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Children visiting with several families

Last post 03-06-2009, 7:44 PM by jcox. 3 replies.
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     02-24-2009, 3:31 PM 13818

    Children visiting with several families

    Does anyone have any advice on how to handle children that come with multipal families?

    Example: Jimmy comes with Bob & Sally week one. Jimmy comes with Dan & Laura the next week. So now Jimmy is in there twice under 2 families, non of which are his actual parents.

    Right now we have been merging the duplicates into the most recent family that brought them, but now are running into the issue that they come back with "Bob & Sally" and our check-in team creates them again.

    I'm not sure if the answer is to leave the duplicates, (Keep in mind that we check-in around 40-50 "new/visiting" children each week)  if we just leave these kids in each family they come with we'll have tons of duplicates.

    I tried to find an answer, but non of them really answered the multipal family question. They recommending setting up new households for each of these kids, and that doesn't really solve the issue at check-in. The check-in team will either recreate them within the family they came with or the parent will get 2 receipts, one to pick up their children and then one for the visitor. This of course slows down the check-in time since they'll have to do it seperatly.  ANY ADVICE PLEASE? =)

     Thanks!

    Rachel


    Rachel Curtiss
    F1 Champion
    Church of the Highlands
    Birmingham, AL
    | Filed under: ,

     02-27-2009, 12:46 PM 13834 in reply to 13818

    Re: Children visiting with several families

    We have the people at our check-in desk watch for these things, and we no longer let our check-in volunteers enter new people (because of this problem).  We have worked very hard over the past year to ensure that we don't have this happen.  Although it is convenient to have them in their household if they bring them and not the parents, it is a nightmare if you try to do a church directory or any other reports.  We had one household when we tried to do the directory with 23 kids (they have three).  All the rest were visitors.

     If the child is not a member of their family, we have them fill out a form that has the child's parent(s) names, address and phone.  That Sat./Sun. they get a temporary name tag (we have them pre-made with security codes etc.)  Then on Monday when we then enter the new households, the parents are listed as 'parent of child attending' and the child as a visitor.  When the child comes with someone that is not a parent, they have to go into their phone number household or by last name to check in. It also helps us to not have just a child listed in our system with no parents.  We try to do the same with grandparents, aunts/uncles, etc.

     We do have some kids where both parents attend our church but are divorced.  In those situations we leave the child in the household of their primary residence.  

    I find this keeps our data cleaner, and ensures that we have kids where they belong.  We have found this helpful in cases of needing to reach parents also regarding issues with the child.  There are still some wrong in our system, but we have found this helps with it getting worse.  It also makes it easier to clean up data weekly for duplicates.

     Good luck. 

    Donita

     

     03-02-2009, 1:19 PM 13850 in reply to 13834

    Re: Children visiting with several families

    In the case like this, because of our security policies, we add the children in under the family they are visiting with. This does create some duplicates for a few children. Part of our reasoning is that if the family they are visiting with and lose the parent tag, then the family the children are able to pick up the child and not have to go through hoops.
    --
    Jonathan Malinaric
    Children's Ministry Guest Relations
    New Life Church, Colorado Springs, Colorado
    A Family Ministry Center

    www.newlifechurch.org

     03-06-2009, 7:44 PM 13891 in reply to 13818

    Re: Children visiting with several families

    if you have a fairly heavy load doing check-in this is a real probelm  We battle it also, and for the most part you have to accept some duplicates.  This has been our strategy...

    1) When we catch it and know abou it, our check-in volunteers ask them to checkin udner their house hold seperately and the paretns they came with get two tags.

    2) When we find them new from check-in, add them to the family they came with as visitors and change the last name to Smith (Visiting Record).

     3) we really push self-check-in and it was interesting to watch, in many cases paresnts woudl send their kids with the barcode key chain.  Just assuming they woudl need it.

     

    -Jeff


    Jeff Cox
    Business Administrator
    Church on the Hill
    McMinnville, OR
    www.hillchurch.com
    jcox@hillchurch.com
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