Team Wiki - User contributions [en]

Active Supervision

2026-09-15T14:15:02Z

PastorLance: /* 6. Nap/Rest Supervision */

= Brookline Sprouts Active Supervision Policy =

Active Supervision keeps every child safe through intentional environment setup, strategic staff positioning, continuous scanning and counting, listening for cues, anticipating behavior, and engaging/redirection. This policy applies to all staff, volunteers, and administrators when functioning as teaching staff.

== Ratios (Minimum, always met or better; volunteers and outside agency members to not count) ==

'''Preschool Age:''' 1:10 or better

'''School Age:''' 1:12 or better

Ratios are monitored in real time and with the assistance of Brightwheel.

== Core Practices ==

=== 1. Set up the Environment ===

Keep pathways decluttered for quick movement.

Maintain clear sightlines in spite of building structure obstacles. This includes maintaining sight to areas such as the alcoves in the upstairs classroom, as well as in the three stall bathroom blind spots.

Pillars throughout the facility require staff movement and strategic cooperative placement of staff to see around obstructions.

Staff check the ground/equipment prior to allowing children to play.

=== 2. Position Staff ===

'''Spread Out in Classrooms:''' Staff should spread out and ensure sight lines around corners such as the above-mentioned alcoves and the 3 stall bathroom. They can also position one staff member on each side of a pillar to maintain sight lines.

'''Playground:''' Staff post on both sides of the yard to see all zones and equipment. At least one staff member remains on the fence side of the playground to provide easy access to the gates.

'''Transitions:''' One adult leads (front), one adult anchors (end), extra staff/volunteers in the center to maintain cohesion.

=== 3. Scan & Count (Name-to-Face) ===

Name-to-Face counts are performed at every room transition and frequently throughout the day.

Care Group tags (child photo, birthdate, etc.) assign children to primary staff; staff visually point to each child in their group this is in addition to numeric headcounts. Brightwheel should also be consulted for overall classroom totals.

Use continuous scanning (look, listen, move) especially near pillars, corners, bathrooms, and play structures.

=== 4. Listen & Anticipate ===

Staff stay within line-of-voice for bathroom use; investigate unusual sounds and concerning silence. Door stoppers are utilized in preschool areas so that full doors can be closed enough to allow privacy, but will not latch. Emergency lock override keys for bathroom doors are kept next to bathrooms.

Identify children with elevated risk (younger children, children with a history of attempted elopement, etc.) and keep them close with a teacher, especially during transitions (i.e. holding a staff or volunteer member’s hand).

Prevent potential issues by relocating materials, reducing crowding, and increasing proximity.

Step in early around climbing, throwing, or congestion zones to keep the tone calm and provide active safe practices coaching.

Staff ensure all children are observable and monitor children for safe swallowing to prevent choking.

=== 6. Nap/Rest Supervision ===

Staff ensure faces are visible and not covered at all times, conducting regular visual breathing checks (rise-and-fall) with increased frequency for children with health concerns.

Staff ensure no misuse of toys and other materials on cots.

Staff are not permitted to lie down on the floor or position themselves in a manner that could reasonably lead to falling asleep while supervising children during nap/rest time.

Staff must remain awake, alert, and actively supervising children throughout the entire nap/rest period. Staff should regularly walk throughout the room to visually check each child and ensure that all children are safe and observable.

Staff may sit beside a child for a few moments to provide comfort, such as gently patting the child's back to help the child settle. After providing brief comfort, the staff member must resume moving throughout the room and actively supervising all children.

Remaining beside one child for an extended period, lying next to a child, or otherwise remaining stationary in a position that limits supervision of the entire group is not permitted.

=== 11. Emergency Support ===

From any phone, staff may call the Emergency Float number for immediate backup when ratios or supervision needs change suddenly (behavior spike, injury, bathroom queue, etc.).

Active Supervision

2026-09-15T14:12:41Z

PastorLance:

= Brookline Sprouts Active Supervision Policy =

Active Supervision keeps every child safe through intentional environment setup, strategic staff positioning, continuous scanning and counting, listening for cues, anticipating behavior, and engaging/redirection. This policy applies to all staff, volunteers, and administrators when functioning as teaching staff.

== Ratios (Minimum, always met or better; volunteers and outside agency members to not count) ==

'''Preschool Age:''' 1:10 or better

'''School Age:''' 1:12 or better

Ratios are monitored in real time and with the assistance of Brightwheel.

== Core Practices ==

=== 1. Set up the Environment ===

Keep pathways decluttered for quick movement.

Maintain clear sightlines in spite of building structure obstacles. This includes maintaining sight to areas such as the alcoves in the upstairs classroom, as well as in the three stall bathroom blind spots.

Pillars throughout the facility require staff movement and strategic cooperative placement of staff to see around obstructions.

Staff check the ground/equipment prior to allowing children to play.

=== 2. Position Staff ===

'''Spread Out in Classrooms:''' Staff should spread out and ensure sight lines around corners such as the above-mentioned alcoves and the 3 stall bathroom. They can also position one staff member on each side of a pillar to maintain sight lines.

'''Playground:''' Staff post on both sides of the yard to see all zones and equipment. At least one staff member remains on the fence side of the playground to provide easy access to the gates.

'''Transitions:''' One adult leads (front), one adult anchors (end), extra staff/volunteers in the center to maintain cohesion.

=== 3. Scan & Count (Name-to-Face) ===

Name-to-Face counts are performed at every room transition and frequently throughout the day.

Care Group tags (child photo, birthdate, etc.) assign children to primary staff; staff visually point to each child in their group this is in addition to numeric headcounts. Brightwheel should also be consulted for overall classroom totals.

Use continuous scanning (look, listen, move) especially near pillars, corners, bathrooms, and play structures.

=== 4. Listen & Anticipate ===

Staff stay within line-of-voice for bathroom use; investigate unusual sounds and concerning silence. Door stoppers are utilized in preschool areas so that full doors can be closed enough to allow privacy, but will not latch. Emergency lock override keys for bathroom doors are kept next to bathrooms.

Identify children with elevated risk (younger children, children with a history of attempted elopement, etc.) and keep them close with a teacher, especially during transitions (i.e. holding a staff or volunteer member’s hand).

Prevent potential issues by relocating materials, reducing crowding, and increasing proximity.

Step in early around climbing, throwing, or congestion zones to keep the tone calm and provide active safe practices coaching.

Staff ensure all children are observable and monitor children for safe swallowing to prevent choking.

=== 6. Nap/Rest Supervision ===

Staff ensure faces are visible and not covered at all times, conducting regular visual breathing checks (rise-and-fall) with increased frequency for children with health concerns.

Staff ensure no misuse of toys and other materials on cots.

=== 11. Emergency Support ===

From any phone, staff may call the Emergency Float number for immediate backup when ratios or supervision needs change suddenly (behavior spike, injury, bathroom queue, etc.).

Logging Volunteer Hours

2026-09-02T14:40:27Z

PastorLance:

To post opportunities 1) What task? 2) Who (personality or skills- if important, if not just put "anyone") 3) If Deadline or Continuous

If Community Service: Log Hours Form: <nowiki>https://bit.ly/3zP8pxk</nowiki>

Schedule: <nowiki>https://bit.ly/3gkWSQp</nowiki>

Once community services are logged an easy to print form can be created at https://docs.google.com/spreadsheets/d/1Kd3Q8mTQfV20JIS4iuA9eOwfqta03YCPSTWuSgrlPyo/edit?gid=1743394020#gid=1743394020

Privacy-First Pastoral Care and Sensitive Information Policy

2026-08-17T14:42:50Z

PastorLance: Created page with " == Purpose == Tree of Life strives to be a safe, privacy-first organization. We believe people should be able to seek prayer, pastoral care, medical support, emergency help, confession, counsel, and spiritual guidance without undo fear that their private information will be shared unnecessarily. This policy applies to anyone who receives private or sensitive information, including pastors, church and sprouts staff, ministry leaders, altar team members, prayer team memb..."

== Purpose ==
Tree of Life strives to be a safe, privacy-first organization. We believe people should be able to seek prayer, pastoral care, medical support, emergency help, confession, counsel, and spiritual guidance without undo fear that their private information will be shared unnecessarily.

This policy applies to anyone who receives private or sensitive information, including pastors, church and sprouts staff, ministry leaders, altar team members, prayer team members, volunteers, and anyone else serving in a trusted role.

Our goal is to provide compassionate care while protecting the dignity, privacy, and trust of every person.

== Core Expectation ==
Private information should remain private unless the person has clearly given permission for it to be shared.

This includes, but is not limited to:

* Hospitalizations
* Emergency room visits
* Medical diagnoses or treatments
* Mental health concerns
* Family crises
* Confessions of sin
* Prayer requests
* Relational struggles
* Addiction or recovery-related concerns
* Legal, financial, or personal hardships
* Any other sensitive or vulnerable information including distribution of contact information

When someone shares private information, our first responsibility is not to “alert everyone.” Our first responsibility is to care for the person directly, pray with them when appropriate, and protect their confidence.

== Prayer Requests Are Treated as Private ==
When a person asks for prayer, that request should be treated as privileged and private unless the person specifically says otherwise. One should even be cautious about sharing redacted information as well.

A prayer request is not permission to share the information broadly. A person may want prayer from one pastor, one leader, or one trusted individual without wanting anyone else on any team to know.

Before sharing a prayer request with anyone else, ask:

“Who are you comfortable with knowing about this?”

“What exactly are you comfortable with us sharing?”

“Would you like to share this yourself, or are you specifically asking me to share it for you?”

“Are you ok with me sharing this on the church’s prayer channel?”

If the person has not clearly answered those questions, do not share the information.

== The Preferred Method of Public Sharing ==
When someone wants the church, staff, or a ministry team to know about their situation, the preferred method for sharing that information is for the direct person to share the update themselves.

For example, they may choose to post in Slack, send a message, or write a prayer request in their own words.

Staff, pastors, leaders, and volunteers should not assume they have permission to “alert everyone.” They should only share someone else’s private information if the person has specifically delegated that responsibility to them and also made clear:

# What may be shared
# Who it may be shared with
# Where it may be shared
# How much detail may be included

== Pastoral Care Is Not Public Disclosure ==
Pastoral care is direct care for the person. It is not automatic permission to make an announcement.

When someone speaks with a pastor, altar team member, prayer team member, staff member, or ministry leader, that conversation should be handled with care and restraint. Even pastors should not casually disclose to one another what someone is going through unless there is a clear ministry need, permission from the individual, a safety concern, or a mandated reporting obligation.

Maintaining confidence allows people to seek help without fear that their private situation will become public information.

== Receiving Pastoral Support When Carrying Sensitive Information ==
There may be times when someone receives private or sensitive information that is emotionally difficult to carry. A person may be trying to honor confidentiality while simultaneously feeling distressed, burdened, confused, or unsure how to respond to the information confidentially recieved.

In these situations, a person is permitted and encouraged to seek support from an appropriate licensed pastor or pastoral staff member who is qualified to navigate sensitive spiritual, relational, moral, and personal matters.

This is not a violation of confidentiality when it is done for the purpose of receiving personal pastoral care, wisdom, discernment, or guidance. It is not a violation of confidentiality to get help processing sensitive and challenging information. We do not expect people to carry painful or complicated information alone. We want people to seek help in the right way, from the right person, with the right level of care.

The key boundary this policy maintains is that any person should not process sensitive matters broadly with friends, volunteers, coworkers, ministry teams, or informal groups. The permission to disclose is limited to an appropriate licensed pastor or pastoral staff member who can help carry the situation responsibly.

When seeking this kind of support, the person may share enough information for the pastor to understand the concern and provide meaningful guidance. They should still avoid unnecessary details, speculation, or repeated retelling. The purpose is not to spread the information or create a wider circle of awareness. The purpose is to receive pastoral support and help discern the wisest next step.

This kind of limited disclosure should still follow our privacy-first standard: share with the appropriate pastoral person, share only what is needed, protect the dignity of everyone involved, and continue to honor confidentiality after receiving guidance. We have a robust local team that provides a variety of options for these rare situations and they provide the first line of defense and support for the congregation.

The standard is not, “Who might want to know?”

The standard is, “Who truly needs to know in order to provide care, protection, accountability, or required action?”

== Mandated Reporting and Safety Exceptions ==
Privacy is our normal practice, but privacy does not override required reporting, safety responsibilities, or legal obligations.

Information may need to be shared with appropriate leaders, authorities, or reporting systems when there is concern about:

* Suspected child abuse or neglect
* Abuse, neglect, abandonment, or exploitation of an older adult or vulnerable adult
* Threats of harm to self
* Threats of harm to others
* Sexual abuse
* Serious physical injury
* Situations where a person may be in immediate danger
* Any situation where reporting is required by law or organizational policy

In Pennsylvania, suspected child abuse or neglect should be reported through ChildLine, and mandated reporters should report online through the Child Welfare Information Solution system. Pennsylvania also provides Adult Protective Services and mandatory abuse reporting guidance related to adults and older adults.

When a safety or mandated reporting concern arises, the person receiving the information should not try to handle it alone. They should involve the appropriate pastor, supervisor, administrator, or designated reporting lead as soon as possible while still protecting the information from unnecessary disclosure.

A more specific policy for self-harm, suicidal statements, and crisis response should be followed when applicable.

== Silence Does Not Mean Lack of Care ==
Sometimes people may feel hurt if they later learn that someone was hospitalized, in crisis, or receiving care and they were not told. We understand that feeling.

However, not sharing private information is not a lack of love. It is part of how we protect people.

We would rather risk someone wishing they had known sooner than risk violating someone’s trust during a vulnerable moment.

== What To Do If You Are Concerned About Someone ==
If you are concerned about someone, contact a pastor or appropriate ministry leader privately. Do not start group conversations, public posts, speculation, or broad prayer chains without permission from the person involved.

You may say something like:

“I am concerned about someone and want to make sure they are cared for. I do not want to share more than I should. Who should I speak with privately?”

This allows care to happen without turning private information into gossip.

== Gossip and Speculation ==
We do not use prayer, concern, or ministry updates as a cover for gossip.

Do not speculate about someone’s condition, diagnosis, family situation, sin, treatment, hospitalization, mental health, or personal crisis.

Do not share information simply because it feels important, interesting, emotional, or concerning.

Do not ask others for private details unless you have a legitimate care-related reason to know.

== Summary Standard ==
Our shared practice is:

Care directly. Ask permission. Share minimally. Protect confidence. Follow reporting laws. Avoid gossip. Honor the person.

Tree of Life is committed to being a community where people can safely ask for prayer, confess sin, receive pastoral care, seek help, and walk through painful or vulnerable moments without fear that their private information will be unnecessarily exposed.

Staff Attendance Policy

2026-07-22T12:41:38Z

PastorLance:

{{DISPLAYTITLE:Staff Attendence Policy}}
[[Category: Staff]]

=== '''Objective''' ===
The purpose of this policy is to set forth Tree of Life Open Bible Church's policy and procedures for handling employee absences and tardiness to promote the efficient operation of the company and minimize unscheduled absences.

=== '''Policy''' ===
Punctuality and regular attendance is very important to the operation of Tree of Life Open Bible Church's business, and is the responsibility of each employee. Tardiness and absences cause a slow-down in operations and creates an added burden for fellow employees. Good attendance is something that is expected from all employees. As such, employees are expected to report to work at their scheduled start time and be prepared to begin their workday. Employees are also expected to remain at work for their entire workday. Late arrivals, early departures or other absences from scheduled hours are disruptive and should be avoided as much as possible.

This policy does not apply to absences covered by statutory leaves. These exceptions are described in separate policies.

=== '''Request and Approval Definitions''' ===

Employees are responsible for selecting the request category that most accurately describes the requested absence, schedule change, or work arrangement. Submitting a request does not mean that the request has been approved. A request is not approved until it has been reviewed and marked as approved by the appropriate supervisor, administrator, or senior leader.

The request categories generally include:

* '''Planned Excuse:''' A request for a full day or scheduled shift off that is submitted in advance and does not fall under another specific leave category.
* '''Unplanned Absence:''' An unexpected absence caused by illness, emergency, or another circumstance that could not reasonably have been submitted in advance. Submitting an unplanned absence request does not replace the employee’s responsibility to directly contact his/her supervisor.
* '''Planned Schedule Deviation:''' A planned, minor change to an employee’s normal, recurring, self-directed, or previously communicated schedule. This may include a late arrival, early departure, partial-day availability, alternate working hours, or another temporary change in expected hours.
* '''Work from Home:''' A request to complete approved work responsibilities remotely in accordance with the [[Work from Home|Work from Home Policy]]. Work from Home is not available as a replacement for direct care hours.
* '''Sick Leave:''' A request to use available paid sick leave for an absence related to illness or another qualifying reason under the [[SickLeave|Sick Leave Policy]].
* '''Unpaid Sick Leave:''' When an employee is absent for a qualifying sick reason but will not use, is not eligible to use, or has exhausted paid sick leave, the employee must select the available unpaid leave option and explain that the request is for unpaid sick leave. If the request system contains a specific Unpaid Sick Leave category, employees should use that category.
* '''Unpaid Education Time Off:''' An approved education-related absence for which the employee is not requesting paid time.
* '''Paid Education Time Off:''' An approved education-related absence for which the employee is requesting available paid education time in accordance with applicable policy.

Management may correct or return a request that has been submitted under the wrong category.

=== '''Posted Schedule''' ===

When a schedule is already posted, it is the expectation that the staff member [[Requests Off|requesting off]] will make a sincere attempt to reach out to other staff to find a replacement whenever the request affects a scheduled shift.

Requests that affect a posted schedule are not automatically approved. They may require additional review by the employee’s supervisor, administration, or senior leadership based on coverage needs, the nature of the request, the number of other requests affecting the same program or time period, and any warnings generated by the request system.

A request that is marked as submitted, pending, or needing senior approval has not yet been approved. Employees should continue to plan to work the posted schedule unless and until the request is marked approved.

=== '''Absence''' ===
“Absence” is defined as when an employee is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by the Company’s notification procedure. There are typically three types of absences:

==== '''Excused absence.''' ====
Occurs when an employee provides management with sufficient notice in advance of the absence, the request has been approved in advance by the employee’s supervisor, and the employee uses the appropriate paid or unpaid leave category. When paid leave is requested, the employee must have sufficient accrued paid time off or [[SickLeave|sick pay]] to cover the absence. Sufficient notice is at least forty-eight (48) hours prior to the absence taking place. Excused absences may include pre-approved vacation, personal holidays, education leave, bereavement leave, jury duty, approved unpaid leave, and other absences approved by management.

==== '''Unplanned absence.''' ====
Occurs when an employee has properly notified his/her supervisor that he/she will be absent from work due to an illness or an emergency. Employees must notify his/her supervisor no later than one (1) hour prior to the employee’s scheduled start time on the same day the absence is occurring. Each employee is responsible for contacting his/her supervisor if he/she is going to be absent from work. [https://team.godlovesbrookline.com/mw/index.php?title=Staff_Attendance_Policy#Posted_Schedule There is an expectation that an employee will attempt to find a replacement for their shift.]

Employees must also submit the appropriate request through the request-off system as soon as reasonably possible. Submitting a form, request, or system notification does not replace the required direct contact with the employee’s supervisor for an urgent or same-day absence.

==== '''Unexcused absence.''' ====
Occurs when an employee fails to report to work or properly notify his/her supervisor of the absence (“No call, no show”). Absences that occur frequently or demonstrate a pattern of absenteeism may be deemed unexcused and subject to corrective action. An unexcused absence counts as one (1) occurrence for the purposes of discipline under this policy. No more than three (3) unexcused absences will be allowed in a twelve (12) month period.

==== '''Consecutive absences.''' ====
Employees with three (3) or more consecutive days of excused absence due to illness or injury may be asked to provide a doctor’s note prior to returning to work, unless this violates state, or local law. Furthermore, employees who have exhausted his/her sick leave may be asked to provide a doctor’s note for the day(s) he/she was absent. Providing Tree of Life Open Bible Church with a doctor’s note does not automatically deem an absence excused. Management will review overall patterns of attendance and make determinations accordingly.

Employees must use earned PTO for every absence unless otherwise allowed by company policy (e.g., leave of absence, [[bereavement]], jury duty).

Absences and tardiness may not be reported solely through text message, email, Slack, or the request-off system. Employees must directly contact their supervisor using the communication method established by their department. The electronic request must still be submitted for documentation and approval.
==== '''Planned Schedule Deviations''' ====

A Planned Schedule Deviation is a request to temporarily work hours that differ from an employee’s normal, recurring, self-directed, or previously communicated schedule. Examples include arriving later than normal, leaving earlier than normal, working a different portion of the day, or being available only during a specific period.

Planned Schedule Deviations are primarily intended for salaried employees who generally work the same schedule each week, establish their own regular schedule, or have recurring hours that are relied upon by other staff. They are generally not necessary for hourly employees whose shifts are flexible and have not yet been assigned or posted.

Planned Schedule Deviations are not disciplinary or punitive. They are used to:

* Notify supervisors and staff that there will be a minor change in an employee’s expected schedule.
* Allow schedule changes to be communicated through Slack or other staff communication systems.
* Maintain an accurate record of schedule accommodations and changes.
* Support statistical review of scheduling accommodations and staffing patterns.
* Help other staff understand when an employee will or will not be available.

