Our volunteers in the class rooms are trained to say, "I'm sorry, for the safety of all our children we need you to go back to the help center" They are standing beside a nice sign on the door that says, No Receipt, No Child, No exceptions, and then they hand the parent a post card sized card that is a note from our Children's Pastor apologizing for the inconvenience (and asking them to return to the help center).
When they return the help center they are asked for their name and ID (typically a Driver Lic) and we pull them up in F1. If they are adults in the household or on the authorized list in F1 we fill out a big yellow ticket (1/2 sheet of paper) with the persons name on it, the date, the children's names they are picking up, and it is singed by the Lead Check-in person that day at the help center. They are also given a candy bar for their inconvenience (yes I personally have considered "loosing mine" just to get candy... but it doesn’t happen that often, unless its me and I'm hungry).
If they are not in the household or on the authorized list, which hardly happens anymore, we call contact numbers in the system to reach an adult and get verbal authorization.
It has never happened but if no can be reached then our Children’s and Family Pastor is called, or one of his Program Coordinators if he is gone or unavailable and they will come and make the final decision about releasing the child, or attempting more contacts or waiting for a call etc. Again this has never happened… typically a phone call solves the problem.
As an addition step, we use a code word entered into the comment field that print’s out on the name tags (where we put allergies, etc) DBL CHECK. The help center volunteers and the staff who would become involved are aware to check that. If it says DBL CHECK that means there has been a known custody issue or concern about the child. At that point we are extra careful.
Lastly when we began and were asked, what if I know the person can't I just let them pick up their child. We educated our volunteers and parents that while you may know the person and let them slide, the first time guest behind them who also forgot their ticket is going to be offended when they get sent back. That seems to make everyone understand when you offer up that explanation.
-Jeff
Jeff Cox
Business Administrator
Church on the Hill
McMinnville, OR
www.hillchurch.com
jcox@hillchurch.com