Staff Refreshment Coordinator Outreach Leader Planning Team Mentor Special Projects Resource Librarian Topical Speaker (List Topics) Worship Team Vocals Instrumental Drama Other