A Planned Schedule Deviation is not the same as a full-day request off. Employees who will be unavailable for the entire day or shift should select the appropriate full-day absence or leave category.

When entering a partial-day request, the employee must enter the hours he/she '''is available to work''', not the hours he/she will be unavailable. For example, if an employee can work from 12:00 p.m. through 5:00 p.m., the employee should enter 12:00 p.m. as the available start time and 5:00 p.m. as the available end time.

A Planned Schedule Deviation only prevents the affected late arrival, early departure, or schedule change from being treated as tardiness or an attendance occurrence when it is submitted and approved before the affected shift or working period.

Planned Schedule Deviations that affect a posted schedule may require supervisor, administrative, or senior approval. Submission of the request does not guarantee approval.

==== '''Work from Home in lieu of absenteeism''' ====

Under certain circumstances employees may request the ability to Work from Home to maintain hours and complete tasks. There are [[Work from Home|specific policies]] that need to be followed for this privilege. It is impossible to exchange direct care hour for work from home hours.

=== '''Tardiness''' ===
An employee is deemed to be tardy when he/she:

* Fails to report for work at the assigned/scheduled work time.
* Arrives to work past his/her scheduled start time.
* Leaves work prior to the end of assigned/scheduled work time without prior supervisory approval.
* Takes an extended meal or break period without approval.

If an employee cannot report to work as scheduled, he/she must notify his/her supervisor no later than his/her regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.

Employees who must leave work before the end of their scheduled shift must also notify his/her supervisor immediately.

We realize traffic or weather conditions may cause an employee to be late once in a while. However, employees are expected to plan for traffic and weather problems and to allow for extra time to commute to work. If he/she will be late, he/she must let his/her supervisor know of his/her late arrival as soon as practical. Notification does not change the fact that this will still be considered an unexcused tardy. Excessive absences, tardiness, or early departures will lead to discipline, up to and including discharge. Absences or tardiness are excessive if they occur frequently or if they demonstrate a pattern.

=== Other Details for Salaried Employees ===
Salaried employees are required to submit a request whenever they are unable to complete a shift posted on the schedule, regardless of the total number of hours worked during the week.

Salaried employees who generally work the same schedule each week, establish their own recurring schedule, or have communicated regular working hours must submit a Planned Schedule Deviation when they plan to make a minor change to those hours. This allows the change to be communicated to the staff and recorded without treating the change as disciplinary.

A Planned Schedule Deviation is appropriate for a partial-day or minor scheduling change. A salaried employee who will miss the entire day or shift must select the appropriate request-off, leave, or absence category.

Salaried employees who are able to meet or exceed their minimum work-hour expectations may not be required to use paid [[SickLeave|Sick Leave]] for every illness-related absence, subject to supervisor approval and applicable wage-and-hour requirements. They must still submit an absence request for documentation. When paid sick leave will not be used, the employee should select the available unpaid leave category and state that the request is for unpaid sick leave. If an Unpaid Sick Leave category is available in the request system, that category should be used.

=== '''Holidays''' ===
If an employee calls out of work the day before, the day of, or the day after a [[Holidays|holiday]], his/her supervisor will review the circumstances of the absence and based on the review, the supervisor will determine whether to count the incident as an excused or unexcused absence.
=== '''Requests Requiring Senior Approval''' ===

The request system may identify a request as needing senior approval. This designation means that the request requires additional review and has not yet been approved.

Requests may be escalated for senior approval when they involve:

* A blocked or blackout day.
* A conflict with a posted schedule.
* Multiple employees requesting the same day or time period.
* A potential staffing, supervision, ratio, program, or coverage concern.
* A request that generates a policy or system warning.
* A significant or repeated change to an employee’s normal schedule.
* An exception to the normal request-off, attendance, or scheduling procedures.
* Any other circumstance in which the supervisor or administrator believes additional review is appropriate.

Senior approval does not guarantee that the request will be granted. Employees should continue to follow their normal or posted schedule until final approval is recorded.
=== '''Corrective Action''' ===
Excessive absenteeism is defined as two (2) or more occurrences of unplanned absences or late arrivals in a sixty (60) day period and may result in corrective action. Three (3) occurrences of unexcused absences in a twelve (12) month period are considered grounds for reduction of hours and/or termination.

Approved Planned Schedule Deviations are not disciplinary occurrences and will not, by themselves, be treated as absenteeism or tardiness. However, repeated schedule deviations may be reviewed for staffing, accommodation, operational, or scheduling purposes. A pattern of failing to submit required deviations, submitting them after the affected time, or working outside expected hours without approval may be addressed under the attendance or corrective-action process.
=== Job Abandonment ===
Any employee who fails to report to work for a period of three (3) days (no call/no show) or more without properly notifying his/her supervisor will be considered to have abandoned his/her job and voluntarily terminated his/her employment with Tree of Life Open Bible Church.

=== Reporting Illness ===
Illnesses among staff are required to be documented for review by accrediting agencies. Employee illnesses need to be documented in the log in the Employee Information Binder.

Submission of a Sick Leave, Unpaid Sick Leave, or Unplanned Absence request does not replace any illness documentation required by the employee’s program, department, licensing agency, or accrediting organization.

=== Health Policy Related Absences ===
If you are already at work, and you begin showing signs of illness similar to those that would exclude a student from the Center according to the [[Staff Health Policy|Staff Health Policy]], you may be asked by the Director or Administration to leave before the end of your shift. If your symptoms are not severe enough to warrant leaving, you will still be asked to refrain from food service responsibilities per ServSafe regulations. You may also be asked to leave if you have any non-contagious illnesses/injuries that hinder your ability to complete your required duties. Depending on the severity, type, and length of symptoms, you may also be asked for a note from a medical professional before returning to work.

=== Blocked Days ===
The company reserves the right to designate certain days as blocked or blackout days for request-offs. Requests for these days are generally prohibited except for illness, emergency, legally protected leave, or another extraordinary circumstance.

The request system may allow an employee to submit a request for a blocked day so that the circumstances can be documented and reviewed. The ability to submit the request does not mean that the request is permitted or likely to be approved. Blocked-day requests will generally be marked as needing senior approval.

Special accommodations or exceptions for blocked days require approval from the Senior Pastor or another senior leader designated by the Senior Pastor. Employees should not make plans based on a blocked-day request unless final approval has been received.

The blocked days include:

* First Day of Programs for Sprouts Schedules
* Winter Concert for Sprouts Schedules
* Spring Graduation Event for Sprouts Schedules
* Open House Nights for Sprouts Schedules
* Orientation Night for Sprouts Schedules
* Christmas Sunday for Church Schedules
* Easter Sunday for Church Schedules
* Staff Vision Casting Event in January, usually Martin Luther King Jr. Day for Staff Directors

[[Category:Sprouts]]
[[Category:Staff]]

Staff Attendance Policy

2026-07-22T12:41:07Z

PastorLance: /* Request and Approval Definitions */

{{DISPLAYTITLE:Staff Attendence Policy}}
[[Category: Staff]]

=== '''Objective''' ===
The purpose of this policy is to set forth Tree of Life Open Bible Church's policy and procedures for handling employee absences and tardiness to promote the efficient operation of the company and minimize unscheduled absences.

=== '''Policy''' ===
Punctuality and regular attendance is very important to the operation of Tree of Life Open Bible Church's business, and is the responsibility of each employee. Tardiness and absences cause a slow-down in operations and creates an added burden for fellow employees. Good attendance is something that is expected from all employees. As such, employees are expected to report to work at their scheduled start time and be prepared to begin their workday. Employees are also expected to remain at work for their entire workday. Late arrivals, early departures or other absences from scheduled hours are disruptive and should be avoided as much as possible.

This policy does not apply to absences covered by statutory leaves. These exceptions are described in separate policies.

=== '''Request and Approval Definitions''' ===

Employees are responsible for selecting the request category that most accurately describes the requested absence, schedule change, or work arrangement. Submitting a request does not mean that the request has been approved. A request is not approved until it has been reviewed and marked as approved by the appropriate supervisor, administrator, or senior leader.

The request categories generally include:

* '''Planned Excuse:''' A request for a full day or scheduled shift off that is submitted in advance and does not fall under another specific leave category.
* '''Unplanned Absence:''' An unexpected absence caused by illness, emergency, or another circumstance that could not reasonably have been submitted in advance. Submitting an unplanned absence request does not replace the employee’s responsibility to directly contact his/her supervisor.
* '''Planned Schedule Deviation:''' A planned, minor change to an employee’s normal, recurring, self-directed, or previously communicated schedule. This may include a late arrival, early departure, partial-day availability, alternate working hours, or another temporary change in expected hours.
* '''Work from Home:''' A request to complete approved work responsibilities remotely in accordance with the [[Work from Home|Work from Home Policy]]. Work from Home is not available as a replacement for direct care hours.
* '''Sick Leave:''' A request to use available paid sick leave for an absence related to illness or another qualifying reason under the [[SickLeave|Sick Leave Policy]].
* '''Unpaid Sick Leave:''' When an employee is absent for a qualifying sick reason but will not use, is not eligible to use, or has exhausted paid sick leave, the employee must select the available unpaid leave option and explain that the request is for unpaid sick leave. If the request system contains a specific Unpaid Sick Leave category, employees should use that category.
* '''Unpaid Education Time Off:''' An approved education-related absence for which the employee is not requesting paid time.
* '''Paid Education Time Off:''' An approved education-related absence for which the employee is requesting available paid education time in accordance with applicable policy.

Management may correct or return a request that has been submitted under the wrong category.

=== '''Posted Schedule''' ===

When a schedule is already posted, it is the expectation that the staff member [[Requests Off|requesting off]] will make a sincere attempt to reach out to other staff to find a replacement whenever the request affects a scheduled shift.

Requests that affect a posted schedule are not automatically approved. They may require additional review by the employee’s supervisor, administration, or senior leadership based on coverage needs, the nature of the request, the number of other requests affecting the same program or time period, and any warnings generated by the request system.

A request that is marked as submitted, pending, or needing senior approval has not yet been approved. Employees should continue to plan to work the posted schedule unless and until the request is marked approved.
</pre>

=== '''Absence''' ===
“Absence” is defined as when an employee is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by the Company’s notification procedure. There are typically three types of absences:

==== '''Excused absence.''' ====
Occurs when an employee provides management with sufficient notice in advance of the absence, the request has been approved in advance by the employee’s supervisor, and the employee uses the appropriate paid or unpaid leave category. When paid leave is requested, the employee must have sufficient accrued paid time off or [[SickLeave|sick pay]] to cover the absence. Sufficient notice is at least forty-eight (48) hours prior to the absence taking place. Excused absences may include pre-approved vacation, personal holidays, education leave, bereavement leave, jury duty, approved unpaid leave, and other absences approved by management.

==== '''Unplanned absence.''' ====
Occurs when an employee has properly notified his/her supervisor that he/she will be absent from work due to an illness or an emergency. Employees must notify his/her supervisor no later than one (1) hour prior to the employee’s scheduled start time on the same day the absence is occurring. Each employee is responsible for contacting his/her supervisor if he/she is going to be absent from work. [https://team.godlovesbrookline.com/mw/index.php?title=Staff_Attendance_Policy#Posted_Schedule There is an expectation that an employee will attempt to find a replacement for their shift.]

Employees must also submit the appropriate request through the request-off system as soon as reasonably possible. Submitting a form, request, or system notification does not replace the required direct contact with the employee’s supervisor for an urgent or same-day absence.

==== '''Unexcused absence.''' ====
Occurs when an employee fails to report to work or properly notify his/her supervisor of the absence (“No call, no show”). Absences that occur frequently or demonstrate a pattern of absenteeism may be deemed unexcused and subject to corrective action. An unexcused absence counts as one (1) occurrence for the purposes of discipline under this policy. No more than three (3) unexcused absences will be allowed in a twelve (12) month period.

==== '''Consecutive absences.''' ====
Employees with three (3) or more consecutive days of excused absence due to illness or injury may be asked to provide a doctor’s note prior to returning to work, unless this violates state, or local law. Furthermore, employees who have exhausted his/her sick leave may be asked to provide a doctor’s note for the day(s) he/she was absent. Providing Tree of Life Open Bible Church with a doctor’s note does not automatically deem an absence excused. Management will review overall patterns of attendance and make determinations accordingly.

Employees must use earned PTO for every absence unless otherwise allowed by company policy (e.g., leave of absence, [[bereavement]], jury duty).

Absences and tardiness may not be reported solely through text message, email, Slack, or the request-off system. Employees must directly contact their supervisor using the communication method established by their department. The electronic request must still be submitted for documentation and approval.<pre>
==== '''Planned Schedule Deviations''' ====

A Planned Schedule Deviation is a request to temporarily work hours that differ from an employee’s normal, recurring, self-directed, or previously communicated schedule. Examples include arriving later than normal, leaving earlier than normal, working a different portion of the day, or being available only during a specific period.

Planned Schedule Deviations are primarily intended for salaried employees who generally work the same schedule each week, establish their own regular schedule, or have recurring hours that are relied upon by other staff. They are generally not necessary for hourly employees whose shifts are flexible and have not yet been assigned or posted.

Planned Schedule Deviations are not disciplinary or punitive. They are used to:

* Notify supervisors and staff that there will be a minor change in an employee’s expected schedule.
* Allow schedule changes to be communicated through Slack or other staff communication systems.
* Maintain an accurate record of schedule accommodations and changes.
* Support statistical review of scheduling accommodations and staffing patterns.
* Help other staff understand when an employee will or will not be available.

A Planned Schedule Deviation is not the same as a full-day request off. Employees who will be unavailable for the entire day or shift should select the appropriate full-day absence or leave category.

When entering a partial-day request, the employee must enter the hours he/she '''is available to work''', not the hours he/she will be unavailable. For example, if an employee can work from 12:00 p.m. through 5:00 p.m., the employee should enter 12:00 p.m. as the available start time and 5:00 p.m. as the available end time.

A Planned Schedule Deviation only prevents the affected late arrival, early departure, or schedule change from being treated as tardiness or an attendance occurrence when it is submitted and approved before the affected shift or working period.

Planned Schedule Deviations that affect a posted schedule may require supervisor, administrative, or senior approval. Submission of the request does not guarantee approval.
</pre>

==== '''Work from Home in lieu of absenteeism''' ====

Under certain circumstances employees may request the ability to Work from Home to maintain hours and complete tasks. There are [[Work from Home|specific policies]] that need to be followed for this privilege. It is impossible to exchange direct care hour for work from home hours.

=== '''Tardiness''' ===
An employee is deemed to be tardy when he/she:

* Fails to report for work at the assigned/scheduled work time.
* Arrives to work past his/her scheduled start time.
* Leaves work prior to the end of assigned/scheduled work time without prior supervisory approval.
* Takes an extended meal or break period without approval.

If an employee cannot report to work as scheduled, he/she must notify his/her supervisor no later than his/her regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.

Employees who must leave work before the end of their scheduled shift must also notify his/her supervisor immediately.

We realize traffic or weather conditions may cause an employee to be late once in a while. However, employees are expected to plan for traffic and weather problems and to allow for extra time to commute to work. If he/she will be late, he/she must let his/her supervisor know of his/her late arrival as soon as practical. Notification does not change the fact that this will still be considered an unexcused tardy. Excessive absences, tardiness, or early departures will lead to discipline, up to and including discharge. Absences or tardiness are excessive if they occur frequently or if they demonstrate a pattern.

=== Other Details for Salaried Employees ===
Salaried employees are required to submit a request whenever they are unable to complete a shift posted on the schedule, regardless of the total number of hours worked during the week.

Salaried employees who generally work the same schedule each week, establish their own recurring schedule, or have communicated regular working hours must submit a Planned Schedule Deviation when they plan to make a minor change to those hours. This allows the change to be communicated to the staff and recorded without treating the change as disciplinary.

A Planned Schedule Deviation is appropriate for a partial-day or minor scheduling change. A salaried employee who will miss the entire day or shift must select the appropriate request-off, leave, or absence category.

Salaried employees who are able to meet or exceed their minimum work-hour expectations may not be required to use paid [[SickLeave|Sick Leave]] for every illness-related absence, subject to supervisor approval and applicable wage-and-hour requirements. They must still submit an absence request for documentation. When paid sick leave will not be used, the employee should select the available unpaid leave category and state that the request is for unpaid sick leave. If an Unpaid Sick Leave category is available in the request system, that category should be used.

=== '''Holidays''' ===
If an employee calls out of work the day before, the day of, or the day after a [[Holidays|holiday]], his/her supervisor will review the circumstances of the absence and based on the review, the supervisor will determine whether to count the incident as an excused or unexcused absence.
=== '''Requests Requiring Senior Approval''' ===

The request system may identify a request as needing senior approval. This designation means that the request requires additional review and has not yet been approved.

Requests may be escalated for senior approval when they involve:

* A blocked or blackout day.
* A conflict with a posted schedule.
* Multiple employees requesting the same day or time period.
* A potential staffing, supervision, ratio, program, or coverage concern.
* A request that generates a policy or system warning.
* A significant or repeated change to an employee’s normal schedule.
* An exception to the normal request-off, attendance, or scheduling procedures.
* Any other circumstance in which the supervisor or administrator believes additional review is appropriate.

Senior approval does not guarantee that the request will be granted. Employees should continue to follow their normal or posted schedule until final approval is recorded.
=== '''Corrective Action''' ===
Excessive absenteeism is defined as two (2) or more occurrences of unplanned absences or late arrivals in a sixty (60) day period and may result in corrective action. Three (3) occurrences of unexcused absences in a twelve (12) month period are considered grounds for reduction of hours and/or termination.

Approved Planned Schedule Deviations are not disciplinary occurrences and will not, by themselves, be treated as absenteeism or tardiness. However, repeated schedule deviations may be reviewed for staffing, accommodation, operational, or scheduling purposes. A pattern of failing to submit required deviations, submitting them after the affected time, or working outside expected hours without approval may be addressed under the attendance or corrective-action process.
=== Job Abandonment ===
Any employee who fails to report to work for a period of three (3) days (no call/no show) or more without properly notifying his/her supervisor will be considered to have abandoned his/her job and voluntarily terminated his/her employment with Tree of Life Open Bible Church.

=== Reporting Illness ===
Illnesses among staff are required to be documented for review by accrediting agencies. Employee illnesses need to be documented in the log in the Employee Information Binder.

Submission of a Sick Leave, Unpaid Sick Leave, or Unplanned Absence request does not replace any illness documentation required by the employee’s program, department, licensing agency, or accrediting organization.

=== Health Policy Related Absences ===
If you are already at work, and you begin showing signs of illness similar to those that would exclude a student from the Center according to the [[Staff Health Policy|Staff Health Policy]], you may be asked by the Director or Administration to leave before the end of your shift. If your symptoms are not severe enough to warrant leaving, you will still be asked to refrain from food service responsibilities per ServSafe regulations. You may also be asked to leave if you have any non-contagious illnesses/injuries that hinder your ability to complete your required duties. Depending on the severity, type, and length of symptoms, you may also be asked for a note from a medical professional before returning to work.

=== Blocked Days ===
The company reserves the right to designate certain days as blocked or blackout days for request-offs. Requests for these days are generally prohibited except for illness, emergency, legally protected leave, or another extraordinary circumstance.

The request system may allow an employee to submit a request for a blocked day so that the circumstances can be documented and reviewed. The ability to submit the request does not mean that the request is permitted or likely to be approved. Blocked-day requests will generally be marked as needing senior approval.

Special accommodations or exceptions for blocked days require approval from the Senior Pastor or another senior leader designated by the Senior Pastor. Employees should not make plans based on a blocked-day request unless final approval has been received.

The blocked days include:

* First Day of Programs for Sprouts Schedules
* Winter Concert for Sprouts Schedules
* Spring Graduation Event for Sprouts Schedules
* Open House Nights for Sprouts Schedules
* Orientation Night for Sprouts Schedules
* Christmas Sunday for Church Schedules
* Easter Sunday for Church Schedules
* Staff Vision Casting Event in January, usually Martin Luther King Jr. Day for Staff Directors

[[Category:Sprouts]]
[[Category:Staff]]

Staff Attendance Policy

2026-07-22T12:40:45Z

PastorLance: /* Policy */

{{DISPLAYTITLE:Staff Attendence Policy}}
[[Category: Staff]]

=== '''Objective''' ===
The purpose of this policy is to set forth Tree of Life Open Bible Church's policy and procedures for handling employee absences and tardiness to promote the efficient operation of the company and minimize unscheduled absences.

=== '''Policy''' ===
Punctuality and regular attendance is very important to the operation of Tree of Life Open Bible Church's business, and is the responsibility of each employee. Tardiness and absences cause a slow-down in operations and creates an added burden for fellow employees. Good attendance is something that is expected from all employees. As such, employees are expected to report to work at their scheduled start time and be prepared to begin their workday. Employees are also expected to remain at work for their entire workday. Late arrivals, early departures or other absences from scheduled hours are disruptive and should be avoided as much as possible.

This policy does not apply to absences covered by statutory leaves. These exceptions are described in separate policies.

