V O L U N T E E R  

E X P E C T A T I O N S

 

What/Who is the Volunteer Support Team?

The Volunteer Support Team (VST) is a team of leaders who work to keep the volunteer family running smoothly. They serve as onsite coordinators during Crossroads services and special events, and also work during the week to manage logistical issues. They stand as a resource to you as a volunteer, so don't hesitate to contact them with any questions, suggestions, or needs.

 

Shadowing/Precepting

Shadower: the new volunteer who is learning the area. Preceptor: the experienced volunteer who is teaching the shadower. Preceptors are defined per serving area, and are chosen and approved by the staff and VST (and the XR Kids Coordinators for the classrooms). All Studio and Explorers Lead Teachers also serve as Preceptors. Shadowers are always assigned directly to a preceptor. The preceptor should arrive 5 minutes early, so they are ready for the shadower. Preceptor/shadower assignments are listed in the weekly reminder. If you are interested in becoming a preceptor in a particular area, please notify the Volunteer Coordinator.

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Scheduling

All volunteer scheduling is handled through the Planning Center website (services.planningcenteronline.com). All volunteers will have their own individual account tied to their email address. It is possible for multiple family members to use the same email address. In that situation, each family member will have the same email address, but a different password per family member (and each person's schedule should be viewed separately). The first round of scheduling is done approximately on the 15th of the month prior; however, the schedule is constantly changing as requests are declined and replacements are selected. You may receive requests throughout the month.

 

Accepting/Declining Requests

In an effort to show respect to our fellow volunteers, all Crossroads volunteers operate under the expectation of responding to requests as soon as possible. The more information you can provide, the better.

 

Blocking Dates

Dates can be blocked off far in advance. The sooner you can block dates, the better. Block off a date as soon as you know about it, even if it's tomorrow. Even if you've already declined a request for that date, chances are good that you will get another request for that same time frame unless you block it. When you block a date, any requests (pending or accepted) for that date will automatically be declined.

 

How to Call Out

If you need to call out for a request you've already accepted and it's more than a week in advance, simply change  the status to decline in Planning Center. On the app, you can do this by pressing and holding on the name of the area where you're scheduled to serve.

If you need to call out for a request you've already accepted and it's within a week of the scheduled time, first follow the instructions above for changing your status in planning center. Then, use the Facebook group to request coverage. Include details on where and when you were scheduled. (If you don't have Facebook, please message a VST member so they can post it for you.)

If you need to call out for a request that is less than 12 hours away, first follow the instructions above for changing your status in planning center. Then directly message a VST member to let them know.

 

When to Call Out

We understand that sometimes, things happen, and you might need to call out for a time that you've already confirmed. We are proud to be a team that consistently and dependably covers for each other. However, it is the volunteer's responsibility to limit callouts. Lack of planning, and then expecting peers to fill in for you, is taking advantage of your fellow volunteers. Multiple call outs could result in a request to take a break from volunteering.

In all instances, make every effort to report your call out as early as possible: even if it's just a warning that you might need to call out.

 

Examples of times that you should call out:

  • You are sick and potentially contagious (pay special attention to this if working with children)
  • You have someone in your care who is sick and has no one else to care for them
  • Injury
  • Car trouble on the way to church

 

Examples of times that you should NOT call out:

  • Last minute decision to travel out of town
  • No childcare
  • Didn't plan for transportation
  • Slept in
    • If a particular service is too early, request a different service time.
  • Failure to check the schedule
    • At a minimum, you will have received 3 notifications: an email for the initial request, a reminder email from Planning Center, and the Weekly Reminder.
  • Volunteering elsewhere at the same time
    • Example: you are scheduled to help with a retreat and volunteer for the WKND service. Events are planned in advance; it is the volunteer's responsibility to decide which event to attend, and block dates in advance.

 

Family/Spouse Schedule Coordination

Planning Center has a preference that allows families and/or spouses of the same household to be scheduled for the same service most of the time. Due to the nature of technical interfaces, we cannot guarantee that you will always be scheduled for the same service time. There is no ability at this time to guarantee that you and a family member will serve together in the same role.

 

No Shows

If a volunteer doesn't show for a scheduled time, a VST member will reach out. Any time a volunteer misses a scheduled serve time and fails to follow the above call-out procedure, it's considered a no show. The only exception to this is when a circumstance prevented the volunteer from communicating the absence ahead of time. (Example: you are stranded somewhere with no cell phone.) While you might have a valid reason for being absent (sickness, travel, etc.), the expectation to communicate the absence is still there.

If a volunteer doesn't show a second time within a 3 month period, any upcoming requests for that volunteer will be declined to prevent a shortage onsite. If at any time that volunteer feels ready to be scheduled again, that volunteer should initiate a conversation with the Volunteer Coordinator. Help us be good team players by communicating often and early.

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Times

Plan to arrive, park, drop off children, check in, and put away your purses/jackets BEFORE your scheduled start time. Start times for all positions are 30 minutes prior to start of service, except for hospitality. Hospitality arrival times are 4:30 pm (Saturday), 7:30 am (1st svc), 9:15 am (2nd svc), and 10:45 am (3rd svc).

Greeting, check in, and first time welcome volunteers should remain at their post until the worship music has ended.Sign holders who are planning to attend a service can go inside when the service begins.

