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Kids check-in & pickup policy

A starting point for a written check-in and pickup policy. Edit every section to match your church, then have your leadership and (if you have one) your insurer review it.

1. Who this covers

This policy applies to every child from [nursery age] through [grade] in any [church] children's ministry room, and to every adult who serves in those rooms.

2. Volunteers

• Every volunteer completes [our screening / background check] and [training] before serving.
• At least two approved adults are present in every room [two-adult rule]; volunteers are never alone with a child out of sight of others.
• Volunteers under [18] serve alongside an approved adult and do not count toward ratios.
• Target ratios: nursery [1:3], toddlers [1:5], preschool [1:7], elementary [1:10].

3. Before Sunday: family information

• Families provide each child's name, birthdate, allergies and medical notes, authorized pickup adults, emergency contacts and photo/media consent before or at their first check-in.
• Information is reviewed [yearly] and whenever a parent tells us something has changed.
• Allergy and medical information is visible only to the volunteers serving in that child's room and to ministry leaders.

4. Drop-off

1. A parent or guardian checks the child in at [the kiosk / welcome desk]. Children are not checked in by other children.
2. The child receives a name label showing their name, room, allergies and a security code. The parent keeps the matching claim ticket.
3. The parent walks the child to the room; a volunteer confirms the label and greets them.
4. Children with an allergy flag are pointed out to every volunteer in the room.

5. During the session

• Rooms stay open or have a window in the door.
• Bathroom trips: [two volunteers / door open / stay outside the stall]. Volunteers never take a child to the bathroom alone [or: per your policy].
• Snacks are checked against the room's allergy list before serving. [No nut products in kids areas.]
• If a parent is needed, they are contacted by [text / screen number / usher], not by sending the child to find them.

6. Pickup

1. The adult presents the claim ticket. The volunteer checks the code against the child's label.
2. No matching ticket, no release. The volunteer keeps the child in the room and calls the [kids ministry lead], who confirms identity against the family's authorized pickup list.
3. Children are never released to someone not on the authorized list, or to anyone under [age], without the parent's direct confirmation to the ministry lead.
4. Any custody or restraining-order information on file is followed exactly; volunteers involve the lead and do not handle it alone.

7. Incidents and emergencies

• Any injury, illness or behavioral incident is reported to the parent at pickup and written up on an incident form the same day.
• Serious injuries: call [emergency number] first, then the parent, then the ministry lead.
• Evacuation: [route and meeting point]. The room's roster goes with the volunteers; children are counted at the meeting point and released only through the pickup process.
• Any concern about a child's safety or a volunteer's conduct is reported to [designated person] the same day, and to the authorities where the law requires.

8. Volunteer sign-off

A free template from Churchory, church management software for small and mid-size churches. Use it, change it and share it — no sign-up needed. It is general guidance, not legal advice; check your own denomination's, insurer's and local requirements. More templates: churchory.com/resources.