=== '''Request and Approval Definitions''' ===

Employees are responsible for selecting the request category that most accurately describes the requested absence, schedule change, or work arrangement. Submitting a request does not mean that the request has been approved. A request is not approved until it has been reviewed and marked as approved by the appropriate supervisor, administrator, or senior leader.

The request categories generally include:

* '''Planned Excuse:''' A request for a full day or scheduled shift off that is submitted in advance and does not fall under another specific leave category.
* '''Unplanned Absence:''' An unexpected absence caused by illness, emergency, or another circumstance that could not reasonably have been submitted in advance. Submitting an unplanned absence request does not replace the employee’s responsibility to directly contact his/her supervisor.
* '''Planned Schedule Deviation:''' A planned, minor change to an employee’s normal, recurring, self-directed, or previously communicated schedule. This may include a late arrival, early departure, partial-day availability, alternate working hours, or another temporary change in expected hours.
* '''Work from Home:''' A request to complete approved work responsibilities remotely in accordance with the [[Work from Home|Work from Home Policy]]. Work from Home is not available as a replacement for direct care hours.
* '''Sick Leave:''' A request to use available paid sick leave for an absence related to illness or another qualifying reason under the [[SickLeave|Sick Leave Policy]].
* '''Unpaid Sick Leave:''' When an employee is absent for a qualifying sick reason but will not use, is not eligible to use, or has exhausted paid sick leave, the employee must select the available unpaid leave option and explain that the request is for unpaid sick leave. If the request system contains a specific Unpaid Sick Leave category, employees should use that category.
* '''Unpaid Education Time Off:''' An approved education-related absence for which the employee is not requesting paid time.
* '''Paid Education Time Off:''' An approved education-related absence for which the employee is requesting available paid education time in accordance with applicable policy.

Management may correct or return a request that has been submitted under the wrong category.

<pre>
=== '''Posted Schedule''' ===

When a schedule is already posted, it is the expectation that the staff member [[Requests Off|requesting off]] will make a sincere attempt to reach out to other staff to find a replacement whenever the request affects a scheduled shift.

Requests that affect a posted schedule are not automatically approved. They may require additional review by the employee’s supervisor, administration, or senior leadership based on coverage needs, the nature of the request, the number of other requests affecting the same program or time period, and any warnings generated by the request system.

A request that is marked as submitted, pending, or needing senior approval has not yet been approved. Employees should continue to plan to work the posted schedule unless and until the request is marked approved.
</pre>

=== '''Absence''' ===
“Absence” is defined as when an employee is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by the Company’s notification procedure. There are typically three types of absences:

==== '''Excused absence.''' ====
Occurs when an employee provides management with sufficient notice in advance of the absence, the request has been approved in advance by the employee’s supervisor, and the employee uses the appropriate paid or unpaid leave category. When paid leave is requested, the employee must have sufficient accrued paid time off or [[SickLeave|sick pay]] to cover the absence. Sufficient notice is at least forty-eight (48) hours prior to the absence taking place. Excused absences may include pre-approved vacation, personal holidays, education leave, bereavement leave, jury duty, approved unpaid leave, and other absences approved by management.

==== '''Unplanned absence.''' ====
Occurs when an employee has properly notified his/her supervisor that he/she will be absent from work due to an illness or an emergency. Employees must notify his/her supervisor no later than one (1) hour prior to the employee’s scheduled start time on the same day the absence is occurring. Each employee is responsible for contacting his/her supervisor if he/she is going to be absent from work. [https://team.godlovesbrookline.com/mw/index.php?title=Staff_Attendance_Policy#Posted_Schedule There is an expectation that an employee will attempt to find a replacement for their shift.]

Employees must also submit the appropriate request through the request-off system as soon as reasonably possible. Submitting a form, request, or system notification does not replace the required direct contact with the employee’s supervisor for an urgent or same-day absence.

==== '''Unexcused absence.''' ====
Occurs when an employee fails to report to work or properly notify his/her supervisor of the absence (“No call, no show”). Absences that occur frequently or demonstrate a pattern of absenteeism may be deemed unexcused and subject to corrective action. An unexcused absence counts as one (1) occurrence for the purposes of discipline under this policy. No more than three (3) unexcused absences will be allowed in a twelve (12) month period.

==== '''Consecutive absences.''' ====
Employees with three (3) or more consecutive days of excused absence due to illness or injury may be asked to provide a doctor’s note prior to returning to work, unless this violates state, or local law. Furthermore, employees who have exhausted his/her sick leave may be asked to provide a doctor’s note for the day(s) he/she was absent. Providing Tree of Life Open Bible Church with a doctor’s note does not automatically deem an absence excused. Management will review overall patterns of attendance and make determinations accordingly.

Employees must use earned PTO for every absence unless otherwise allowed by company policy (e.g., leave of absence, [[bereavement]], jury duty).

Absences and tardiness may not be reported solely through text message, email, Slack, or the request-off system. Employees must directly contact their supervisor using the communication method established by their department. The electronic request must still be submitted for documentation and approval.<pre>
==== '''Planned Schedule Deviations''' ====

A Planned Schedule Deviation is a request to temporarily work hours that differ from an employee’s normal, recurring, self-directed, or previously communicated schedule. Examples include arriving later than normal, leaving earlier than normal, working a different portion of the day, or being available only during a specific period.

Planned Schedule Deviations are primarily intended for salaried employees who generally work the same schedule each week, establish their own regular schedule, or have recurring hours that are relied upon by other staff. They are generally not necessary for hourly employees whose shifts are flexible and have not yet been assigned or posted.

Planned Schedule Deviations are not disciplinary or punitive. They are used to:

* Notify supervisors and staff that there will be a minor change in an employee’s expected schedule.
* Allow schedule changes to be communicated through Slack or other staff communication systems.
* Maintain an accurate record of schedule accommodations and changes.
* Support statistical review of scheduling accommodations and staffing patterns.
* Help other staff understand when an employee will or will not be available.

A Planned Schedule Deviation is not the same as a full-day request off. Employees who will be unavailable for the entire day or shift should select the appropriate full-day absence or leave category.

When entering a partial-day request, the employee must enter the hours he/she '''is available to work''', not the hours he/she will be unavailable. For example, if an employee can work from 12:00 p.m. through 5:00 p.m., the employee should enter 12:00 p.m. as the available start time and 5:00 p.m. as the available end time.

A Planned Schedule Deviation only prevents the affected late arrival, early departure, or schedule change from being treated as tardiness or an attendance occurrence when it is submitted and approved before the affected shift or working period.

Planned Schedule Deviations that affect a posted schedule may require supervisor, administrative, or senior approval. Submission of the request does not guarantee approval.
</pre>

==== '''Work from Home in lieu of absenteeism''' ====

Under certain circumstances employees may request the ability to Work from Home to maintain hours and complete tasks. There are [[Work from Home|specific policies]] that need to be followed for this privilege. It is impossible to exchange direct care hour for work from home hours.

=== '''Tardiness''' ===
An employee is deemed to be tardy when he/she:

* Fails to report for work at the assigned/scheduled work time.
* Arrives to work past his/her scheduled start time.
* Leaves work prior to the end of assigned/scheduled work time without prior supervisory approval.
* Takes an extended meal or break period without approval.

If an employee cannot report to work as scheduled, he/she must notify his/her supervisor no later than his/her regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.

Employees who must leave work before the end of their scheduled shift must also notify his/her supervisor immediately.

We realize traffic or weather conditions may cause an employee to be late once in a while. However, employees are expected to plan for traffic and weather problems and to allow for extra time to commute to work. If he/she will be late, he/she must let his/her supervisor know of his/her late arrival as soon as practical. Notification does not change the fact that this will still be considered an unexcused tardy. Excessive absences, tardiness, or early departures will lead to discipline, up to and including discharge. Absences or tardiness are excessive if they occur frequently or if they demonstrate a pattern.

=== Other Details for Salaried Employees ===
Salaried employees are required to submit a request whenever they are unable to complete a shift posted on the schedule, regardless of the total number of hours worked during the week.

Salaried employees who generally work the same schedule each week, establish their own recurring schedule, or have communicated regular working hours must submit a Planned Schedule Deviation when they plan to make a minor change to those hours. This allows the change to be communicated to the staff and recorded without treating the change as disciplinary.

A Planned Schedule Deviation is appropriate for a partial-day or minor scheduling change. A salaried employee who will miss the entire day or shift must select the appropriate request-off, leave, or absence category.

Salaried employees who are able to meet or exceed their minimum work-hour expectations may not be required to use paid [[SickLeave|Sick Leave]] for every illness-related absence, subject to supervisor approval and applicable wage-and-hour requirements. They must still submit an absence request for documentation. When paid sick leave will not be used, the employee should select the available unpaid leave category and state that the request is for unpaid sick leave. If an Unpaid Sick Leave category is available in the request system, that category should be used.

=== '''Holidays''' ===
If an employee calls out of work the day before, the day of, or the day after a [[Holidays|holiday]], his/her supervisor will review the circumstances of the absence and based on the review, the supervisor will determine whether to count the incident as an excused or unexcused absence.
=== '''Requests Requiring Senior Approval''' ===

The request system may identify a request as needing senior approval. This designation means that the request requires additional review and has not yet been approved.

Requests may be escalated for senior approval when they involve:

* A blocked or blackout day.
* A conflict with a posted schedule.
* Multiple employees requesting the same day or time period.
* A potential staffing, supervision, ratio, program, or coverage concern.
* A request that generates a policy or system warning.
* A significant or repeated change to an employee’s normal schedule.
* An exception to the normal request-off, attendance, or scheduling procedures.
* Any other circumstance in which the supervisor or administrator believes additional review is appropriate.

Senior approval does not guarantee that the request will be granted. Employees should continue to follow their normal or posted schedule until final approval is recorded.
=== '''Corrective Action''' ===
Excessive absenteeism is defined as two (2) or more occurrences of unplanned absences or late arrivals in a sixty (60) day period and may result in corrective action. Three (3) occurrences of unexcused absences in a twelve (12) month period are considered grounds for reduction of hours and/or termination.

Approved Planned Schedule Deviations are not disciplinary occurrences and will not, by themselves, be treated as absenteeism or tardiness. However, repeated schedule deviations may be reviewed for staffing, accommodation, operational, or scheduling purposes. A pattern of failing to submit required deviations, submitting them after the affected time, or working outside expected hours without approval may be addressed under the attendance or corrective-action process.
=== Job Abandonment ===
Any employee who fails to report to work for a period of three (3) days (no call/no show) or more without properly notifying his/her supervisor will be considered to have abandoned his/her job and voluntarily terminated his/her employment with Tree of Life Open Bible Church.

=== Reporting Illness ===
Illnesses among staff are required to be documented for review by accrediting agencies. Employee illnesses need to be documented in the log in the Employee Information Binder.

Submission of a Sick Leave, Unpaid Sick Leave, or Unplanned Absence request does not replace any illness documentation required by the employee’s program, department, licensing agency, or accrediting organization.

=== Health Policy Related Absences ===
If you are already at work, and you begin showing signs of illness similar to those that would exclude a student from the Center according to the [[Staff Health Policy|Staff Health Policy]], you may be asked by the Director or Administration to leave before the end of your shift. If your symptoms are not severe enough to warrant leaving, you will still be asked to refrain from food service responsibilities per ServSafe regulations. You may also be asked to leave if you have any non-contagious illnesses/injuries that hinder your ability to complete your required duties. Depending on the severity, type, and length of symptoms, you may also be asked for a note from a medical professional before returning to work.

=== Blocked Days ===
The company reserves the right to designate certain days as blocked or blackout days for request-offs. Requests for these days are generally prohibited except for illness, emergency, legally protected leave, or another extraordinary circumstance.

The request system may allow an employee to submit a request for a blocked day so that the circumstances can be documented and reviewed. The ability to submit the request does not mean that the request is permitted or likely to be approved. Blocked-day requests will generally be marked as needing senior approval.

Special accommodations or exceptions for blocked days require approval from the Senior Pastor or another senior leader designated by the Senior Pastor. Employees should not make plans based on a blocked-day request unless final approval has been received.

The blocked days include:

* First Day of Programs for Sprouts Schedules
* Winter Concert for Sprouts Schedules
* Spring Graduation Event for Sprouts Schedules
* Open House Nights for Sprouts Schedules
* Orientation Night for Sprouts Schedules
* Christmas Sunday for Church Schedules
* Easter Sunday for Church Schedules
* Staff Vision Casting Event in January, usually Martin Luther King Jr. Day for Staff Directors

[[Category:Sprouts]]
[[Category:Staff]]

Staff Attendance Policy

2026-07-22T12:40:22Z

PastorLance:

{{DISPLAYTITLE:Staff Attendence Policy}}
[[Category: Staff]]

=== '''Objective''' ===
The purpose of this policy is to set forth Tree of Life Open Bible Church's policy and procedures for handling employee absences and tardiness to promote the efficient operation of the company and minimize unscheduled absences.

=== '''Policy''' ===
Punctuality and regular attendance is very important to the operation of Tree of Life Open Bible Church's business, and is the responsibility of each employee. Tardiness and absences cause a slow-down in operations and creates an added burden for fellow employees. Good attendance is something that is expected from all employees. As such, employees are expected to report to work at their scheduled start time and be prepared to begin their workday. Employees are also expected to remain at work for their entire workday. Late arrivals, early departures or other absences from scheduled hours are disruptive and should be avoided as much as possible.

<pre>
This policy does not apply to absences covered by statutory leaves. These exceptions are described in separate policies.

=== '''Request and Approval Definitions''' ===

Employees are responsible for selecting the request category that most accurately describes the requested absence, schedule change, or work arrangement. Submitting a request does not mean that the request has been approved. A request is not approved until it has been reviewed and marked as approved by the appropriate supervisor, administrator, or senior leader.

The request categories generally include:

* '''Planned Excuse:''' A request for a full day or scheduled shift off that is submitted in advance and does not fall under another specific leave category.
* '''Unplanned Absence:''' An unexpected absence caused by illness, emergency, or another circumstance that could not reasonably have been submitted in advance. Submitting an unplanned absence request does not replace the employee’s responsibility to directly contact his/her supervisor.
* '''Planned Schedule Deviation:''' A planned, minor change to an employee’s normal, recurring, self-directed, or previously communicated schedule. This may include a late arrival, early departure, partial-day availability, alternate working hours, or another temporary change in expected hours.
* '''Work from Home:''' A request to complete approved work responsibilities remotely in accordance with the [[Work from Home|Work from Home Policy]]. Work from Home is not available as a replacement for direct care hours.
* '''Sick Leave:''' A request to use available paid sick leave for an absence related to illness or another qualifying reason under the [[SickLeave|Sick Leave Policy]].
* '''Unpaid Sick Leave:''' When an employee is absent for a qualifying sick reason but will not use, is not eligible to use, or has exhausted paid sick leave, the employee must select the available unpaid leave option and explain that the request is for unpaid sick leave. If the request system contains a specific Unpaid Sick Leave category, employees should use that category.
* '''Unpaid Education Time Off:''' An approved education-related absence for which the employee is not requesting paid time.
* '''Paid Education Time Off:''' An approved education-related absence for which the employee is requesting available paid education time in accordance with applicable policy.

Management may correct or return a request that has been submitted under the wrong category.

<pre>
=== '''Posted Schedule''' ===

When a schedule is already posted, it is the expectation that the staff member [[Requests Off|requesting off]] will make a sincere attempt to reach out to other staff to find a replacement whenever the request affects a scheduled shift.

Requests that affect a posted schedule are not automatically approved. They may require additional review by the employee’s supervisor, administration, or senior leadership based on coverage needs, the nature of the request, the number of other requests affecting the same program or time period, and any warnings generated by the request system.

A request that is marked as submitted, pending, or needing senior approval has not yet been approved. Employees should continue to plan to work the posted schedule unless and until the request is marked approved.
</pre>

=== '''Absence''' ===
“Absence” is defined as when an employee is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by the Company’s notification procedure. There are typically three types of absences:

==== '''Excused absence.''' ====
Occurs when an employee provides management with sufficient notice in advance of the absence, the request has been approved in advance by the employee’s supervisor, and the employee uses the appropriate paid or unpaid leave category. When paid leave is requested, the employee must have sufficient accrued paid time off or [[SickLeave|sick pay]] to cover the absence. Sufficient notice is at least forty-eight (48) hours prior to the absence taking place. Excused absences may include pre-approved vacation, personal holidays, education leave, bereavement leave, jury duty, approved unpaid leave, and other absences approved by management.

==== '''Unplanned absence.''' ====
Occurs when an employee has properly notified his/her supervisor that he/she will be absent from work due to an illness or an emergency. Employees must notify his/her supervisor no later than one (1) hour prior to the employee’s scheduled start time on the same day the absence is occurring. Each employee is responsible for contacting his/her supervisor if he/she is going to be absent from work. [https://team.godlovesbrookline.com/mw/index.php?title=Staff_Attendance_Policy#Posted_Schedule There is an expectation that an employee will attempt to find a replacement for their shift.]

Employees must also submit the appropriate request through the request-off system as soon as reasonably possible. Submitting a form, request, or system notification does not replace the required direct contact with the employee’s supervisor for an urgent or same-day absence.

==== '''Unexcused absence.''' ====
Occurs when an employee fails to report to work or properly notify his/her supervisor of the absence (“No call, no show”). Absences that occur frequently or demonstrate a pattern of absenteeism may be deemed unexcused and subject to corrective action. An unexcused absence counts as one (1) occurrence for the purposes of discipline under this policy. No more than three (3) unexcused absences will be allowed in a twelve (12) month period.

==== '''Consecutive absences.''' ====
Employees with three (3) or more consecutive days of excused absence due to illness or injury may be asked to provide a doctor’s note prior to returning to work, unless this violates state, or local law. Furthermore, employees who have exhausted his/her sick leave may be asked to provide a doctor’s note for the day(s) he/she was absent. Providing Tree of Life Open Bible Church with a doctor’s note does not automatically deem an absence excused. Management will review overall patterns of attendance and make determinations accordingly.

Employees must use earned PTO for every absence unless otherwise allowed by company policy (e.g., leave of absence, [[bereavement]], jury duty).

Absences and tardiness may not be reported solely through text message, email, Slack, or the request-off system. Employees must directly contact their supervisor using the communication method established by their department. The electronic request must still be submitted for documentation and approval.<pre>
==== '''Planned Schedule Deviations''' ====

A Planned Schedule Deviation is a request to temporarily work hours that differ from an employee’s normal, recurring, self-directed, or previously communicated schedule. Examples include arriving later than normal, leaving earlier than normal, working a different portion of the day, or being available only during a specific period.

Planned Schedule Deviations are primarily intended for salaried employees who generally work the same schedule each week, establish their own regular schedule, or have recurring hours that are relied upon by other staff. They are generally not necessary for hourly employees whose shifts are flexible and have not yet been assigned or posted.

Planned Schedule Deviations are not disciplinary or punitive. They are used to:

* Notify supervisors and staff that there will be a minor change in an employee’s expected schedule.
* Allow schedule changes to be communicated through Slack or other staff communication systems.
* Maintain an accurate record of schedule accommodations and changes.
* Support statistical review of scheduling accommodations and staffing patterns.
* Help other staff understand when an employee will or will not be available.

A Planned Schedule Deviation is not the same as a full-day request off. Employees who will be unavailable for the entire day or shift should select the appropriate full-day absence or leave category.

When entering a partial-day request, the employee must enter the hours he/she '''is available to work''', not the hours he/she will be unavailable. For example, if an employee can work from 12:00 p.m. through 5:00 p.m., the employee should enter 12:00 p.m. as the available start time and 5:00 p.m. as the available end time.

A Planned Schedule Deviation only prevents the affected late arrival, early departure, or schedule change from being treated as tardiness or an attendance occurrence when it is submitted and approved before the affected shift or working period.

Planned Schedule Deviations that affect a posted schedule may require supervisor, administrative, or senior approval. Submission of the request does not guarantee approval.
</pre>

==== '''Work from Home in lieu of absenteeism''' ====

Under certain circumstances employees may request the ability to Work from Home to maintain hours and complete tasks. There are [[Work from Home|specific policies]] that need to be followed for this privilege. It is impossible to exchange direct care hour for work from home hours.

=== '''Tardiness''' ===
An employee is deemed to be tardy when he/she:

* Fails to report for work at the assigned/scheduled work time.
* Arrives to work past his/her scheduled start time.
* Leaves work prior to the end of assigned/scheduled work time without prior supervisory approval.
* Takes an extended meal or break period without approval.

If an employee cannot report to work as scheduled, he/she must notify his/her supervisor no later than his/her regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.

Employees who must leave work before the end of their scheduled shift must also notify his/her supervisor immediately.

We realize traffic or weather conditions may cause an employee to be late once in a while. However, employees are expected to plan for traffic and weather problems and to allow for extra time to commute to work. If he/she will be late, he/she must let his/her supervisor know of his/her late arrival as soon as practical. Notification does not change the fact that this will still be considered an unexcused tardy. Excessive absences, tardiness, or early departures will lead to discipline, up to and including discharge. Absences or tardiness are excessive if they occur frequently or if they demonstrate a pattern.

=== Other Details for Salaried Employees ===
Salaried employees are required to submit a request whenever they are unable to complete a shift posted on the schedule, regardless of the total number of hours worked during the week.