If you are serving after attending a worship experience, do not leave the auditorium prior to the end of service. Make plans to sit near the aisle, and be the first one exiting once the worship experience has concluded. To avoid disruptions, distractions, and video issues, no volunteers should be leaving the auditorium before the service has officially ended.

All XR Kids volunteers must stay in the classroom they are assigned to, with the exception of bathroom breaks. This is true even if you don't have any children in your care yet. Volunteers should remain in the classroom until the replacement for the next service time has arrived, or when all children have been returned to parents and the classroom clean-up is done.

You matter too!

We work hard to show our guests that the worship experience is important tool for spiritual growth. A critical way that we show this is by prioritizing it for our volunteers, too. As a result, all volunteers are expected to attend a worship experience in person at least once on the same weekend they are volunteering.

 

Check In Onsite

All volunteers should check in when they arrive. A nametag will print, and should be worn when volunteering. Before and after your scheduled volunteer time, take the nametag off. Do not print out your nametag until right before you begin your volunteer shift. If you are dropping off children in a classroom, please check in your children and drop them at their classroom first. Then, after your children have been dropped off and you are ready to begin serving, please go to the volunteer check in station and get your nametag. This enables the VST to know that, if you've checked in, you are at your position. If you are volunteering twice back to back, you do not need to “check in” again.

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Dress Code

As a volunteer, you represent the culture of Crossroads. While it is not necessary to “dress up”, please take care to ensure that your appearance carries the image of the house well.Ÿ Weather-appropriate clothes should be worn when volunteering outside, so you are able to complete your entire shift comfortably. This includes items like gloves, sturdy shoes, hats, etc. Please come prepared for the area you have been scheduled for.

Ÿ Volunteers who serve as a host, sanctuary greeter, or in the welcome tent should wear a black WELCOME shirt while serving.Ÿ Females, consider the area you'll be serving when selecting a dress of appropriate length. For example, bending down to restock water or pick up a child is much harder in heels or an above-the-knees dress.

 

Personal Belongings

We promote a neat, tidy atmosphere by not carrying excess stuff while serving. Examples of “extras” that should be left elsewhere include jackets that aren't being worn, phones, purses, diapers bags, etc. You have three options to take advantage of:

1. Utilize the “volunteer storage” shelving unit in the closet outside of the Explorers classroom.

2. Leave it with a family member or friend.

3. Leave it in your car.

If you are using your property to save a seat for yourself in the service, make sure you are only saving a seat for a service you are actually attending. (i.e. Don't put it out before 1st service if you are attending 2nd.) If you are attending a service where high attendance is anticipated, consider giving up your seat to another guest. Crossroads is not responsible for damaged, stolen, lost, or otherwise devalued property.

 

Phones and Devices

In all serving positions, cell phones can convey an attitude of being disconnected, disengaged, and uninterested in the guests in front of you. Save any non-emergency phone usage for before and after serving.

In a few cases, your cell phone might be necessary for your role (such as those of you whose phones are also check in devices, for outdoor check in). In this case, limit it to Crossroads-related usage.

 

Children Who Volunteer

We love when parents want to instill a strong sense of service in their children! Sign holding is the designated serve area where we strongly encourage parents and children to serve together, as long as your child is old enough to understand basic safety around moving vehicles. If you feel that your child is prepared to present an outgoing, mature impression and would like to try having your child serve with you somewhere other than sign holding, please initiate a discussion with the Volunteer Coordinator.

 

Teens Who Volunteer

Teens who volunteer in any of the kids classrooms will always have an adult volunteer (18 or over) present. If a volunteer leaves for a bathroom break, there must be at least one adult remaining in the room at all times.

Teenagers can volunteer in the following areas:

 

12

13

14

15

16

17

Sign Holder

ü

ü

ü

ü

ü

ü

Greeter

X

X

X

X

ü

ü

Parking Lot

X

X

X

ü

ü

ü

Hospitality

X

X

X

ü

ü

ü

Host/Sanctuary Greeter

X

X

X

X

X

X

Kids Check In

X

X

X

X

ü

ü

The Studio (7-11)

X

X

X

X

ü

ü

Explorers (4-6)

!

!

!

!

ü

ü

Walkers (2-3)

X

X

X

X

ü

ü

Crawlers (0-1)

X

X

X

X

ü

ü

Background Checks

All Crossroads volunteers 18 years and over must pass an upfront and recurring background check. You will receive a notification email at each interval that this occurs. This is an attempt to protect the attendees, volunteers, and the children in our care.

 

Facebook Usage

The private Facebook group for Crossroads Volunteers is strictly limited to posts directly related to volunteering at Crossroads. Any posts related to personal business, meal trains, event invitations, etc. can be done on your own profile. Every post is submitted for admin approval before publish. Prayer requests can be given to any staff member of the church. In an attempt to be sensitive towards families who don't want pictures of their children on social media, we ask our volunteers to refrain from taking pictures of children that are in Crossroads' care.

 

Incident Protocol

A VST member should be notified anytime an incident occurs. Examples of incidents include a child getting hurt, a parking lot volunteer getting approached by someone aggressive, a volunteer identifying someone who raises security concerns, etc. If you are in doubt about whether or not an incident has occurred, tell a VST member anyway, and right away. We are depending on you to be our eyes and ears!

 

God works through your work no matter what your work is.