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Policy Handbook

A resource for parents and volunteers


Our church exists because we believe Jesus is better than everything else. At Kid City we strive to take that simple truth and help kids understand it at an age-appropriate level.

From there, it is our goal to empower parents and families to disciple their kids at home, so that Kid City can be a place for learning and celebrating, but the home can be the primary place for discipleship.

Policies, and why we need them


Yeah, this isn’t the most fun part of what we do, but we need to make sure that everyone is on the same team when it comes to how Kid City operates. Volunteers need to know what is expected of them, and parents need to know that their kids are being taken care of and that we take our job seriously.

We understand that policies can be annoying at times, but they are in place to protect our kids and to protect our volunteers.

Please take time to read through and understand each section before you start with Kid City, and as needed when updates are made.

Table of Contents


A Safe Environment

  • All volunteers must have completed a volunteer application, submitted to a criminal background/reference check, and have been approved to serve by a Kid City Coordinator or Elder.

  • Anyone convicted of any form of child abuse, neglect, endangerment, or a related offense may not serve with Kid City.

  • All volunteers must receive training which covers our philosophy of ministry, policies and procedures, and guidelines for effective and age-appropriate teaching.

  • All classrooms are staffed by a team of two or more unrelated adult volunteers. Due to our diapering policies and it’s frequent use by nursing moms, the babies room will only be staffed by female volunteers. Under no circumstances is a child to be left in a classroom or be with anyone unattended.

  • While we allow teenagers to serve in the Kid City Ministry, we require that students be at least one age level removed from the class where they serve. For example, a middle school student may not serve with elementary, but may serve in any class, preschool and down. Teen volunteers will be trained in the same manner as adult volunteers. A teen volunteer may not be counted as an adult volunteer in the classroom at any time.

  • A Kid City Coordinator will always be responsible for check-ins. No one is allowed upstairs into the Kid City area prior to check ins.

  • Kid City has an open policy so that all parents/guardians have access to their children.  However, no parent or guardian is allowed upstairs without a printed tag that matches a child’s tag upstairs, which they receive during check-in. If a parent needs to check on their child, they can ask the Host Team member at the entrance to the auditorium for assistance. If you would like to sit in on a Sunday in Kid City, please speak with a Kid City Coordinator.

  • Walkie talkies are provided in each room in the case that someone needs immediate assistance from a coordinator.

  • Kids’ name tags include important information for volunteers to use while serving. A parent cell phone number is printed and can be used to contact a parent during the gathering. Any allergies or other information will also be printed on the tag.

Secure Check-in/Check Out

 Example of a child’s check-in label (top), and parent’s corresponding pickup label (bottom).

Example of a child’s check-in label (top), and parent’s corresponding pickup label (bottom).

  • Classrooms will open 15 minutes prior to a regularly scheduled Gathering and will close ten minutes after the completion of the Gathering.

  • A registration form must be completed for each family the first time that a child participates in Kid City. The form is used to provide important information such as allergies and authorized family members who can pick-up a child.

  • All children must be checked-in at the registration table. Upon check-in, a child is given a name tag with a number on it. The parent will receive a matching name tag. Only parents, legal guardians, or designated individuals may retrieve a child from the children’s ministry area. The matching pickup label must be presented before the child will be released. In the event a name tag is lost, ask the designated individual to show a driver’s license that matches an authorized family member on the child’s registration sheet. The child’s safety is our first priority, even if it requires extra time.

  • Parents will be notified by text message if their child remains inconsolable and unable to adjust. In the event that a parent must retrieve their child from Kid City the parent must present a matching pickup label to the classroom volunteer before retrieving their child.

Emergency Plans

  • First Aid - A first aid kit is accessible in each classroom.
    In the event of minor scrapes and bruises, parents are notified by text of the situation with childcare workers administering the appropriate treatment measures, such as applying pressure or a band-aid. No pharmacological treatment, oral or topical, will be administered by a volunteer. Parents may come and check on their child as they choose.

    For more serious situations, such as a bump on the head or a gash, parents will be notified and asked to come to the Kid City area as soon as they can. Life-threatening situations will, of course, be handled as emergencies with appropriate treatment measures being immediately instituted. 911 and parents will be notified immediately. Mill City will not be responsible for any “Good Samaritan” assistance offered by any of its members.

  • CPR - Every Sunday at least one CPR-certified individual will be serving in Kid City. In the event that a child is in need of CPR, a volunteer will call 911 and immediately notify parents. A CPR certified list will be posted in each classroom.

  • Fire - In the event of a fire, all children will be accounted for then quickly escorted to the baseball field beyond the parking lot.

  • Power Outage - Flashlights are readily available to all classrooms (in their storage bins). In the event of a power outage, children will remain in Kid City until parents/guardians pick them up.

  • Tornadoes, Storms, and Severe Weather - Children will be escorted to enclosed rooms on the lower floor of the building, and instructed to sit with their back against the wall, knees tucked under their chins, arms wrapped around the knees, and head bent down.

  • Active Shooter - Once all children are accounted for, classroom doors will be locked, windows covered, and children guided to the least visible area of the room and kept quiet until law enforcement arrives and the threat is over.

Food Safety & Allergies

  • During registration, parents will have the opportunity to notify Kid City of any allergies a child may have. If an allergy develops after the original registration, please contact a Kid City Coordinator to make sure our records are updated. Allergies appear on the child’s name tag and will be checked during snack time. If an allergic reaction occurs, parents will be notified immediately.

  • Since we want all kids to be included in all activities, we strive to use snacks available with the fewest allergens possible.

  • For the safety of our children with allergies, please do not bring any allergenic food or liquids into classrooms.


  • We anticipate that children, at times, will cause problems, be disrespectful, disruptive, and mean to others. Volunteers will be required to exercise appropriate discipline when necessary. The progression for discipline in Kid City is as follows:

    • Step 1: Verbal correction/warning

    • Step 2: Time out/removal from current activity

    • Step 3: Coordinator will contact parents and possibly remove the child

  • Volunteers will only hold or grab a child if they are preventing them from harming another child.

  • Parents will be notified if their child has been causing problems in the classroom.