Salaried employees who generally work the same schedule each week, establish their own recurring schedule, or have communicated regular working hours must submit a Planned Schedule Deviation when they plan to make a minor change to those hours. This allows the change to be communicated to the staff and recorded without treating the change as disciplinary.

A Planned Schedule Deviation is appropriate for a partial-day or minor scheduling change. A salaried employee who will miss the entire day or shift must select the appropriate request-off, leave, or absence category.

Salaried employees who are able to meet or exceed their minimum work-hour expectations may not be required to use paid [[SickLeave|Sick Leave]] for every illness-related absence, subject to supervisor approval and applicable wage-and-hour requirements. They must still submit an absence request for documentation. When paid sick leave will not be used, the employee should select the available unpaid leave category and state that the request is for unpaid sick leave. If an Unpaid Sick Leave category is available in the request system, that category should be used.

=== '''Holidays''' ===
If an employee calls out of work the day before, the day of, or the day after a [[Holidays|holiday]], his/her supervisor will review the circumstances of the absence and based on the review, the supervisor will determine whether to count the incident as an excused or unexcused absence.
=== '''Requests Requiring Senior Approval''' ===

The request system may identify a request as needing senior approval. This designation means that the request requires additional review and has not yet been approved.

Requests may be escalated for senior approval when they involve:

* A blocked or blackout day.
* A conflict with a posted schedule.
* Multiple employees requesting the same day or time period.
* A potential staffing, supervision, ratio, program, or coverage concern.
* A request that generates a policy or system warning.
* A significant or repeated change to an employee’s normal schedule.
* An exception to the normal request-off, attendance, or scheduling procedures.
* Any other circumstance in which the supervisor or administrator believes additional review is appropriate.

Senior approval does not guarantee that the request will be granted. Employees should continue to follow their normal or posted schedule until final approval is recorded.
=== '''Corrective Action''' ===
Excessive absenteeism is defined as two (2) or more occurrences of unplanned absences or late arrivals in a sixty (60) day period and may result in corrective action. Three (3) occurrences of unexcused absences in a twelve (12) month period are considered grounds for reduction of hours and/or termination.

Approved Planned Schedule Deviations are not disciplinary occurrences and will not, by themselves, be treated as absenteeism or tardiness. However, repeated schedule deviations may be reviewed for staffing, accommodation, operational, or scheduling purposes. A pattern of failing to submit required deviations, submitting them after the affected time, or working outside expected hours without approval may be addressed under the attendance or corrective-action process.
=== Job Abandonment ===
Any employee who fails to report to work for a period of three (3) days (no call/no show) or more without properly notifying his/her supervisor will be considered to have abandoned his/her job and voluntarily terminated his/her employment with Tree of Life Open Bible Church.

=== Reporting Illness ===
Illnesses among staff are required to be documented for review by accrediting agencies. Employee illnesses need to be documented in the log in the Employee Information Binder.

Submission of a Sick Leave, Unpaid Sick Leave, or Unplanned Absence request does not replace any illness documentation required by the employee’s program, department, licensing agency, or accrediting organization.

=== Health Policy Related Absences ===
If you are already at work, and you begin showing signs of illness similar to those that would exclude a student from the Center according to the [[Staff Health Policy|Staff Health Policy]], you may be asked by the Director or Administration to leave before the end of your shift. If your symptoms are not severe enough to warrant leaving, you will still be asked to refrain from food service responsibilities per ServSafe regulations. You may also be asked to leave if you have any non-contagious illnesses/injuries that hinder your ability to complete your required duties. Depending on the severity, type, and length of symptoms, you may also be asked for a note from a medical professional before returning to work.

=== Blocked Days ===
The company reserves the right to designate certain days as blocked or blackout days for request-offs. Requests for these days are generally prohibited except for illness, emergency, legally protected leave, or another extraordinary circumstance.

The request system may allow an employee to submit a request for a blocked day so that the circumstances can be documented and reviewed. The ability to submit the request does not mean that the request is permitted or likely to be approved. Blocked-day requests will generally be marked as needing senior approval.

Special accommodations or exceptions for blocked days require approval from the Senior Pastor or another senior leader designated by the Senior Pastor. Employees should not make plans based on a blocked-day request unless final approval has been received.

The blocked days include:

* First Day of Programs for Sprouts Schedules
* Winter Concert for Sprouts Schedules
* Spring Graduation Event for Sprouts Schedules
* Open House Nights for Sprouts Schedules
* Orientation Night for Sprouts Schedules
* Christmas Sunday for Church Schedules
* Easter Sunday for Church Schedules
* Staff Vision Casting Event in January, usually Martin Luther King Jr. Day for Staff Directors

[[Category:Sprouts]]
[[Category:Staff]]

Staff Tracking 1 on 1 for Wellness Initiative

2026-07-15T18:20:13Z

PastorLance: /* Participants */

== One-on-One Meeting Policy for Tree of Life Open Bible Church ==

=== Introduction ===

While we understand that staff members will have various meetings that do not fit these specific qualifications, for the sake of consistency across the organization, we ask that all staff ensure these essential components are followed when recording a one-on-one meeting in the Tree of Life Hub.

This policy emphasizes the importance of spiritual wellness, personal development, operational support, and meaningful relational connection within our interactions.

=== Purpose ===

This policy provides guidelines for conducting and recording one-on-one meetings within Tree of Life Open Bible Church. It aims to foster spiritual growth, wellness, personal development, and relational connectedness among staff, volunteers, vendors, and others served through the ministry.

=== Definition and Scope of One-on-One Meetings ===

A one-on-one meeting is a dedicated interaction between a staff member and one eligible individual that is focused on spiritual wellness, personal growth, encouragement, leadership development, or operational collaboration.

One-on-one meetings should ordinarily involve more than a brief or incidental conversation. They should create an opportunity for meaningful discussion, personal prayer, encouragement, feedback, problem-solving, or the sharing of spiritual and practical insights.

Whenever reasonably possible, one-on-one meetings should be scheduled in advance. A planned agenda is preferred, although it is not mandatory.

For adult meetings, approximately 30 minutes is generally recommended. Staff members are encouraged to use the Effective Manager 10/10/10 format as a suggested structure:

* Approximately 10 minutes for the participant’s topics and concerns.
* Approximately 10 minutes for the staff member’s topics, feedback, or follow-up.
* Approximately 10 minutes for development, coaching, prayer, or discussion of next steps.

The 10/10/10 format is a recommended tool rather than a strict requirement. Staff members may adapt the meeting’s length and structure according to the participant’s needs and the purpose of the conversation.

For meetings with minors, a dedicated conversation with a minor may be either planned or spontaneous. A conversation becomes a one-on-one meeting when an adult intentionally sets aside time and attention to engage the minor in meaningful discussion that provides care, mentoring, discipleship, encouragement, guidance, or support. Brief greetings, routine supervision, or incidental social interactions are not considered one-on-one meetings unless they intentionally transition into this type of meaningful engagement.

=== Policy Guidelines ===

==== Frequency and Distribution of Meetings ====

* Staff members must record their qualifying one-on-one meetings each week in the Tree of Life Hub.
* There are no organizational minimums or maximums for the number of one-on-one meetings a staff member must conduct.
* Staff members are encouraged to distribute their attention across the individuals and teams for whom they are responsible.
* The purpose of tracking is not merely to produce a high meeting count. It is to encourage consistent, meaningful investment in people.

==== Participants ====

Eligible participants may include:

* Direct reports
* Volunteers
* Ministry participants
* Vendors
* Parents of Sprouts Students
* Consultants, coaches, or mediators when the meeting otherwise meets the qualifications of this policy

The following meetings do not qualify for tracking:

* Meetings with another Tree of Life staff member
* Meetings with a member of the staff person’s household
* Committee meetings
* Group staff meetings
* Group coaching or group development meetings
* Brief, incidental, or unscheduled conversations that do not involve meaningful depth
* Meetings that are primarily transactional and do not include spiritual wellness, personal growth, development, or meaningful operational collaboration

When a consultant, coach, or mediator is brought into a meeting to assist another person, the meeting may count if the primary purpose is to address the needs, development, or circumstances of one individual.

When the staff member is participating as the person receiving consultation, coaching, or mediation, the meeting does not ordinarily count unless the staff member helped develop the agenda and was actively responsible for facilitating the meeting’s purpose for the other participant.

==== Recording Meetings in the Tree of Life Hub ====

Qualifying one-on-one meetings must be recorded through the Tree of Life Hub:

https://hub.godlovesbrookline.com/dashboard/

* Staff members must enter the name of each person with whom they had a qualifying one-on-one meeting rather than entering only a total number.
* The Hub calculates the weekly count from the people entered.
* Multiple entries involving the same individual during the same week are automatically de-duplicated and count as one distinct one-on-one meeting for that week.
* Multiple meetings with the same individual in a single week therefore count as one meeting for weekly tracking purposes.
* When a staff member has no qualifying one-on-one meetings during a week, the staff member should select “No 1-on-1s this week.”
* Staff members should enter only meetings that qualify under this policy.
* Staff members must not include other staff members, household members, committee meetings, group staff meetings, or other excluded interactions merely for visibility or recordkeeping.
* The Hub’s Google Calendar suggestions are provided as a convenience. A calendar suggestion does not determine whether a meeting qualifies. Staff members remain responsible for applying this policy before recording the meeting.
* The Hub maintains historical and rollup views so that staff members and organizational leaders can review the distribution of one-on-one meetings over time.

Information entered into the Hub should be limited to the participant’s identity and any other information specifically requested by the system. Sensitive pastoral, personal, medical, disciplinary, or confidential details should not be entered into the one-on-one tracking record.

==== Scheduling, Agenda, and Documentation ====

* Scheduling the meeting in advance is preferred.
* A planned agenda is encouraged but not mandatory.
* The agenda may be formal or informal, but the staff member should have a reasonably clear purpose for the conversation.
* Linking an agenda, notes document, or relevant material in the calendar invitation or description is recommended when appropriate.
* Staff members should use discretion when documenting personal or pastoral matters. Confidential information should not be placed in broadly accessible calendar descriptions or shared documents.
* Staff members should identify any appropriate follow-up steps before the meeting concludes.

=== One-on-One Meetings with Minors ===

The Effective Manager 10/10/10 format may be adapted for minors, but it is not required. The structure, language, and length of the meeting should be appropriate to the minor’s age, maturity, needs, and attention span.

The term “one-on-one” in this tracking policy describes the individualized focus of the conversation. It does not override Tree of Life Open Bible Church’s child-safety requirements or mean that an adult should meet privately or secretly with a minor.

All meetings and conversations with minors must comply with the church’s child-safety policies and applicable reporting requirements. Staff members should exercise particular care regarding visibility, location, transportation, physical contact, electronic communication, and the involvement or awareness of parents or guardians.

Whenever possible, meetings with minors should:

* Take place in an observable and interruptible setting.
* Occur where other approved adults are present nearby.
* Avoid isolated rooms, locked doors, private residences, or other settings that could create unnecessary risk.
* Be scheduled through appropriate ministry or parental communication channels.
* Include parent or guardian awareness or consent when required by church policy or appropriate to the circumstances.
* Remain within the staff member’s ministry role, training, and level of responsibility.

Staff members should not use the one-on-one tracking system to record sensitive details concerning a minor. Any safety concern, disclosure of abuse, threat of harm, or other reportable matter must be handled immediately according to the church’s child-safety and mandatory-reporting procedures rather than treated only as a one-on-one meeting record.

A spontaneous conversation with a minor may still be pastorally important, but it should only be counted as a tracked one-on-one when it demonstrates sufficient intentionality, appropriate depth, and compliance with all safety expectations.

=== Conclusion ===

By adhering to these guidelines, Tree of Life Open Bible Church aims to build a stronger, more spiritually well, and relationally connected community.

The Hub provides a consistent way to identify the people receiving intentional care and to understand how that care is distributed over time. Staff members are encouraged to approach these guidelines with wisdom, flexibility, accountability, and a commitment to promoting wellness and meaningful personal development throughout the organization.

Staff Tracking 1 on 1 for Wellness Initiative

2026-07-15T15:22:08Z

PastorLance:

== One-on-One Meeting Policy for Tree of Life Open Bible Church ==

=== Introduction ===

While we understand that staff members will have various meetings that do not fit these specific qualifications, for the sake of consistency across the organization, we ask that all staff ensure these essential components are followed when recording a one-on-one meeting in the Tree of Life Hub.

This policy emphasizes the importance of spiritual wellness, personal development, operational support, and meaningful relational connection within our interactions.

=== Purpose ===

This policy provides guidelines for conducting and recording one-on-one meetings within Tree of Life Open Bible Church. It aims to foster spiritual growth, wellness, personal development, and relational connectedness among staff, volunteers, vendors, and others served through the ministry.

=== Definition and Scope of One-on-One Meetings ===

A one-on-one meeting is a dedicated interaction between a staff member and one eligible individual that is focused on spiritual wellness, personal growth, encouragement, leadership development, or operational collaboration.

One-on-one meetings should ordinarily involve more than a brief or incidental conversation. They should create an opportunity for meaningful discussion, personal prayer, encouragement, feedback, problem-solving, or the sharing of spiritual and practical insights.

Whenever reasonably possible, one-on-one meetings should be scheduled in advance. A planned agenda is preferred, although it is not mandatory.

For adult meetings, approximately 30 minutes is generally recommended. Staff members are encouraged to use the Effective Manager 10/10/10 format as a suggested structure:

* Approximately 10 minutes for the participant’s topics and concerns.
* Approximately 10 minutes for the staff member’s topics, feedback, or follow-up.
* Approximately 10 minutes for development, coaching, prayer, or discussion of next steps.

The 10/10/10 format is a recommended tool rather than a strict requirement. Staff members may adapt the meeting’s length and structure according to the participant’s needs and the purpose of the conversation.

=== Policy Guidelines ===

==== Frequency and Distribution of Meetings ====

* Staff members must record their qualifying one-on-one meetings each week in the Tree of Life Hub.
* There are no organizational minimums or maximums for the number of one-on-one meetings a staff member must conduct.
* Staff members are encouraged to distribute their attention across the individuals and teams for whom they are responsible.
* The purpose of tracking is not merely to produce a high meeting count. It is to encourage consistent, meaningful investment in people.

==== Participants ====

Eligible participants may include:

* Direct reports
* Volunteers
* Ministry participants
* Vendors
* Consultants, coaches, or mediators when the meeting otherwise meets the qualifications of this policy

The following meetings do not qualify for tracking:

* Meetings with another Tree of Life staff member
* Meetings with a member of the staff person’s household
* Committee meetings
* Group staff meetings
* Group coaching or group development meetings
* Brief, incidental, or unscheduled conversations that do not involve meaningful depth
* Meetings that are primarily transactional and do not include spiritual wellness, personal growth, development, or meaningful operational collaboration

When a consultant, coach, or mediator is brought into a meeting to assist another person, the meeting may count if the primary purpose is to address the needs, development, or circumstances of one individual.

When the staff member is participating as the person receiving consultation, coaching, or mediation, the meeting does not ordinarily count unless the staff member helped develop the agenda and was actively responsible for facilitating the meeting’s purpose for the other participant.

==== Recording Meetings in the Tree of Life Hub ====

Qualifying one-on-one meetings must be recorded through the Tree of Life Hub:

https://hub.godlovesbrookline.com/dashboard/

* Staff members must enter the name of each person with whom they had a qualifying one-on-one meeting rather than entering only a total number.
* The Hub calculates the weekly count from the people entered.
* Multiple entries involving the same individual during the same week are automatically de-duplicated and count as one distinct one-on-one meeting for that week.
* Multiple meetings with the same individual in a single week therefore count as one meeting for weekly tracking purposes.
* When a staff member has no qualifying one-on-one meetings during a week, the staff member should select “No 1-on-1s this week.”
* Staff members should enter only meetings that qualify under this policy.
* Staff members must not include other staff members, household members, committee meetings, group staff meetings, or other excluded interactions merely for visibility or recordkeeping.
* The Hub’s Google Calendar suggestions are provided as a convenience. A calendar suggestion does not determine whether a meeting qualifies. Staff members remain responsible for applying this policy before recording the meeting.
* The Hub maintains historical and rollup views so that staff members and organizational leaders can review the distribution of one-on-one meetings over time.

Information entered into the Hub should be limited to the participant’s identity and any other information specifically requested by the system. Sensitive pastoral, personal, medical, disciplinary, or confidential details should not be entered into the one-on-one tracking record.

==== Scheduling, Agenda, and Documentation ====

* Scheduling the meeting in advance is preferred.
* A planned agenda is encouraged but not mandatory.
* The agenda may be formal or informal, but the staff member should have a reasonably clear purpose for the conversation.
* Linking an agenda, notes document, or relevant material in the calendar invitation or description is recommended when appropriate.
* Staff members should use discretion when documenting personal or pastoral matters. Confidential information should not be placed in broadly accessible calendar descriptions or shared documents.
* Staff members should identify any appropriate follow-up steps before the meeting concludes.

=== One-on-One Meetings with Minors ===

A dedicated conversation with a minor may qualify as a one-on-one meeting when it is scheduled or intentionally arranged, has a clear purpose, and creates an opportunity for meaningful spiritual, personal, behavioral, or leadership development.

For meetings with minors, the length of the meeting is less important than its intentionality and depth. A conversation may qualify even when it is shorter than 30 minutes if:

* It was scheduled or intentionally arranged rather than merely incidental.
* The staff member had a clear purpose or agenda.
* The conversation moved beyond casual interaction.
* The minor was given an appropriate opportunity to speak, reflect, ask questions, or receive support.
* The interaction included meaningful encouragement, spiritual formation, coaching, problem-solving, or personal development.

The Effective Manager 10/10/10 format may be adapted for minors, but it is not required. The structure, language, and length of the meeting should be appropriate to the minor’s age, maturity, needs, and attention span.

The term “one-on-one” in this tracking policy describes the individualized focus of the conversation. It does not override Tree of Life Open Bible Church’s child-safety requirements or mean that an adult should meet privately or secretly with a minor.

All meetings and conversations with minors must comply with the church’s child-safety policies and applicable reporting requirements. Staff members should exercise particular care regarding visibility, location, transportation, physical contact, electronic communication, and the involvement or awareness of parents or guardians.

Whenever possible, meetings with minors should:

* Take place in an observable and interruptible setting.
* Occur where other approved adults are present nearby.
* Avoid isolated rooms, locked doors, private residences, or other settings that could create unnecessary risk.
* Be scheduled through appropriate ministry or parental communication channels.
* Include parent or guardian awareness or consent when required by church policy or appropriate to the circumstances.
* Remain within the staff member’s ministry role, training, and level of responsibility.

Staff members should not use the one-on-one tracking system to record sensitive details concerning a minor. Any safety concern, disclosure of abuse, threat of harm, or other reportable matter must be handled immediately according to the church’s child-safety and mandatory-reporting procedures rather than treated only as a one-on-one meeting record.

A spontaneous conversation with a minor may still be pastorally important, but it should only be counted as a tracked one-on-one when it demonstrates sufficient intentionality, appropriate depth, and compliance with all safety expectations.

=== Conclusion ===

By adhering to these guidelines, Tree of Life Open Bible Church aims to build a stronger, more spiritually well, and relationally connected community.

The Hub provides a consistent way to identify the people receiving intentional care and to understand how that care is distributed over time. Staff members are encouraged to approach these guidelines with wisdom, flexibility, accountability, and a commitment to promoting wellness and meaningful personal development throughout the organization.

Managing Multiple Request Offs

2026-07-02T17:24:03Z

PastorLance: /* What To Do Before Denying A Request */

[[Category:Human Resources]]
[[Category:Staff]]
[[Category:Sprouts]]
[[Category:Management]]

= Managing Multiple Requests Off =

== Purpose ==

This page is intended to help managers make wise, fair, and operationally responsible decisions when multiple employees request off for the same day, week, event, or season.

Requests off should be handled with care, compassion, and consistency. Managers should try to honor requests when possible, but approval is not automatic. The manager is responsible to protect the schedule, maintain safe staffing levels, follow attendance policies, and ask for help before the schedule becomes unmanageable.

This page should be read alongside the following policies:

* [[Requests Off]]
* [[Staff Attendance Policy]]
* [[Work Schedules]]
* [[SickLeave|Sick Leave]]
* [[Unpaid Time Off]]
* [[Bereavement]]
* [[Work from Home]]

== Basic Principle ==

Managers should not approve more requests off than the schedule can reasonably absorb.

Before approving a request off, the manager should consider:

* Whether the request was submitted with proper notice.
* Whether the request includes a written reason.
* Whether the request includes the specific times needed off, if it is a partial-day request.
* Whether the request is for a blocked day.
* Whether the employee is assigned to a posted shift.
* Whether other employees have already been approved off.
* Whether enough trained staff remain available to safely and effectively operate.
* Whether the employee made a sincere attempt to find coverage when the schedule was already posted.
* Whether approving the request would create unfairness, favoritism, or an avoidable staffing crisis.

== When Too Many People Request Off ==

When too many employees request off for the same day or period of time, the manager should slow down and evaluate the full schedule before approving additional requests.

