4 Fundamentals in Children’s Ministry Volunteer Handbooks

 

This post was generously provided by Content Marketing Manager Courtney Weaver  of Wonder Ink and Ministry Spark (see bio below).

 

Every children’s ministry leader knows that ministry work takes many hands. Between weekly Sunday school classes, periodic outreach events, and personally engaging with the kids and families in your program, furthering your ministry’s work is a full-fledged team effort.

 

Volunteers provide the helping hands needed to carry out the tasks that make your ministry’s activities possible. Beyond that, they serve as mentors, role models, and trusted team members who help your ministry—and, most importantly, the kids you serve—thrive.

 

However, it’s up to us as ministry leaders to develop the guidelines and expectations that volunteers should follow. When we do our part to prepare volunteers, we set them up for success—which is why your ministry needs a thorough volunteer handbook! Let’s review the fundamental elements every children’s ministry volunteer handbook should include.

 

1. A Clear Explanation of the Ministry’s Mission

 

The basis of every children’s ministry volunteer handbook should be a clear mission that guides your work. The ministry’s mission provides purpose and direction for volunteers’ roles, ensuring they’re both fulfilled by the experience and aligned with the ministry’s values. As a result, they’ll be better equipped to teach and interact consistently with your overarching goals.

 

Here are a few essentials to include:

 

  • Your ministry’s mission statement, vision, and core values
  • Your church-wide mission, and how the children’s ministry furthers it
  • Themes from the children’s curriculum your ministry uses
  • Volunteers’ connection to your mission (i.e., why their contributions are important)

 

A thorough handbook should also direct volunteers to additional resources that explain the mission in more detail. For example, provide links to your ministry’s website in a digital handbook so volunteers can easily access pages, like your About page, for extra information.

 

2. Volunteer Roles and Responsibilities

 

Have you ever tried to build something without the instruction manual or cook a meal without a recipe? While step-by-step instructions aren’t always necessary, it never hurts to follow a set of general guidelines. That’s what handbooks should provide for volunteers!

 

In your ministry’s handbook, define volunteers’ roles, so they know what’s expected of them. This could include:

 

  • Detailed descriptions of the role: What does each volunteer’s role include? For example, an assistant teacher might also be responsible for planning weekly lessons or games.
  • Time commitment: How often are volunteers expected to help out and at what times? Also, how will your leadership team track their volunteer hours?
  • Daily or weekly responsibilities: List any additional recurring volunteer responsibilities. Perhaps volunteers should take turns leading the group in prayer before releasing the kids back to their parents.

 

Use this section to also inform volunteers of any tools or resources they’ll use. For example, is there a particular version of the Bible you’d like them to use when referencing specific verses? Will volunteers need to know how to use your children’s ministry curriculum’s digital interface?

 

Wonder Ink recommends considering the user-friendliness of any tools provided by your curriculum to ensure it supports your volunteers’ needs, too. This could include training resources, editable lessons, and other features that will help volunteers fulfill their roles seamlessly.

 

3. Safety and Security Protocols

 

Creating a safe environment for children to learn and grow spiritually is more than just an element of volunteer management—it’s crucial to your mission. Safety and security protocols not only protect the children in your ministry, but they also protect your volunteers, build trust with parents, and create a culture of accountability.

 

These protocols should include:

 

  • Background checks: Require all volunteers to undergo background checks upon initial registration. Then, conduct rechecks periodically, such as once a quarter.
  • Emergency procedures: Outline policies for specific emergency situations, such as medical emergencies (like injuries or allergic reactions) or severe weather.
  • Waivers: Draft waivers that ask volunteers to acknowledge the risks associated with serving your ministry and agree to follow your ministry’s policies and procedures.

 

These procedures should be clearly documented in your volunteer handbook to answer any questions volunteers may have about your ministry’s policies. It’s also important to incorporate regular training that covers what volunteers should do in an emergency.

 

4. Curriculum Philosophy and Overview

 

Since volunteers will likely help your ministry teach from a dedicated curriculum, they must be familiar with its materials. Include a section in your volunteer handbook that offers an overview of the curriculum you use and explains its core values.

 

This section might explain:

 

  • The purpose of using this curriculum: Briefly explain what made your ministry decide to use this curriculum and how it’ll impact the kids in your group.
  • Lesson structure: Describe the themes, units, and lesson types included in the curriculum. Also, highlight additional resources your volunteers will have access to, such as videos or presentation slides.
  • Guidelines for selecting curriculum: Be transparent about the selection process. How does your ministry choose the curriculum it uses? Is volunteer input invited? If so, how can volunteers provide their feedback?

 

If you’re not already using a curriculum, browse free samples of children’s church lessons to find one that aligns with your ministry’s beliefs and priorities. Once you choose one, you can include snippets of these lessons in your volunteer handbook to provide a firsthand view of the lessons you’ll be teaching.

 

In addition to these fundamentals, the most critical element of an effective volunteer handbook is relevance. Ministry leaders should revisit volunteer handbooks periodically to ensure every section is up-to-date and effective. For example, you may find that you need to update an emergency procedure or revise your description of the ministry’s mission.

 

Also, remain open to volunteer feedback concerning the handbook’s content. Your volunteers are at the forefront of your ministry’s efforts, and their perspectives should be considered when creating guidelines for their involvement. In the end, volunteers who feel like their voices are heard will feel more like partners in your ministry, deepening their commitment to furthering your work!

 

About the author:

 

Courtney Weaver is the Content Marketing Manager for David C Cook’s curriculum resources Wonder Ink and Ministry Spark. Her experience in content creation and deep passion for sharing the beautiful grace of Jesus with others brings a unique blend of expertise to her role. As the worship leader at her church, Courtney understands the importance of engaging believers, not just once a week, but every day. She’s passionate about engaging kids in relationship with God on a daily basis.