The manager should:

# Review all already-approved requests off.

# Review pending requests off.

# Review the posted schedule.

# Identify the minimum staffing needed for the day, shift, classroom, ministry, or event.

# Determine which roles require specific training, certification, or responsibility.

# Identify whether coverage is actually available before approving more time off.

# Pause additional approvals if the schedule is already at risk.

# Ask for help from the Director, Administrator, or Senior Pastor before the situation becomes urgent.

Managers should not continue approving requests simply because employees submitted them. A submitted request is not the same as an approved request.

== Approval Is Not Automatic ==

Employees may request off, but the request must still be reviewed and approved.

A request may need to be denied, delayed, or modified when:

* Too many employees have already been approved off.
* The employee is requesting off for a blocked day.
* The request was submitted too late.
* The employee failed to include a reason.
* The employee failed to include the time needed off for a partial-day request.
* The employee did not follow the phone call requirement for requests less than 48 hours before the scheduled shift.
* The request would create a safety, supervision, staffing, or operational problem.
* The request would leave the schedule without properly trained coverage.
* The request is for a day or season where coverage is already limited.

== What To Do Before Denying A Request ==

Before denying a request, managers should first consider whether the issue can be solved responsibly.

The manager may:

* Ask the employee if the request can be adjusted to a different day or time.
* Ask whether the employee only needs a partial day instead of the full day.
* Ask the employee whether they are able to swap with another staff member.
* Ask the employee whether another already-approved request is flexible.
* Ask other qualified staff whether they are willing to pick up the shift.
* Ask the Director, Administrator, or Senior Pastor for help reviewing options.
* Consider whether the work can be rescheduled, if the position allows for that.

Managers should not pressure employees unfairly, but they may explain the staffing challenge and ask whether anyone has flexibility.

== Asking Employees To Swap Or Adjust Requests ==

Sometimes more than one employee wants the same day off, but the schedule cannot support all of the requests. In those cases, the manager may ask employees if any of them are willing to adjust their request.

When doing this, managers should be respectful, clear, and fair.

Suggested language:

<blockquote>
We have several people requesting off for the same day, and I am not able to approve all of the requests while still keeping the schedule covered. Is there any flexibility in your request, or would you be willing to consider a different day or partial-day request?
</blockquote>

Suggested language when asking about a swap:

<blockquote>
Your request is still being reviewed because we do not currently have enough coverage for that shift. Are you able to reach out to qualified staff to see if someone is willing to swap or cover the shift?
</blockquote>

Suggested language when another employee already has an approved request:

<blockquote>
We are short on coverage for this day because multiple requests came in. I know your request was already approved, so I am not requiring a change, but I wanted to ask whether you have any flexibility. If not, please let me know.
</blockquote>

Managers should avoid making employees feel guilty for taking approved time off. However, it is appropriate to ask for voluntary flexibility when the schedule is in trouble.

== Already Approved Requests ==

Managers should be very careful about reversing an already-approved request off.

If a request has already been approved, the manager should generally honor it unless there is a serious operational issue, mistake, emergency, or policy violation.

If the manager approved too many requests off by mistake, the manager should:

# Review which requests were approved first.

# Review whether any requests were approved against policy.

# Review whether any requests were for blocked days.

# Ask employees if anyone has voluntary flexibility.

# Ask for help from the Director, Administrator, or Senior Pastor.

# Avoid blaming employees for a management approval error.

# Document the final decision clearly.

If an approved request must be revisited, the manager should communicate respectfully and directly.

Suggested language:

<blockquote>
I need to revisit the schedule for this day because I approved more requests off than the schedule can safely support. I understand your request was already approved, so I want to ask first whether you have any flexibility. If this creates a hardship, please tell me so we can talk through it carefully.
</blockquote>

== When To Ask For Help ==

Managers should ask for help early. Asking for help is not a failure. It is part of responsible management.

The manager should ask the Director, Administrator, or Senior Pastor for help when:

* More than one or two employees request off for the same key shift.
* A request off would leave the schedule below required staffing.
* The manager is unsure whether a request should be approved.
* A blocked day is involved.
* Multiple employees are asking for the same vacation period.
* A holiday, school break, summer season, or special event is approaching.
* A request has already been approved but may need to be revisited.
* A denial may create conflict or confusion.
* The manager believes an exception may be needed.
* The schedule cannot be solved without leadership input.

Managers should not wait until the week of the problem to ask for help if the issue was visible earlier.

== Seasonal Planning ==

Some seasons naturally create a high number of request offs. Managers should plan ahead for these seasons instead of waiting for requests to arrive all at once.

Examples include:

* Summer vacation season.
* Holidays.
* Spring break.
* Christmas and New Year’s.
* Easter season.
* School breaks.
* Graduation season.
* Special church events.
* Staff Vision Casting.
* Sprouts concerts, open houses, orientation nights, and graduation events.

== Getting Ahead Of Heavy Request Seasons ==

Before a heavy request season, managers should communicate early and clearly.

Managers should:

# Remind staff to submit request offs as early as possible.

# Give a deadline for priority consideration.

# Explain that requests will be reviewed based on staffing needs.

# Tell staff that not all requests can be approved if too many people request the same dates.

# Review the calendar for blocked days and special events.

# Identify dates that are likely to be difficult to staff.

# Encourage employees to talk with the manager before booking travel when possible.

# Approve requests gradually and carefully instead of approving too many at once.

# Keep a visible record of who has already been approved off.

# Ask for leadership help before approving large clusters of requests.

Suggested seasonal reminder:

<blockquote>
As we prepare for the upcoming season, please submit any request offs as soon as possible. We will do our best to honor requests, but approval depends on staffing needs and coverage. Requests will be reviewed one at a time, and if multiple people request the same dates, we may not be able to approve every request. Please communicate early so we can plan well and avoid last-minute schedule problems.
</blockquote>

== First-Come, First-Reviewed Does Not Always Mean First-Approved ==

Managers may consider the order in which requests were submitted, but the first request submitted is not always automatically approved.

Managers may also need to consider:

* Role requirements.
* Staffing ratios.
* Required training.
* Full-day vs. partial-day requests.
* Whether the schedule was already posted.
* Whether the request is connected to illness, emergency, bereavement, or protected leave.
* Whether the employee followed the correct request process.
* Whether approving the request creates a larger operational problem.

The manager should strive to be fair and consistent, but fairness does not always mean every request receives the same answer.

== Practical Approval Process ==

When reviewing requests off, managers should use the following process:

# Check whether the request includes a written reason.

# Check whether the request includes times, if it is a partial-day request.

# Check whether the request is more or less than 48 hours before the scheduled shift.

# Check whether the employee called the manager if the request is less than 48 hours before the shift.

# Check whether the day is a blocked day.

# Check whether the schedule has already been posted.

# Check whether the employee attempted to find coverage, when applicable.

# Check how many people are already approved off.

# Check whether the remaining staff can safely and effectively cover the schedule.

# Approve, deny, or ask for more information.

# Document the decision clearly.

== If Coverage Is Needed ==

When a request off creates a coverage need, the manager should not approve the request and then hope coverage appears later.

Instead, the manager should:

# Identify the exact shift, role, classroom, task, or responsibility that needs coverage.

# Identify who is qualified to cover it.

# Ask the employee to make a sincere attempt to find coverage if the schedule is already posted.

# Reach out to available staff if needed.

# Ask leadership for help if coverage cannot be found.

# Keep the request pending until coverage is confirmed, unless leadership approves another solution.

Suggested message:

<blockquote>
I received your request off, but I cannot approve it yet because we do not currently have coverage for your assigned shift. Please reach out to qualified staff to see if someone is able to cover or swap with you. I will also review options on my end, but the request is pending until coverage is resolved.
</blockquote>

== If A Request Must Be Denied ==

If a request must be denied, the manager should be clear, respectful, and policy-based.

Suggested denial message:

<blockquote>
I am not able to approve this request off because we already have too many staff unavailable and approving this request would leave the schedule without proper coverage. Please let me know if there is a different day, partial-day option, or possible shift swap that would help.
</blockquote>

Suggested denial message for missing information:

<blockquote>
This request off cannot be approved because it is missing required information. Please resubmit the request with the reason included and, if this is a partial-day request, the specific times needed off.
</blockquote>

Suggested denial message for less than 48 hours without a phone call:

<blockquote>
This request off cannot be approved as submitted because it is less than 48 hours before the scheduled shift and a phone call to your reporting manager is required before requesting off. Please speak with your manager immediately.
</blockquote>

== Blocked Days ==

Some days are blocked for request offs for most reasons, excluding sick leave or true emergencies. These days are listed in the [[Staff Attendance Policy#Blocked_Days|Blocked Days]] section of the Staff Attendance Policy.

Only the Senior Pastor can approve special exceptions for blocked days.

Managers should not approve request offs for blocked days without the required approval.

If an employee requests off for a blocked day, the manager should use language similar to:

<blockquote>
This day is listed as a blocked day in the Staff Attendance Policy, so I am not able to approve this request. If this is a medical emergency, please use the appropriate sick leave process. If you believe this is a true exception, please contact the Senior Pastor directly by phone.
</blockquote>

== Tracking Patterns ==

Managers should pay attention to request-off patterns, especially when they affect operations.

Patterns may include:

* Frequent requests for the same day of the week.
* Repeated requests immediately before or after holidays.
* Repeated requests after the schedule is posted.
* Repeated partial-day requests that affect the same responsibility.
* Frequent last-minute requests.
* Multiple employees regularly requesting the same high-demand dates.

Patterns should be handled carefully and respectfully. The goal is not to punish employees for legitimate needs, but to identify schedule problems early and address them consistently.

== Manager Responsibilities ==

Managers are responsible to:

* Review requests off before approving them.
* Know whether the schedule can support the request.
* Avoid approving too many people off at once.
* Communicate clearly with employees.
* Follow the phone call requirement for requests less than 48 hours before a shift.
* Enforce blocked days properly.
* Ask for help before the schedule becomes a crisis.
* Document decisions clearly.
* Treat employees fairly and consistently.
* Plan ahead for high-request seasons.
* Protect the operation, staff team, and people served by the ministry.

== Common Mistakes To Avoid ==

Managers should avoid:

* Approving requests without checking the full schedule.
* Approving several requests for the same day without confirming coverage.
* Treating submitted requests as automatically approved.
* Waiting too long to respond to pending requests.
* Ignoring blocked days.
* Approving requests that are missing required information.
* Failing to require a phone call for requests less than 48 hours before a shift.
* Asking employees to solve a management-created problem without support.
* Reversing approved requests without leadership input.
* Waiting until the week of the shift to ask for help.
* Allowing seasonal requests to pile up without a plan.

== Recommended Manager Habit ==

Managers should review upcoming request offs at least weekly.

During that review, the manager should ask:

* Who is already approved off?
* Who is pending?
* Are any special events, holidays, blocked days, or high-demand dates coming up?
* Are any shifts at risk?
* Are any roles missing trained coverage?
* Do I need to ask for help now?
* Do I need to remind staff to submit future requests early?

The earlier a manager sees the problem, the easier it is to solve it fairly.

== Summary ==

Managers should be generous when possible, but responsible at all times. Request offs should be approved only when the schedule can support the absence and the employee has followed the proper process.

When too many people request off, the manager should pause, review the schedule, ask for help, communicate clearly, and work toward a fair solution before approving additional requests.

Managing Multiple Request Offs

2026-07-02T17:23:40Z

PastorLance: Created page with "Category:Human Resources Category:Staff Category:Sprouts Category:Management = Managing Multiple Requests Off = == Purpose == This page is intended to help managers make wise, fair, and operationally responsible decisions when multiple employees request off for the same day, week, event, or season. Requests off should be handled with care, compassion, and consistency. Managers should try to honor requests when possible, but approval is not automatic...."

[[Category:Human Resources]]
[[Category:Staff]]
[[Category:Sprouts]]
[[Category:Management]]

= Managing Multiple Requests Off =

== Purpose ==

This page is intended to help managers make wise, fair, and operationally responsible decisions when multiple employees request off for the same day, week, event, or season.

Requests off should be handled with care, compassion, and consistency. Managers should try to honor requests when possible, but approval is not automatic. The manager is responsible to protect the schedule, maintain safe staffing levels, follow attendance policies, and ask for help before the schedule becomes unmanageable.

This page should be read alongside the following policies:

* [[Requests Off]]
* [[Staff Attendance Policy]]
* [[Work Schedules]]
* [[SickLeave|Sick Leave]]
* [[Unpaid Time Off]]
* [[Bereavement]]
* [[Work from Home]]

== Basic Principle ==

Managers should not approve more requests off than the schedule can reasonably absorb.

Before approving a request off, the manager should consider:

* Whether the request was submitted with proper notice.
* Whether the request includes a written reason.
* Whether the request includes the specific times needed off, if it is a partial-day request.
* Whether the request is for a blocked day.
* Whether the employee is assigned to a posted shift.
* Whether other employees have already been approved off.
* Whether enough trained staff remain available to safely and effectively operate.
* Whether the employee made a sincere attempt to find coverage when the schedule was already posted.
* Whether approving the request would create unfairness, favoritism, or an avoidable staffing crisis.

== When Too Many People Request Off ==

When too many employees request off for the same day or period of time, the manager should slow down and evaluate the full schedule before approving additional requests.

The manager should:

# Review all already-approved requests off.

# Review pending requests off.

# Review the posted schedule.

# Identify the minimum staffing needed for the day, shift, classroom, ministry, or event.

# Determine which roles require specific training, certification, or responsibility.

# Identify whether coverage is actually available before approving more time off.

# Pause additional approvals if the schedule is already at risk.

# Ask for help from the Director, Administrator, or Senior Pastor before the situation becomes urgent.

Managers should not continue approving requests simply because employees submitted them. A submitted request is not the same as an approved request.

== Approval Is Not Automatic ==

Employees may request off, but the request must still be reviewed and approved.

A request may need to be denied, delayed, or modified when:

* Too many employees have already been approved off.
* The employee is requesting off for a blocked day.
* The request was submitted too late.
* The employee failed to include a reason.
* The employee failed to include the time needed off for a partial-day request.
* The employee did not follow the phone call requirement for requests less than 48 hours before the scheduled shift.
* The request would create a safety, supervision, staffing, or operational problem.
* The request would leave the schedule without properly trained coverage.
* The request is for a day or season where coverage is already limited.

== What To Do Before Denying A Request ==

Before denying a request, managers should first consider whether the issue can be solved responsibly.

The manager may:

* Ask the employee if the request can be adjusted to a different day or time.
* Ask whether the employee only needs a partial day instead of the full day.
* Ask the employee whether they are able to swap with another staff member.
* Ask the employee whether another already-approved request is flexible.
* Ask other qualified staff whether they are willing to pick up the shift.
* Ask the Director, Administrator, or Senior Pastor for help reviewing options.
* Consider whether the work can be rescheduled, if the position allows for that.
* Consider whether [[Work from Home]] is appropriate, if the work is eligible and the WFH policy is followed.

Managers should not pressure employees unfairly, but they may explain the staffing challenge and ask whether anyone has flexibility.

== Asking Employees To Swap Or Adjust Requests ==

Sometimes more than one employee wants the same day off, but the schedule cannot support all of the requests. In those cases, the manager may ask employees if any of them are willing to adjust their request.

When doing this, managers should be respectful, clear, and fair.

Suggested language:

<blockquote>
We have several people requesting off for the same day, and I am not able to approve all of the requests while still keeping the schedule covered. Is there any flexibility in your request, or would you be willing to consider a different day or partial-day request?
</blockquote>

Suggested language when asking about a swap:

<blockquote>
Your request is still being reviewed because we do not currently have enough coverage for that shift. Are you able to reach out to qualified staff to see if someone is willing to swap or cover the shift?
</blockquote>

Suggested language when another employee already has an approved request:

<blockquote>
We are short on coverage for this day because multiple requests came in. I know your request was already approved, so I am not requiring a change, but I wanted to ask whether you have any flexibility. If not, please let me know.
</blockquote>

Managers should avoid making employees feel guilty for taking approved time off. However, it is appropriate to ask for voluntary flexibility when the schedule is in trouble.

== Already Approved Requests ==

Managers should be very careful about reversing an already-approved request off.

If a request has already been approved, the manager should generally honor it unless there is a serious operational issue, mistake, emergency, or policy violation.

If the manager approved too many requests off by mistake, the manager should:

# Review which requests were approved first.

# Review whether any requests were approved against policy.

# Review whether any requests were for blocked days.

# Ask employees if anyone has voluntary flexibility.

# Ask for help from the Director, Administrator, or Senior Pastor.

# Avoid blaming employees for a management approval error.

# Document the final decision clearly.

If an approved request must be revisited, the manager should communicate respectfully and directly.

Suggested language:

<blockquote>
I need to revisit the schedule for this day because I approved more requests off than the schedule can safely support. I understand your request was already approved, so I want to ask first whether you have any flexibility. If this creates a hardship, please tell me so we can talk through it carefully.
</blockquote>

== When To Ask For Help ==

Managers should ask for help early. Asking for help is not a failure. It is part of responsible management.

The manager should ask the Director, Administrator, or Senior Pastor for help when:

* More than one or two employees request off for the same key shift.
* A request off would leave the schedule below required staffing.
* The manager is unsure whether a request should be approved.
* A blocked day is involved.
* Multiple employees are asking for the same vacation period.
* A holiday, school break, summer season, or special event is approaching.
* A request has already been approved but may need to be revisited.
* A denial may create conflict or confusion.
* The manager believes an exception may be needed.
* The schedule cannot be solved without leadership input.

Managers should not wait until the week of the problem to ask for help if the issue was visible earlier.

== Seasonal Planning ==

Some seasons naturally create a high number of request offs. Managers should plan ahead for these seasons instead of waiting for requests to arrive all at once.

Examples include:

* Summer vacation season.
* Holidays.
* Spring break.
* Christmas and New Year’s.
* Easter season.
* School breaks.
* Graduation season.
* Special church events.
* Staff Vision Casting.
* Sprouts concerts, open houses, orientation nights, and graduation events.

== Getting Ahead Of Heavy Request Seasons ==

Before a heavy request season, managers should communicate early and clearly.

Managers should:

# Remind staff to submit request offs as early as possible.

# Give a deadline for priority consideration.

# Explain that requests will be reviewed based on staffing needs.

# Tell staff that not all requests can be approved if too many people request the same dates.

# Review the calendar for blocked days and special events.

# Identify dates that are likely to be difficult to staff.

# Encourage employees to talk with the manager before booking travel when possible.

# Approve requests gradually and carefully instead of approving too many at once.

# Keep a visible record of who has already been approved off.

# Ask for leadership help before approving large clusters of requests.

Suggested seasonal reminder:

<blockquote>
As we prepare for the upcoming season, please submit any request offs as soon as possible. We will do our best to honor requests, but approval depends on staffing needs and coverage. Requests will be reviewed one at a time, and if multiple people request the same dates, we may not be able to approve every request. Please communicate early so we can plan well and avoid last-minute schedule problems.
</blockquote>

== First-Come, First-Reviewed Does Not Always Mean First-Approved ==

Managers may consider the order in which requests were submitted, but the first request submitted is not always automatically approved.

Managers may also need to consider:

* Role requirements.
* Staffing ratios.
* Required training.
* Full-day vs. partial-day requests.
* Whether the schedule was already posted.
* Whether the request is connected to illness, emergency, bereavement, or protected leave.
* Whether the employee followed the correct request process.
* Whether approving the request creates a larger operational problem.

The manager should strive to be fair and consistent, but fairness does not always mean every request receives the same answer.

== Practical Approval Process ==

When reviewing requests off, managers should use the following process:

# Check whether the request includes a written reason.

# Check whether the request includes times, if it is a partial-day request.

# Check whether the request is more or less than 48 hours before the scheduled shift.

# Check whether the employee called the manager if the request is less than 48 hours before the shift.

# Check whether the day is a blocked day.

# Check whether the schedule has already been posted.

# Check whether the employee attempted to find coverage, when applicable.

# Check how many people are already approved off.

# Check whether the remaining staff can safely and effectively cover the schedule.

# Approve, deny, or ask for more information.

# Document the decision clearly.

== If Coverage Is Needed ==

When a request off creates a coverage need, the manager should not approve the request and then hope coverage appears later.

Instead, the manager should:

# Identify the exact shift, role, classroom, task, or responsibility that needs coverage.

# Identify who is qualified to cover it.

# Ask the employee to make a sincere attempt to find coverage if the schedule is already posted.

# Reach out to available staff if needed.

# Ask leadership for help if coverage cannot be found.

# Keep the request pending until coverage is confirmed, unless leadership approves another solution.

Suggested message:

<blockquote>
I received your request off, but I cannot approve it yet because we do not currently have coverage for your assigned shift. Please reach out to qualified staff to see if someone is able to cover or swap with you. I will also review options on my end, but the request is pending until coverage is resolved.
</blockquote>

== If A Request Must Be Denied ==

If a request must be denied, the manager should be clear, respectful, and policy-based.

Suggested denial message:

<blockquote>
I am not able to approve this request off because we already have too many staff unavailable and approving this request would leave the schedule without proper coverage. Please let me know if there is a different day, partial-day option, or possible shift swap that would help.
</blockquote>

Suggested denial message for missing information:

<blockquote>
This request off cannot be approved because it is missing required information. Please resubmit the request with the reason included and, if this is a partial-day request, the specific times needed off.
</blockquote>

Suggested denial message for less than 48 hours without a phone call:

<blockquote>
This request off cannot be approved as submitted because it is less than 48 hours before the scheduled shift and a phone call to your reporting manager is required before requesting off. Please speak with your manager immediately.
</blockquote>

== Blocked Days ==

Some days are blocked for request offs for most reasons, excluding sick leave or true emergencies. These days are listed in the [[Staff Attendance Policy#Blocked_Days|Blocked Days]] section of the Staff Attendance Policy.

Only the Senior Pastor can approve special exceptions for blocked days.

Managers should not approve request offs for blocked days without the required approval.

If an employee requests off for a blocked day, the manager should use language similar to:

<blockquote>
This day is listed as a blocked day in the Staff Attendance Policy, so I am not able to approve this request. If this is a medical emergency, please use the appropriate sick leave process. If you believe this is a true exception, please contact the Senior Pastor directly by phone.
</blockquote>

== Tracking Patterns ==

Managers should pay attention to request-off patterns, especially when they affect operations.

Patterns may include:

* Frequent requests for the same day of the week.
* Repeated requests immediately before or after holidays.
* Repeated requests after the schedule is posted.
* Repeated partial-day requests that affect the same responsibility.
* Frequent last-minute requests.
* Multiple employees regularly requesting the same high-demand dates.

Patterns should be handled carefully and respectfully. The goal is not to punish employees for legitimate needs, but to identify schedule problems early and address them consistently.

== Manager Responsibilities ==

Managers are responsible to:

* Review requests off before approving them.
* Know whether the schedule can support the request.
* Avoid approving too many people off at once.
* Communicate clearly with employees.
* Follow the phone call requirement for requests less than 48 hours before a shift.
* Enforce blocked days properly.
* Ask for help before the schedule becomes a crisis.
* Document decisions clearly.
* Treat employees fairly and consistently.
* Plan ahead for high-request seasons.
* Protect the operation, staff team, and people served by the ministry.

== Common Mistakes To Avoid ==

Managers should avoid:

* Approving requests without checking the full schedule.
* Approving several requests for the same day without confirming coverage.
* Treating submitted requests as automatically approved.
* Waiting too long to respond to pending requests.
* Ignoring blocked days.
* Approving requests that are missing required information.
* Failing to require a phone call for requests less than 48 hours before a shift.
* Asking employees to solve a management-created problem without support.
* Reversing approved requests without leadership input.
* Waiting until the week of the shift to ask for help.
* Allowing seasonal requests to pile up without a plan.

== Recommended Manager Habit ==

Managers should review upcoming request offs at least weekly.

During that review, the manager should ask:

* Who is already approved off?
* Who is pending?
* Are any special events, holidays, blocked days, or high-demand dates coming up?
* Are any shifts at risk?
* Are any roles missing trained coverage?
* Do I need to ask for help now?
* Do I need to remind staff to submit future requests early?

The earlier a manager sees the problem, the easier it is to solve it fairly.

== Summary ==

Managers should be generous when possible, but responsible at all times. Request offs should be approved only when the schedule can support the absence and the employee has followed the proper process.

When too many people request off, the manager should pause, review the schedule, ask for help, communicate clearly, and work toward a fair solution before approving additional requests.

In Kind Donation Receipts

2026-04-15T16:31:49Z

PastorLance:

= In-Kind Donation Receipt Task List =

Use this when a donor gives items, goods, or other non-cash donations and needs a receipt.

== What to do ==
# Open the donation form:
#* https://docs.google.com/document/d/10RUWeUY3OP_Nlgee2cwNNbnfaq3v8e81/edit
# Print the form.
# Fill it out clearly for the donor.
# Include:
#* donor name
#* date received
#* description of the donated items
#* ministry or department receiving the donation, if needed
# Make sure the item description is specific enough to be helpful.
#* Example: "4 winter coats, 2 boxes of diapers, 5 bags of clothes, 10 boxes of canned goods"
#* Not just: "miscellaneous items"
# Do not assign a dollar value to the donated items.
# Make a copy or scan a copy for our records and give to Treasurer.
# Give the completed receipt to the donor.
# File the office copy in the correct donor or donations folder.

== Simple reminders ==
* Be neat and legible.
* Use the donor's full name.
* Be specific when listing donated items.
* Do not estimate or write in a cash value for in-kind gifts.
* Keep a copy for church records before giving the receipt away.

== If you are not sure ==
* Ask the office before giving the donor a completed receipt.
* If the form is missing details, contact the donor before finishing it.
* If the donation is unusual or high-value, ask leadership or finance to review it first.

In Kind Donation Receipts

2026-04-15T16:29:52Z

PastorLance: Created page with "https://docs.google.com/document/d/10RUWeUY3OP_Nlgee2cwNNbnfaq3v8e81/edit?usp=sharing&ouid=102196543770795293461&rtpof=true&sd=true"

https://docs.google.com/document/d/10RUWeUY3OP_Nlgee2cwNNbnfaq3v8e81/edit?usp=sharing&ouid=102196543770795293461&rtpof=true&sd=true

Requests Off

2026-04-09T22:16:05Z

PastorLance:

[[Category: Sprouts]][[Category: Staff]]
All employees must submit request offs every time they are unable to report to any assigned shifts or unable to go to work during a normal schedule for any reason.

Employees may request off in compliance with [[Unpaid Time Off]], [[SickLeave|Sick Leave,]] and [[Bereavement]].

Employees must request the time off through the [https://team.godlovesbrookline.com/staff/dashboard.php Employee Portal] in order for it to be approved and paid out. If requesting a partial day, the times available MUST be included in the comments, or the request will be denied with a request for re-submission.

Managers may edit request offs to properly assign the request off to unpaid time off, paid sick leave, unexcused absence, or any other category.

If it is less than 48 hours before your scheduled shift, you must speak to your manager on the phone. Slack messages, text messages, emails, voice mails, are not proper forms of requesting off. See [[Staff Attendance Policy|Attendance Policy]] for more information.

Sprouts staff are required to notify the director or assistant director for requests off for shifts that are already published in the portal. Verbal notice is required even if submitting the request off with more than 48 hours notice.

[[Work from Home]] requests have specific policies that need to be followed.

There are a few [https://team.godlovesbrookline.com/mw/index.php?title=Staff_Attendance_Policy#Blocked_Days blocked days] in the work calendar where only the Senior Pastor can approve a request off.

Requests Off

2026-04-09T22:15:03Z

PastorLance:

[[Category: Sprouts]][[Category: Staff]]
All employees must submit request offs every time they are unable to report to any assigned shifts or unable to go to work during a normal schedule for any reason.

Employees may request off in compliance with [[Unpaid Time Off]], [[SickLeave|Sick Leave,]] and [[Bereavement]].

Employees must request the time off through the Employee Portal in order for it to be approved and paid out. If requesting a partial day, the times available MUST be included in the comments, or the request will be denied with a request for re-submission.

Managers may edit request offs to properly assign the request off to unpaid time off, paid sick leave, unexcused absence, or any other category.

If it is less than 48 hours before your scheduled shift, you must speak to your manager on the phone. Slack messages, text messages, emails, voice mails, are not proper forms of requesting off. See [[Staff Attendance Policy|Attendance Policy]] for more information.

Sprouts staff are required to notify the director or assistant director for requests off for shifts that are already published in the portal. Verbal notice is required even if submitting the request off with more than 48 hours notice.

[[Work from Home]] requests have specific policies that need to be followed.

There are a few [https://team.godlovesbrookline.com/mw/index.php?title=Staff_Attendance_Policy#Blocked_Days blocked days] in the work calendar where only the Senior Pastor can approve a request off.

Credit Card Policy

2026-02-23T15:33:38Z

PastorLance:

[[Category:Finance]]

== Credit Card Policy ==

=== Eligibility and Request Process ===
Pastors, Directors, and Board Members may request a church credit card when regular approved business expenses require organizational purchasing.

Credit cards are not issued automatically and must be requested.

All requests must be submitted in writing by email to the Treasurer. The request email must include the requester's legal name exactly as it should appear on the card, and must state whether the requester has met the minimum eligibility period or is requesting an exception.

The standard minimum eligibility period to request a card is 90 days in role. Exceptions may be granted for urgent ministry or operational needs only with joint approval from the Treasurer and Senior Pastor.

The only person that can use the card is the person whose name is on it. Cards cannot be transferred to another person, even if they have a card for the organization.

=== Prohibited Uses ===
Cash Advances, Bank Checks, Traveler’s Checks, Electronic Cash Transfers, Alcohol, Wine (Except communion), Marijuanna, CBD, Tobacco. Lottery Tickets. Credit cards may never be used for personal expenses.

Gift cards are only permitted to be purchased with explicit permission from the treasurer and are subject to gift card auditing policy.

Refunds for purchases made with a credit card should be returned to that credit card. Card holders should receive no cash or refunds directly. In the circumstance where a vendor refuses to refund to the card, the card holder should alert the senior treasurer as soon as possible.

=== Spending Limits ===
Spending limits for each card will be determined by the Director of Operations.

=== Unauthorized Charges ===
Cards are to be used for predetermined purchases only. Purchases should be approved by budgets or board votes.

=== Disputed Charges ===
The issuing bank must be alerted immediately of any disputed charges.

=== Lost or Stolen Cards ===
The issuing bank must be alerted immediately if a card is lost or stolen. Failure to do so may result in revoking credit card use from the cardholder.

=== Documentation ===
Itemized receipts are required for every purchase. For meal purchases, the names of everyone in attendance and a description of the meal’s business purposes are required to comply with IRS regulations.

Credit card expense reports are required to be turned in by the 6th or 7th of each month depending on when the statement is available.

When using church funds toward meals, a list of names of every person who consumed food, as well as the purpose of the meal must be written on the expense report.

=== Enforcement ===

If the above policies are not followed, the card holder is wholly responsible for those expenses. There could also be disciplinary action, up to and including termination of employment and, where appropriate, criminal prosecution.

=== Return of Card Upon Request or Termination ===
The Chief Executive Officer, the Governing Treasurer, or the Director of Operations can request a card to be surrendered for any reason at any time.

When a cardholder resigns or is terminated they will surrender the card immediately.

Organization Operated Social Media Accounts

2025-12-27T21:12:38Z

PastorLance: /* Ownership */

=Organization Operated Social Media Accounts=
==Ownership==
The Organization maintains ownership of all social media accounts managed by the name of or brands operated within the church. Listed below are the official social media pages of the church:
*'''Facebook Pages:'''
**[https://www.facebook.com/pittsburghrevival Pittsburgh Revival]
**[https://www.facebook.com/brooklinesprouts Brookline Sprouts]
**[https://www.facebook.com/SPOAC412 SPOAC412]
**[https://www.facebook.com/RecoveryChurchOrchard Recovery Church Orchard]
*'''Linked In:'''
**SPOAC
*'''Indeed:'''
**Indeed Link
*Instagram
**[https://www.instagram.com/brooklinesprouts/ Brookline Sprouts]
*Next Door
**link
*TikTok
**link
Google:
https://share.google/Vitw8JSqMGgZBM40m (Tree of Life)
https://share.google/8GUAy4c4NfOIsobKy (Sprouts)

==Administrators==
*It is required that the '''Senior Pastor''' and the '''Director of Operations''' have administrative privileges on all social media accounts.
*Staff members are not permitted to create other social media accounts without the explicit permission of the Senior Pastor.
==Publishing Policies==
*In order to maintain a cohesive marketing message across all platforms, specific publishing policy requirements may be established for different brands operated by the church.

Food During Classroom Shifts

2025-12-13T01:03:36Z

PastorLance: /* General Policy */

=== Purpose ===
The purpose of this policy is to create a fair, professional, and safe classroom environment by setting clear expectations around staff eating while caring for children. Limiting food consumption in the classroom helps:

* Reduce feelings of inequity when children see adults eating food they cannot have. (And avoid favoritism among children if some can eat it and some cannot.)
* Minimize conflict between staff related to outside food and meal orders.
* Support cleanliness and reduce pests or spills.
* Limit liability related to food allergies and other health concerns.
* Promote professionalism and healthy modeling for children by eating during designated meal and break times.

Teachers, volunteers, and other staff are expected to model healthy habits and professionalism by eating during designated meal and break times only.

=== Scope ===
This policy applies to all staff members (teachers, assistants, floaters, volunteers, and any other adults) who are in direct care of children in a classroom while children are present.

=== General Policy ===
When children are present in the classroom, staff may not eat personal food, including but not limited to:

* Snacks (chips, candy, pastries, etc.).
* Takeout or delivery food (e.g., DoorDash, Uber Eats, Grubhub).
* Leftovers brought from home.
* Full meals of any kind.

Food is to be eaten:

* During scheduled staff breaks in the designated break room or another approved non-classroom space.
* During staff meal times as defined in the [[Employee_Breaks]].
* During program-approved classroom meal or snack times provided for children.
*During nap time as long as it is not a disruption.

During program-approved classroom meal or snack times:

* Staff may eat their own meal or snack while seated with children, as long as they continue to actively supervise and support the children.
* Staff may '''not''' share any of their personal food or drink with children. This includes both "enrolled" children and "neighborhood" children during open site programming.
* All food and drink served to children must come from approved meals, snacks, or family-provided items according to the meal and allergy policies. If staff would like to share food with the children, it is subject to all of the policies that a family would be related to birthday cupcakes, ordering pizza to go with lunch, etc. This includes aspects such as coordinating with the kitchen manager and ensuring that items are store-bought.

Gum and mints are permitted for staff and do not fall under this restriction as long as they do not create a disruption or safety concern.

Nonalcoholic hot or cold drinks are permitted in the classroom while staff are supervising children, provided they are in lidded containers and left on surfaces to avoid spills, safety concerns, and distractions.

=== Medical Exceptions ===
We recognize that some staff may have medical needs that occasionally require food intake outside of scheduled break or meal times.

* Staff with medically relevant needs may keep small, appropriate food items accessible (for example, for blood sugar management).
* These items may be eaten while supervising children if medically necessary.
* Staff are encouraged to be as discreet as reasonably possible to reduce confusion or feelings of unfairness among children.
* No doctor’s note is required; staff should, however, communicate ongoing medical needs to their supervisor so that appropriate support and coverage can be arranged when needed.

In urgent situations (e.g., sudden dizziness, low blood sugar), staff may take a quick, necessary bite of a medically relevant snack or step out briefly if coverage is available, consistent with all safety and ratio policies.

=== Outside Food Orders ===
Staff may place personal food delivery orders (e.g., Door Dash, Uber Eats, Grub Hub, etc.) under the following conditions:

* It is inappropriate to step out of the classroom to receive a delivery while responsible for children.
* Food from deliveries must not be opened or eaten in the classroom while children are present, except during program-approved classroom meal or snack times as described above.
* Staff should time deliveries so that orders arrive during their scheduled break or meal time.

All outside food brought in for staff use remains subject to this policy and the broader meal service and allergy policies.

=== Roles and Responsibilities ===

* '''All classroom staff''' are responsible for following this policy and planning their meals and snacks around scheduled breaks and meal times.
* '''Any staff member''' may gently remind another staff member of this policy if they observe eating in the classroom during non-designated times.
* '''Lead teachers, supervisors, and administrators''' are responsible for coaching, clarifying expectations, and helping staff problem-solve if they are struggling to manage food needs within the policy.

This is a coaching-oriented policy. The goal is to support staff and maintain a healthy environment, not to punish. Concerns will typically be addressed through conversation, reminders, and collaborative problem-solving.

=== Communication ===
This policy should be:

* Reviewed with all new hires during orientation.
* Discussed in staff meetings as needed, especially when questions or patterns arise.
* Available in written form on the staff wiki and linked alongside the [[Break and Meal Policy]] and meal service guidelines.

Questions or concerns about how to apply this policy in specific situations should be directed to a supervisor or administrator.

=== See Also ===

[[Break and Meal Policy]]
[[Category:Sprouts]]
[[Category:Staff]]

Admin Staff Meeting

2025-12-13T00:58:55Z

PastorLance:

[[Category:Meetings]]

= Admin Staff Meeting Policy =

'''Invited:''' All Staff Directors

'''Chair:''' Director of Operations

'''Frequency:''' Weekly, unless removed from the calendar

'''Billable:''' Director’s Department

The Admin Staff Meeting exists to coordinate church-wide administrative alignment, ensure consistent communication across departments, and surface operational issues requiring shared awareness or decision-making.

Attendance is expected for all Staff Directors unless excused in advance by the Director of Operations. Staff Directors may attend remotely and are expected to do so when unable to be physically present.

== Agenda and Meeting Flow ==

Agenda items may include staff announcements, policy updates, cross-departmental coordination needs, and administrative decisions requiring staff input. Weekly reports are due and reviewed as part of this meeting.

The meeting begins with each participant sharing their most poignant celebration from their department for the week.

Sunday attendance is reviewed during the meeting, and feedback will be requested from staff directors.

Laptops should be on and ready to be used during the meeting. The meeting may be recorded.

== Cancellations and Exceptions ==

This meeting does not take place when the office is closed. Weekly reports remain due during weeks when the meeting is cancelled.

At the discretion of leadership, an offsite celebration or team-building meeting may be scheduled in place of a regular session.

Admin Staff Meeting

2025-12-13T00:57:54Z

PastorLance:

[[Category:Meetings]]

= Admin Staff Meeting Policy =

'''Invited:''' All Staff Directors
'''Chair:''' Director of Operations
'''Frequency:''' Weekly, unless removed from the calendar
'''Billable:''' Director’s Department

The Admin Staff Meeting exists to coordinate church-wide administrative alignment, ensure consistent communication across departments, and surface operational issues requiring shared awareness or decision-making.

Attendance is expected for all Staff Directors unless excused in advance by the Director of Operations. Staff Directors may attend remotely and are expected to do so when unable to be physically present.

== Agenda and Meeting Flow ==

Agenda items may include staff announcements, policy updates, cross-departmental coordination needs, and administrative decisions requiring staff input. Weekly reports are due and reviewed as part of this meeting.

The meeting begins with each participant sharing their most poignant celebration from their department for the week.

Sunday attendance is reviewed during the meeting, and feedback will be requested from staff directors.

Laptops should be on and ready to be used during the meeting. The meeting may be recorded.

== Cancellations and Exceptions ==

This meeting does not take place when the office is closed. Weekly reports remain due during weeks when the meeting is cancelled.

At the discretion of leadership, an offsite celebration or team-building meeting may be scheduled in place of a regular session.

Graphic Design

2025-12-11T16:15:55Z

PastorLance:

[[Category:Sprouts]]
[[Category:Staff]]
[[Category:Graphic Designs]]

''This page outlines graphic standards for all ministries at Tree of Life Open Bible Church (including Sprouts). For the original reference page, see [[Graphic Design Guidelines]] .''

''For templates, specs, and related resources, see [[:Category:Graphic Designs]].''

These guidelines help church staff, ministry leaders, and volunteers work professionally with the Design Team, protect our brand, and ensure that all visual materials reflect our values and the standards of Tree of Life Open Bible Church.

= Purpose and Scope =

These guidelines apply to:

* All Tree of Life staff and ministry directors.
* Any volunteer or staff member who creates or requests graphics, signs, flyers, or digital media for any ministry, event, or program (including Sprouts, Acorns, USDA, and Head Start–related programs).

Our goal is to:

* Minimize time spent doing “DIY” design work.
* Maintain a consistent, professional brand.
* Ensure content is welcoming, inclusive, and appropriate for children, families, and our wider community.

= Use of the Design Team and Timelines =

* Whenever possible, submit a design request to the Design Team instead of creating materials yourself.
* Plan ahead and submit requests according to the lead times listed in your Event Sheet Checklist.
**See: Event Sheet Checklist for specific lead times.**
* The Design Team may use Canva or other professional tools (Adobe, etc.) to complete the final design.

The Senior Pastor reserves the right to reject any design for any reason. Designs may be revised, delayed, or declined if they do not meet these guidelines or overall church standards.

= Canva and Design Tools =

* All staff who create ministry graphics are provided access to Canva at no cost.
* Use Canva for any basic design work you must do yourself (flyers, slides, simple graphics).
* The Design Team may update or replace staff-created Canva designs to align with brand and quality standards.

= Brand Awareness and Professionalism =

* Maintain [[Brand Awareness]] in all church materials.
* Use approved colors, logos, and fonts whenever possible.
* Do not stretch, recolor, or alter official logos without approval.
* Aim for professional, clean, and easy-to-read layouts with clear information hierarchy (title, date, time, location, call to action).
* Remember: our visual environment should communicate that Tree of Life is a well-run, professional ministry, not a cluttered bulletin board.

= Language and Tone =

* Use person-first language (e.g., “children with disabilities” rather than defining people by a condition).
* Use positive, hopeful, and welcoming images and wording.
* Avoid dark, frightening, or depressing themes, especially in materials directed toward children and families.

= Sensitive and Prohibited Imagery =

The following imagery is not permitted in church designs:

* Alcoholic beverages or related items (wine glasses, bottles, bar scenes, etc.).
* Tobacco or vaping products.
* Sexualized imagery, innuendo, or suggestive overtones.
* Any content that conflicts with our safety standards, values, or licensing requirements.

When using stock art, especially for groceries or food:

* Carefully review images for hidden or background alcohol (wine bottles on shelves, champagne glasses, etc.).
* Choose images that are clearly family-friendly and compliant with our standards.

If you are unsure whether an image is appropriate, consult the Design Team or your supervisor **before** submitting.

= Non-Discrimination Statement Requirement =

Any design that includes the following names or logos must include the short [[Non-Discrimination Service Policy|ND Statement]]:

* Sprouts
* Acorns
* USDA
* Head Start / Headstart

When in doubt, include the ND Statement or ask the Design Team for guidance.

= Signage Standards (Temporary and Permanent) =

* **Permanent signage** (doors, classrooms, hallways, recurring program signs, etc.) must always be created using Canva or a word processor (e.g., Microsoft Word) and printed.
* Staff-created permanent signs **may not** be handwritten.
* Handwritten signs by **students** (art projects, classroom boards, temporary displays clearly marked as student work) are acceptable and encouraged as part of learning and creativity.
* Temporary staff signs (e.g., “Wet Floor,” one-time reminders) should still be typed and printed whenever reasonably possible.
* **Any sign hung around the building** (hallways, doors, common areas) must include the date the sign was made in very small font in the bottom right-hand corner (e.g., “Printed: 12/11/25”). This helps us keep signage current and remove outdated information.

= Submission and Approval =

* Submit all design requests through the designated process (see your Event Sheet Checklist for links and timelines).
* The Design Team may adjust wording, imagery, and layout to align with these guidelines and overall church branding.
* Designs that do not meet these standards may be returned for revision or rejected.

If you have questions about how to apply these guidelines, contact your supervisor or the Design Team before printing, posting, or publishing any materials.

Food During Classroom Shifts

2025-12-11T01:47:18Z

PastorLance:

=== Purpose ===
The purpose of this policy is to create a fair, professional, and safe classroom environment by setting clear expectations around staff eating while caring for children. Limiting food consumption in the classroom helps:

* Reduce feelings of inequity when children see adults eating food they cannot have.
* Minimize conflict between staff related to outside food and meal orders.
* Support cleanliness and reduce pests or spills.
* Limit liability related to food allergies and other health concerns.
* Promote professionalism and healthy modeling for children by eating during designated meal and break times.

Teachers, volunteers, and other staff are expected to model healthy habits and professionalism by eating during designated meal and break times only.

=== Scope ===
This policy applies to all staff members (teachers, assistants, floaters, volunteers, and any other adults) who are in direct care of children in a classroom while children are present.

=== General Policy ===
When children are present in the classroom, staff may not eat personal food, including but not limited to:

* Snacks (chips, candy, pastries, etc.).
* Takeout or delivery food (e.g., DoorDash, Uber Eats, Grubhub).
* Leftovers brought from home.
* Full meals of any kind.

Food is to be eaten:

* During scheduled staff breaks in the designated break room or another approved non-classroom space.
* During staff meal times as defined in the [[Break and Meal Policy]].
* During program-approved classroom meal or snack times provided for children.
*During nap time as long as it is not a disruption.

During program-approved classroom meal or snack times:

* Staff may eat their own meal or snack while seated with children, as long as they continue to actively supervise and support the children.
* Staff may '''not''' share any of their personal food or drink with children. This includes both "enrolled" children and "neighborhood" children during open site programming.
* All food and drink served to children must come from approved meals, snacks, or family-provided items according to the meal and allergy policies. If staff would like to share food with the children, it is subject to all of the policies that a family would be related to birthday cupcakes, ordering pizza to go with lunch, etc. This includes aspects such as coordinating with the kitchen manager and ensuring that items are store-bought.

Gum and mints are permitted for staff and do not fall under this restriction as long as they do not create a disruption or safety concern.

Nonalcoholic hot or cold drinks are permitted in the classroom while staff are supervising children, provided they are in lidded containers and left on surfaces to avoid spills, safety concerns, and distractions.

=== Medical Exceptions ===
We recognize that some staff may have medical needs that occasionally require food intake outside of scheduled break or meal times.

* Staff with medically relevant needs may keep small, appropriate food items accessible (for example, for blood sugar management).
* These items may be eaten while supervising children if medically necessary.
* Staff are encouraged to be as discreet as reasonably possible to reduce confusion or feelings of unfairness among children.
* No doctor’s note is required; staff should, however, communicate ongoing medical needs to their supervisor so that appropriate support and coverage can be arranged when needed.

In urgent situations (e.g., sudden dizziness, low blood sugar), staff may take a quick, necessary bite of a medically relevant snack or step out briefly if coverage is available, consistent with all safety and ratio policies.

=== Outside Food Orders ===
Staff may place personal food delivery orders (e.g., Door Dash, Uber Eats, Grub Hub, etc.) under the following conditions:

* It is inappropriate to step out of the classroom to receive a delivery while responsible for children.
* Food from deliveries must not be opened or eaten in the classroom while children are present, except during program-approved classroom meal or snack times as described above.
* Staff should time deliveries so that orders arrive during their scheduled break or meal time.

All outside food brought in for staff use remains subject to this policy and the broader meal service and allergy policies.

=== Roles and Responsibilities ===

* '''All classroom staff''' are responsible for following this policy and planning their meals and snacks around scheduled breaks and meal times.
* '''Any staff member''' may gently remind another staff member of this policy if they observe eating in the classroom during non-designated times.
* '''Lead teachers, supervisors, and administrators''' are responsible for coaching, clarifying expectations, and helping staff problem-solve if they are struggling to manage food needs within the policy.

This is a coaching-oriented policy. The goal is to support staff and maintain a healthy environment, not to punish. Concerns will typically be addressed through conversation, reminders, and collaborative problem-solving.

=== Communication ===
This policy should be:

* Reviewed with all new hires during orientation.
* Discussed in staff meetings as needed, especially when questions or patterns arise.
* Available in written form on the staff wiki and linked alongside the [[Break and Meal Policy]] and meal service guidelines.

Questions or concerns about how to apply this policy in specific situations should be directed to a supervisor or administrator.

=== See Also ===

[[Break and Meal Policy]]
[[Category:Sprouts]]
[[Category:Staff]]

Food During Classroom Shifts

2025-12-11T01:46:06Z

PastorLance: /* Equity, Cleanliness, and Liability */

=== Purpose ===
The purpose of this policy is to create a fair, professional, and safe classroom environment by setting clear expectations around staff eating while caring for children. Limiting food consumption in the classroom helps:

* Reduce feelings of inequity when children see adults eating food they cannot have.
* Minimize conflict between staff related to outside food and meal orders.
* Support cleanliness and reduce pests or spills.
* Limit liability related to food allergies and other health concerns.
* Promote professionalism and healthy modeling for children by eating during designated meal and break times.

Teachers, volunteers, and other staff are expected to model healthy habits and professionalism by eating during designated meal and break times only.

=== Scope ===
This policy applies to all staff members (teachers, assistants, floaters, volunteers, and any other adults) who are in direct care of children in a classroom while children are present.

=== General Policy ===
When children are present in the classroom, staff may not eat personal food, including but not limited to:

* Snacks (chips, candy, pastries, etc.).
* Takeout or delivery food (e.g., DoorDash, Uber Eats, Grubhub).
* Leftovers brought from home.
* Full meals of any kind.

Food is to be eaten:

* During scheduled staff breaks in the designated break room or another approved non-classroom space.
* During staff meal times as defined in the [[Break and Meal Policy]].
* During program-approved classroom meal or snack times provided for children.
*During nap time as long as it is not a disruption.

During program-approved classroom meal or snack times:

* Staff may eat their own meal or snack while seated with children, as long as they continue to actively supervise and support the children.
* Staff may '''not''' share any of their personal food or drink with children. This includes both "enrolled" children and "neighborhood" children during open site programming.
* All food and drink served to children must come from approved meals, snacks, or family-provided items according to the meal and allergy policies. If staff would like to share food with the children, it is subject to all of the policies that a family would be related to birthday cupcakes, ordering pizza to go with lunch, etc. This includes aspects such as coordinating with the kitchen manager and ensuring that items are store-bought.

Gum and mints are permitted for staff and do not fall under this restriction as long as they do not create a disruption or safety concern.

Nonalcoholic hot or cold drinks are permitted in the classroom while staff are supervising children, provided they are in lidded containers and left on surfaces to avoid spills, safety concerns, and distractions.

=== Medical Exceptions ===
We recognize that some staff may have medical needs that occasionally require food intake outside of scheduled break or meal times.

* Staff with medically relevant needs may keep small, appropriate food items accessible (for example, for blood sugar management).
* These items may be eaten while supervising children if medically necessary.
* Staff are encouraged to be as discreet as reasonably possible to reduce confusion or feelings of unfairness among children.
* No doctor’s note is required; staff should, however, communicate ongoing medical needs to their supervisor so that appropriate support and coverage can be arranged when needed.

In urgent situations (e.g., sudden dizziness, low blood sugar), staff may take a quick, necessary bite of a medically relevant snack or step out briefly if coverage is available, consistent with all safety and ratio policies.

=== Outside Food Orders ===
Staff may place personal food delivery orders (e.g., Door Dash, Uber Eats, Grub Hub, etc.) under the following conditions:

* It is inappropriate to step out of the classroom to receive a delivery while responsible for children. Coverage must be arranged through normal procedures if a staff member needs to step away for any reason.
*Food from deliveries must not be opened or eaten in the classroom while children are present, except during program-approved classroom meal or snack times as described above.
* Staff should time deliveries so that orders arrive during their scheduled break or meal time.
* Staff are encouraged to coordinate group orders, when desired, in a way that supports team unity and occurs on break times, not during active classroom supervision.

All outside food brought in for staff use remains subject to this policy and the broader meal service and allergy policies.

=== Roles and Responsibilities ===

* '''All classroom staff''' are responsible for following this policy and planning their meals and snacks around scheduled breaks and meal times.
* '''Any staff member''' may gently remind another staff member of this policy if they observe eating in the classroom during non-designated times.
* '''Lead teachers, supervisors, and administrators''' are responsible for coaching, clarifying expectations, and helping staff problem-solve if they are struggling to manage food needs within the policy.

This is a coaching-oriented policy. The goal is to support staff and maintain a healthy environment, not to punish. Concerns will typically be addressed through conversation, reminders, and collaborative problem-solving.

=== Communication ===
This policy should be:

* Reviewed with all new hires during orientation.
* Discussed in staff meetings as needed, especially when questions or patterns arise.
* Available in written form on the staff wiki and linked alongside the [[Break and Meal Policy]] and meal service guidelines.

Questions or concerns about how to apply this policy in specific situations should be directed to a supervisor or administrator.

=== See Also ===

[[Break and Meal Policy]]
[[Category:Sprouts]]
[[Category:Staff]]

Festival of Trees Calendar

2025-12-10T19:23:48Z

PastorLance: /* Evergreen Weekly Grid */

= Festival of Trees Calendar =

== Event Timing ==
The Festival of Trees is scheduled each year around the **first Saturday in December**.
The public event dates are always:

* **Thursday** before the first Saturday in December
* **Friday** before the first Saturday in December
* **The first Saturday in December**
* **Sunday** immediately following the first Saturday in December

For example:
* If the first Saturday in December is December 3, the Festival of Trees event dates will be December 1 (Thu), 2 (Fri), 3 (Sat), and 4 (Sun).

== Committee Meetings ==
* **Festival of Trees Committee meetings begin in July** each year.
* Meeting frequency and specific dates are determined by the Committee and added to the current year’s planning notes.

== Evergreen Planning Calendar ==
This evergreen calendar is designed to help plan the weeks leading up to the Festival of Trees.
* **Weeks begin on Sunday.**
* “Event Week” is the week that includes the first Saturday in December.
* For each year, you can fill in the “Major goal for the day” or key tasks in the cells below.

=== Week Labels ===
* **Week -10**: Ten weeks before Event Week
* **Week -9**: Nine weeks before Event Week
* …
* **Week -1**: One week before Event Week
* **Event Week**: Week of the Festival of Trees (Thu–Sun event days)
* **Week +1**: Week after Event Week (follow-up, debrief, thank-yous)

=== Evergreen Weekly Grid ===

{| class="wikitable"
! Week (relative) !! Sunday !! Monday !! Tuesday !! Wednesday !! Thursday !! Friday !! Saturday
|-
! Week -10
| 
| 
| 
| 
| 
| 
| 
|-
! Week -9
| | | | | | |
|-
! Week -8
| | | | | | |
|-
! Week -7
| | | | | | |
|-
! Week -6
| | | | | | |
|-
! Week -5
| | | | | | |
|-
! Week -4
| | | | | | |
|-
! Week -3
| | | | | | |
|-
! Week -2
| | | | | | |
|-
! Week -1
| | | | | | |
|-
! Event Week
| Prep sanctuary; remove tables; set up rows, etc.
| Set up electricity according to last year's grid
| Trees mostly set up
| Complete trees; shop vacuum sanctuary
| Soft open from 5 PM; people start arriving by 5 PM; food 5–7 PM
| School field trips (1 hr 10 min blocks, ~100 kids per group); evening event 5–8 PM; food 5–7 PM
| Event 11 AM–8 PM; light-up around 5:30 PM; Santa 2–4 PM; food (time TBD)
|-
! Week +1
| Event open 1–6 PM; regular church AM & PM services
| Count tickets and determine winner
| Have everything in bags/bins for storage
| Put everything in attic (needs 4 people)
| Vacuum and have sanctuary ready for NA
|
| Food pantry day
|}

== Usage Notes ==
* Update the **Week (relative)** labels with the actual dates for the current year, if helpful.
* Use each cell to record the **major goal for that day** (e.g., “Finalize tree assignments,” “Confirm vendors,” “Program book to printer,” “Decorating night,” etc.).
* For detailed date-specific information for a given year, you may create pages such as:
** [[Festival of Trees 2025 Calendar]]
** [[Festival of Trees 2026 Calendar]]

[[Category:Festival of Trees]]
[[Category:Calendars]]
[[Category:Staff]]
[[Category:Policies]]

Festival of Trees Calendar

2025-12-10T19:15:40Z

PastorLance: /* Evergreen Weekly Grid */

= Festival of Trees Calendar =

== Event Timing ==
The Festival of Trees is scheduled each year around the **first Saturday in December**.
The public event dates are always:

* **Thursday** before the first Saturday in December
* **Friday** before the first Saturday in December
* **The first Saturday in December**
* **Sunday** immediately following the first Saturday in December

For example:
* If the first Saturday in December is December 3, the Festival of Trees event dates will be December 1 (Thu), 2 (Fri), 3 (Sat), and 4 (Sun).

== Committee Meetings ==
* **Festival of Trees Committee meetings begin in July** each year.
* Meeting frequency and specific dates are determined by the Committee and added to the current year’s planning notes.

== Evergreen Planning Calendar ==
This evergreen calendar is designed to help plan the weeks leading up to the Festival of Trees.
* **Weeks begin on Sunday.**
* “Event Week” is the week that includes the first Saturday in December.
* For each year, you can fill in the “Major goal for the day” or key tasks in the cells below.

=== Week Labels ===
* **Week -10**: Ten weeks before Event Week
* **Week -9**: Nine weeks before Event Week
* …
* **Week -1**: One week before Event Week
* **Event Week**: Week of the Festival of Trees (Thu–Sun event days)
* **Week +1**: Week after Event Week (follow-up, debrief, thank-yous)

=== Evergreen Weekly Grid ===

{| class="wikitable"
! Week (relative)
! Sunday
! Monday
! Tuesday
! Wednesday
! Thursday
! Friday
! Saturday
|-
! Week -10
|  ||
 ||
 ||
 ||
 ||
 ||

|-
! Week -9
| || || || || || ||
|-
! Week -8
| || || || || || ||
|-
! Week -7
| || || || || || ||
|-
! Week -6
| || || || || || ||
|-
! Week -5
| || || || || || ||
|-
! Week -4
| || || || || || ||
|-
! Week -3
| || || || || || ||
|-
! Week -2
| || || || || || ||
|-
! Week -1
| || || || || || ||
|-
! Event Week
|  ||
|| ||
|| ||
|| ||
|-
! Week +1
| Event open 1–6 PM; regular church AM & PM ||
Count tickets and determine winner ||
Have everything in bags/bins for storage ||
Put everything in attic ||
||
||
Food pantry day
|}

== Usage Notes ==
* Update the **Week (relative)** labels with the actual dates for the current year, if helpful.
* Use each cell to record the **major goal for that day** (e.g., “Finalize tree assignments,” “Confirm vendors,” “Program book to printer,” “Decorating night,” etc.).
* For detailed date-specific information for a given year, you may create pages such as:
** [[Festival of Trees 2025 Calendar]]
** [[Festival of Trees 2026 Calendar]]

[[Category:Festival of Trees]]
[[Category:Calendars]]
[[Category:Staff]]
[[Category:Policies]]

Festival of Trees Calendar

2025-12-10T16:06:36Z

PastorLance: Created page with "= Festival of Trees Calendar = == Event Timing == The Festival of Trees is scheduled each year around the **first Saturday in December**. The public event dates are always: * **Thursday** before the first Saturday in December * **Friday** before the first Saturday in December * **The first Saturday in December** * **Sunday** immediately following the first Saturday in December For example: * If the first Saturday in December is December 3, the Festival of Tr..."

= Festival of Trees Calendar =

== Event Timing ==
The Festival of Trees is scheduled each year around the **first Saturday in December**.
The public event dates are always:

* **Thursday** before the first Saturday in December
* **Friday** before the first Saturday in December
* **The first Saturday in December**
* **Sunday** immediately following the first Saturday in December

For example:
* If the first Saturday in December is December 3, the Festival of Trees event dates will be December 1 (Thu), 2 (Fri), 3 (Sat), and 4 (Sun).

== Committee Meetings ==
* **Festival of Trees Committee meetings begin in July** each year.
* Meeting frequency and specific dates are determined by the Committee and added to the current year’s planning notes.

== Evergreen Planning Calendar ==
This evergreen calendar is designed to help plan the weeks leading up to the Festival of Trees.
* **Weeks begin on Sunday.**
* “Event Week” is the week that includes the first Saturday in December.
* For each year, you can fill in the “Major goal for the day” or key tasks in the cells below.

=== Week Labels ===
* **Week -10**: Ten weeks before Event Week
* **Week -9**: Nine weeks before Event Week
* …
* **Week -1**: One week before Event Week
* **Event Week**: Week of the Festival of Trees (Thu–Sun event days)
* **Week +1**: Week after Event Week (follow-up, debrief, thank-yous)

=== Evergreen Weekly Grid ===

{| class="wikitable"
! Week (relative)
! Sunday
! Monday
! Tuesday
! Wednesday
! Thursday
! Friday
! Saturday
|-
! Week -10
|  ||
 ||
 ||
 ||
 ||
 ||

|-
! Week -9
| || || || || || ||
|-
! Week -8
| || || || || || ||
|-
! Week -7
| || || || || || ||
|-
! Week -6
| || || || || || ||
|-
! Week -5
| || || || || || ||
|-
! Week -4
| || || || || || ||
|-
! Week -3
| || || || || || ||
|-
! Week -2
| || || || || || ||
|-
! Week -1
| || || || || || ||
|-
! Event Week
|  ||
|| ||
|| ||
|| ||
|-
! Week +1
| || || || || || ||
|}

== Usage Notes ==
* Update the **Week (relative)** labels with the actual dates for the current year, if helpful.
* Use each cell to record the **major goal for that day** (e.g., “Finalize tree assignments,” “Confirm vendors,” “Program book to printer,” “Decorating night,” etc.).
* For detailed date-specific information for a given year, you may create pages such as:
** [[Festival of Trees 2025 Calendar]]
** [[Festival of Trees 2026 Calendar]]

[[Category:Festival of Trees]]
[[Category:Calendars]]
[[Category:Staff]]
[[Category:Policies]]

Festival of Trees Staff Expectations

2025-12-10T16:02:05Z

PastorLance: Created page with "= Festival of Trees Admin Staff Availability Policy = Church administrative staff and ministry directors are expected to be fully available to support the Festival of Trees event. == Blackout Period for Time Off == * Church administrative staff and ministry directors are **not permitted to request time off** from the **Monday before the Festival of Trees** through the **Thursday after the Festival of Trees**. * The specific dates for each year’s blackout period are l..."

= Festival of Trees Admin Staff Availability Policy =

Church administrative staff and ministry directors are expected to be fully available to support the Festival of Trees event.

== Blackout Period for Time Off ==
* Church administrative staff and ministry directors are **not permitted to request time off** from the **Monday before the Festival of Trees** through the **Thursday after the Festival of Trees**.
* The specific dates for each year’s blackout period are listed on the [[Festival of Trees Calendar]] page.

== Expectations for Participation ==
* All church administrative staff and ministry directors are expected to:
** Be present and available during the blackout period.
** Assist with setup and tear-down for the Festival of Trees.
** Support not only their own assigned trees or areas, but also help with other trees and event needs as directed.
* Final coordination of roles and tasks will be determined by the Festival of Trees Committee and/or church leadership.

[[Category:Festival of Trees]]
[[Category:Staff]]
[[Category:Policies]]

Sprouts Festival of Trees Staff Policy

2025-12-10T15:49:25Z

PastorLance: /* Sprouts Festival of Trees Staff Policy */

= Purpose =
This policy establishes clear expectations for Sprouts staff participating in the annual Festival of Trees. It outlines how classroom trees are created, decorated, displayed, and how children’s ornaments are personalized and distributed.

= Scope =
This policy applies to:
* All Sprouts classrooms participating in the Festival of Trees.
* All Sprouts teachers, assistant teachers, and classroom support staff.
* Any other staff or volunteers assisting with Sprouts trees.

= Overview =
Each Sprouts classroom is assigned one tree to decorate for the Festival of Trees.
* Tree ornaments are made by the children in that classroom.
* Teachers and staff are responsible for helping children create ornaments and for building excitement about the tree and the event.
* Sprouts trees will be included in the public Festival of Trees event and then moved to the community room for display throughout the season.

= Ornament Guidelines =
All ornaments for Sprouts trees must:
* Be created by or with the participation of the children in the classroom.
* Include a clear personalization element so it is obvious which child the ornament belongs to. Acceptable personalization may include:
** A photo of the child.
** A handprint, footprint, or similar unique mark.
** The child’s name clearly written.
** Another simple, identifiable marker approved by the lead teacher.

Additional expectations:
* Ornaments should be age-appropriate and safe for children to handle.
* Ornaments should be durable enough to hang on the tree and be transported home.
* Whenever possible, ornaments should reflect the theme (if any) decided by the Festival of Trees Committee and/or Sprouts leadership.

= Distribution of Ornaments =
Each child’s ornament will be sent home at the end of the festival period.
Ornaments may be distributed:
* On the last day of school before Christmas break, **or**
* At the Christmas concert,

whichever option best serves the children and families and is determined by Sprouts leadership in consultation with the Festival of Trees Committee.

The lead teacher is responsible for:
* Ensuring that each ornament is returned to the correct child.
* Communicating with families about when ornaments will be sent home.

= Tree Design and Layout =
* The lead teacher, in consultation with classroom staff, will determine the overall design and layout of the classroom tree.
* Teachers are encouraged to:
** Involve children in age-appropriate decisions (e.g., where to hang certain ornaments, simple thematic ideas).
** Keep the design welcoming, festive, and appropriate for a family-friendly setting.

= Tree Setup and Tear-Down =
* The tree will be set up and decorated by the teacher, with optional assistance from classroom staff and children, as appropriate for the age group.
* Teachers may include the children in setup and decorating as a learning and community-building activity.
* The teacher (with classroom staff support) is responsible for:
** Ensuring the tree is fully decorated by the deadline set by the Festival of Trees Committee.
** Ensuring the area around the tree is safe, tidy, and accessible.
** Assisting with the removal of ornaments and the tear-down of the tree after the display period is over.

= Display Timeline and Location =
* Sprouts trees will be part of the main Festival of Trees event.
* After the event, Sprouts trees will be moved to the community room for ongoing display throughout the season, according to the schedule determined by the Festival of Trees Committee and Sprouts leadership.
* Any changes to display location or timeline will be communicated to staff by Sprouts leadership.

= Program Book Submissions =
* Information, photos, or descriptions for the Festival of Trees program book (or similar printed/digital materials) must be submitted by the deadlines set by the Festival of Trees Committee.
* The lead teacher is responsible for:
** Providing any requested class information, theme descriptions, or photos by the due date.
** Coordinating with Sprouts leadership if assistance is needed to meet the deadline.

= Communication and Questions =
* Questions about this policy or the Festival of Trees process should be directed to Sprouts leadership or the Festival of Trees Committee.
* Any exceptions to this policy must be approved in advance by Sprouts leadership.

[[Category:Festival of Trees]]
[[Category:Staff]]
[[Category:Sprouts]]

Sprouts Festival of Trees Staff Policy

2025-12-10T15:47:47Z

PastorLance: Created page with "= Sprouts Festival of Trees Staff Policy = == Purpose == This policy establishes clear expectations for Sprouts staff participating in the annual Festival of Trees. It outlines how classroom trees are created, decorated, displayed, and how children’s ornaments are personalized and distributed. == Scope == This policy applies to: * All Sprouts classrooms participating in the Festival of Trees. * All Sprouts teachers, assistant teachers, and classroom support staff. *..."

= Sprouts Festival of Trees Staff Policy =

== Purpose ==
This policy establishes clear expectations for Sprouts staff participating in the annual Festival of Trees. It outlines how classroom trees are created, decorated, displayed, and how children’s ornaments are personalized and distributed.

== Scope ==
This policy applies to:
* All Sprouts classrooms participating in the Festival of Trees.
* All Sprouts teachers, assistant teachers, and classroom support staff.
* Any other staff or volunteers assisting with Sprouts trees.

== Overview ==
Each Sprouts classroom is assigned one tree to decorate for the Festival of Trees.
* Tree ornaments are made by the children in that classroom.
* Teachers and staff are responsible for helping children create ornaments and for building excitement about the tree and the event.
* Sprouts trees will be included in the public Festival of Trees event and then moved to the community room for display throughout the season.

== Ornament Guidelines ==
All ornaments for Sprouts trees must:
* Be created by or with the participation of the children in the classroom.
* Include a clear personalization element so it is obvious which child the ornament belongs to. Acceptable personalization may include:
** A photo of the child.
** A handprint, footprint, or similar unique mark.
** The child’s name clearly written.
** Another simple, identifiable marker approved by the lead teacher.

Additional expectations:
* Ornaments should be age-appropriate and safe for children to handle.
* Ornaments should be durable enough to hang on the tree and be transported home.
* Whenever possible, ornaments should reflect the theme (if any) decided by the Festival of Trees Committee and/or Sprouts leadership.

== Distribution of Ornaments ==
Each child’s ornament will be sent home at the end of the festival period.
Ornaments may be distributed:
* On the last day of school before Christmas break, **or**
* At the Christmas concert,

whichever option best serves the children and families and is determined by Sprouts leadership in consultation with the Festival of Trees Committee.

The lead teacher is responsible for:
* Ensuring that each ornament is returned to the correct child.
* Communicating with families about when ornaments will be sent home.

== Tree Design and Layout ==
* The lead teacher, in consultation with classroom staff, will determine the overall design and layout of the classroom tree.
* Teachers are encouraged to:
** Involve children in age-appropriate decisions (e.g., where to hang certain ornaments, simple thematic ideas).
** Keep the design welcoming, festive, and appropriate for a family-friendly setting.

== Tree Setup and Tear-Down ==
* The tree will be set up and decorated by the teacher, with optional assistance from classroom staff and children, as appropriate for the age group.
* Teachers may include the children in setup and decorating as a learning and community-building activity.
* The teacher (with classroom staff support) is responsible for:
** Ensuring the tree is fully decorated by the deadline set by the Festival of Trees Committee.
** Ensuring the area around the tree is safe, tidy, and accessible.
** Assisting with the removal of ornaments and the tear-down of the tree after the display period is over.

== Display Timeline and Location ==
* Sprouts trees will be part of the main Festival of Trees event.
* After the event, Sprouts trees will be moved to the community room for ongoing display throughout the season, according to the schedule determined by the Festival of Trees Committee and Sprouts leadership.
* Any changes to display location or timeline will be communicated to staff by Sprouts leadership.

== Program Book Submissions ==
* Information, photos, or descriptions for the Festival of Trees program book (or similar printed/digital materials) must be submitted by the deadlines set by the Festival of Trees Committee.
* The lead teacher is responsible for:
** Providing any requested class information, theme descriptions, or photos by the due date.
** Coordinating with Sprouts leadership if assistance is needed to meet the deadline.

== Communication and Questions ==
* Questions about this policy or the Festival of Trees process should be directed to Sprouts leadership or the Festival of Trees Committee.
* Any exceptions to this policy must be approved in advance by Sprouts leadership.

[[Category:Festival of Trees]]
[[Category:Staff]]
[[Category:Sprouts]]

Food During Classroom Shifts

2025-12-09T15:28:59Z

PastorLance:

=== Purpose ===
The purpose of this policy is to create a fair, professional, and safe classroom environment by setting clear expectations around staff eating while caring for children. Limiting food consumption in the classroom helps:

* Reduce feelings of inequity when children see adults eating food they cannot have.
* Minimize conflict between staff related to outside food and meal orders.
* Support cleanliness and reduce pests or spills.
* Limit liability related to food allergies and other health concerns.
* Promote professionalism and healthy modeling for children by eating during designated meal and break times.

Teachers and staff are expected to model healthy habits and professionalism by eating during designated meal and break times only.

=== Scope ===
This policy applies to all staff members (teachers, assistants, floaters, volunteers, and any other adults) who are in direct care of children in a classroom while children are present.

=== General Policy ===
When children are present in the classroom, staff may not eat personal food, including but not limited to:

* Snacks (chips, candy, pastries, etc.).
* Takeout or delivery food (e.g., DoorDash, Uber Eats, Grubhub).
* Leftovers brought from home.
* Full meals of any kind.

Food is to be eaten:

* During scheduled staff breaks in the designated break room or another approved non-classroom space.
* During staff meal times as defined in the [[Break and Meal Policy]].
* During program-approved classroom meal or snack times provided for children.

During program-approved classroom meal or snack times:

* Staff may eat their own meal or snack while seated with children, as long as they continue to actively supervise and support the children.
* Staff may '''not''' share any of their personal food or drink with children.
* All food and drink served to children must come from approved meals, snacks, or family-provided items according to the meal and allergy policies.

Gum and mints are permitted for staff and do not fall under this restriction as long as they do not create a disruption or safety concern.

Nonalcoholic drinks are permitted in the classroom while staff are supervising children, provided they are used responsibly to avoid spills and distractions.

=== Medical Exceptions ===
We recognize that some staff may have medical needs that occasionally require food intake outside of scheduled break or meal times.

* Staff with medically relevant needs may keep small, appropriate food items accessible (for example, for blood sugar management).
* These items may be eaten while supervising children if medically necessary.
* Staff are encouraged to be as discreet as reasonably possible to reduce confusion or feelings of unfairness among children.
* No doctor’s note is required; staff should, however, communicate ongoing medical needs to their supervisor so that appropriate support and coverage can be arranged when needed.

In urgent situations (e.g., sudden dizziness, low blood sugar), staff may take a quick, necessary bite of a medically relevant snack or step out briefly if coverage is available, consistent with all safety and ratio policies.

=== Outside Food Orders (DoorDash and Similar Services) ===
Staff may place food delivery orders (e.g., DoorDash, Uber Eats, Grubhub, etc.) under the following conditions:

* Food from deliveries must not be opened or eaten in the classroom while children are present, except during program-approved classroom meal or snack times as described above.
* Staff should time deliveries so that orders arrive during their scheduled break or meal time.
* It is inappropriate to step out of the classroom to receive a delivery while responsible for children. Coverage must be arranged through normal procedures if a staff member needs to step away for any reason.
* Staff are encouraged to coordinate group orders, when desired, in a way that supports team unity and occurs on break times, not during active classroom supervision.

All outside food brought in for staff use remains subject to this policy and the broader meal service and allergy policies.

=== Equity, Cleanliness, and Liability ===
To protect children and staff:

* Staff should avoid eating in ways that highlight differences between what adults can have and what children are allowed to have, in order to reduce feelings of unfairness.
* Staff may not share personal food or drink with children at any time.
* Food consumption in non-designated times and places can contribute to pests, spills, and sanitation issues and is therefore discouraged outside meal/break times.
* Staff must remain mindful that outside food can introduce untracked allergens into the classroom environment.

These expectations are intended to promote a fair, predictable, and safe environment for all students and staff.

=== Roles and Responsibilities ===

* '''All classroom staff''' are responsible for following this policy and planning their meals and snacks around scheduled breaks and meal times.
* '''Any staff member''' may gently remind another staff member of this policy if they observe eating in the classroom during non-designated times.
* '''Lead teachers, supervisors, and administrators''' are responsible for coaching, clarifying expectations, and helping staff problem-solve if they are struggling to manage food needs within the policy.

This is a coaching-oriented policy. The goal is to support staff and maintain a healthy environment, not to punish. Concerns will typically be addressed through conversation, reminders, and collaborative problem-solving.

=== Communication ===
This policy should be:

* Reviewed with all new hires during orientation.
* Discussed in staff meetings as needed, especially when questions or patterns arise.
* Available in written form on the staff wiki and linked alongside the [[Break and Meal Policy]] and meal service guidelines.

Questions or concerns about how to apply this policy in specific situations should be directed to a supervisor or administrator.

=== See Also ===

[[Break and Meal Policy]]
[[Category:Sprouts]]
[[Category:Staff]]

Food In Classroom Policy

2025-12-09T15:25:29Z

PastorLance: Created page with "== Purpose == This policy exists to: * Protect a sense of fairness and emotional safety for children, who can feel hurt or distracted when adults eat in front of them or when some children appear to receive “extra” food and others do not. * Maintain a clean, healthy classroom environment and reduce pest and allergy risks from food in learning spaces. * Reduce liability related to food exposure in the classroom. * Support positive, conflict-free relationships among s..."

== Purpose ==
This policy exists to:

* Protect a sense of fairness and emotional safety for children, who can feel hurt or distracted when adults eat in front of them or when some children appear to receive “extra” food and others do not.
* Maintain a clean, healthy classroom environment and reduce pest and allergy risks from food in learning spaces.
* Reduce liability related to food exposure in the classroom.
* Support positive, conflict-free relationships among staff by setting clear expectations for when and where staff may eat.

Our goal is to create clarity, not to be punitive. This policy is meant to empower staff to make good decisions and to support a professional, child-centered environment.

== Scope ==
This policy applies to:

* All employees, substitutes, assistants, volunteers, and any other adults who are in **direct care of children in a classroom**
* During any time that **children are present** in that classroom

When children are not present, staff may follow the guidelines in the “Meal and Break Locations” section.

== General Principle ==
While in direct care of children in the classroom, staff **do not eat food**. Food is eaten during **designated meal times or break times**, in appropriate locations, except in cases of medical necessity.

== Food in Classrooms ==
When children are present in the classroom:

* Staff **may not eat meals, snacks, fast food, leftovers, or delivery food** (e.g., DoorDash, UberEats, etc.).
* Staff **should not open or consume** any personal food items in front of children, except as outlined in the “Medical Needs” section.
* Staff should avoid setting out personal food where children can see or access it.
* Concerns about hunger, energy, or scheduling should be addressed through the center’s break and scheduling procedures, not by eating in the classroom.

== Drinks in Classrooms ==
When children are present in the classroom:

* Staff **may have drinks** (e.g., water, coffee, tea, etc.).
* Staff are expected to use common sense to keep drinks stored and consumed in a way that is safe and minimally distracting to children.

Gum and mints are permitted for staff, provided they are used discreetly and kept out of children’s reach.

== Medical Needs ==
We recognize that some staff have legitimate medical needs that require food at specific times (for example, blood sugar management).

* Staff with a medical need **may eat in the classroom as needed**, even when children are present.
* A doctor’s note is **not required**; however, staff are encouraged to communicate with their supervisor so that needs and accommodations are clearly understood and supported.
* Whenever possible, staff should eat medically necessary food in a **discreet** manner that minimizes distraction for children and preserves a sense of fairness in the classroom.

== Meal and Break Locations ==
Staff are encouraged to take full advantage of their scheduled meal and break times. During breaks and meal periods, staff may eat:

* In the staff break room
* In an empty classroom or other approved room where no children are present
* In another approved space designated by leadership

Food should be consumed during these times and in these locations, not while actively responsible for children.

For more detail on how and when breaks are provided, see the center’s [[Break and Rest Periods Policy]] and related scheduling procedures.

== Deliveries and Outside Food Services ==
Food deliveries (such as DoorDash, UberEats, Grubhub, etc.) are allowed **with the following expectations**:

* Staff may order delivery food to the center, but it must be **received and eaten during a scheduled break or meal time**, not during active classroom supervision.
* It is **not appropriate** to step out of the classroom and leave children (even briefly) in order to receive a delivery. Staff should coordinate delivery timing with their scheduled break or with another appropriate arrangement approved by leadership.
* Delivered food should **not be opened or eaten in the classroom** while children are present.

== Modeling Professionalism and Care ==
As educators and caregivers, staff model behavior for children. By eating only during designated meal and break times and avoiding food consumption in front of children, staff help:

* Create a sense of fairness for all children
* Maintain a calm, focused classroom environment
* Demonstrate healthy boundaries between work time and personal time

All staff members share responsibility for gently upholding this policy. Any staff member may kindly remind another of these expectations or seek support from leadership if they are unsure how to handle a situation.

This policy is intended to support staff well-being and children’s experience together. Questions, concerns, or suggestions for improvement are always welcome and can be directed to your supervisor or program director.

Childcare Program Safety Staff Response Policy

2025-12-09T14:32:53Z

PastorLance: PastorLance moved page Childcare Program Safety Staff Response Policy to Food During Classroom Shifts

#REDIRECT [[Food During Classroom Shifts]]

Food During Classroom Shifts

2025-12-09T14:32:53Z

PastorLance: PastorLance moved page Childcare Program Safety Staff Response Policy to Food During Classroom Shifts

=== Purpose ===
The purpose of this policy is to create a fair, professional, and safe classroom environment by setting clear expectations around staff eating while caring for children. Limiting food consumption in the classroom helps:

* Reduce feelings of inequity when children see adults eating food they cannot have.
* Minimize conflict between staff related to outside food and meal orders.
* Support cleanliness and reduce pests or spills.
* Limit liability related to food allergies and other health concerns.
* Promote professionalism and healthy modeling for children by eating during designated meal and break times.

Teachers and staff are expected to model healthy habits and professionalism by eating during designated meal and break times only.

=== Scope ===
This policy applies to all staff members (teachers, assistants, floaters, volunteers, and any other adults) who are in direct care of children in a classroom while children are present.

=== General Policy ===
When children are present in the classroom, staff may not eat personal food, including but not limited to:

* Snacks (chips, candy, pastries, etc.).
* Takeout or delivery food (e.g., DoorDash, Uber Eats, Grubhub).
* Leftovers brought from home.
* Full meals of any kind.

Food is to be eaten:

* During scheduled staff breaks in the designated break room or another approved non-classroom space.
* During staff meal times as defined in the Break and Meal Policy.
* During program-approved classroom meal or snack times provided for children, following existing meal service guidelines (not as personal staff meal time).

Gum and mints are permitted for staff and do not fall under this restriction as long as they do not create a disruption or safety concern.

Nonalcoholic drinks are permitted in the classroom while staff are supervising children, provided they are used responsibly to avoid spills and distractions.

=== Medical Exceptions ===
We recognize that some staff may have medical needs that occasionally require food intake outside of scheduled break or meal times.

* Staff with medically relevant needs may keep small, appropriate food items accessible (for example, for blood sugar management).
* These items may be eaten while supervising children if medically necessary.
* Staff are encouraged to be as discreet as reasonably possible to reduce confusion or feelings of unfairness among children.
* No doctor’s note is required; staff should, however, communicate ongoing medical needs to their supervisor so that appropriate support and coverage can be arranged when needed.

In urgent situations (e.g., sudden dizziness, low blood sugar), staff may take a quick, necessary bite of a medically relevant snack or step out briefly if coverage is available, consistent with all safety and ratio policies.

=== Outside Food Orders (DoorDash and Similar Services) ===
Staff may place food delivery orders (e.g., DoorDash, Uber Eats, Grubhub, etc.) under the following conditions:

* Food from deliveries must not be opened or eaten in the classroom while children are present.
* Staff should time deliveries so that orders arrive during their scheduled break or meal time.
* It is inappropriate to step out of the classroom to receive a delivery while responsible for children. Coverage must be arranged through normal procedures if a staff member needs to step away for any reason.
* Staff are encouraged to coordinate group orders, when desired, in a way that supports team unity and occurs on break times, not during active classroom supervision.

All outside food brought in for staff use remains subject to this policy and the broader meal service and allergy policies.

=== Equity, Cleanliness, and Liability ===
To protect children and staff:

* Staff should avoid eating in ways that highlight differences between what adults can have and what children are allowed to have, in order to reduce feelings of unfairness.
* Food consumption in non-designated times and places can contribute to pests, spills, and sanitation issues and is therefore discouraged outside meal/break times.
* Staff must remain mindful that outside food can introduce untracked allergens into the classroom environment.

These expectations are intended to promote a fair, predictable, and safe environment for all students and staff.

=== Roles and Responsibilities ===

* '''All classroom staff''' are responsible for following this policy and planning their meals and snacks around scheduled breaks and meal times.
* '''Any staff member''' may gently remind another staff member of this policy if they observe eating in the classroom during non-designated times.
* '''Lead teachers, supervisors, and administrators''' are responsible for coaching, clarifying expectations, and helping staff problem-solve if they are struggling to manage food needs within the policy.

This is a coaching-oriented policy. The goal is to support staff and maintain a healthy environment, not to punish. Concerns will typically be addressed through conversation, reminders, and collaborative problem-solving.

=== Communication ===
This policy should be:

* Reviewed with all new hires during orientation.
* Discussed in staff meetings as needed, especially when questions or patterns arise.
* Available in written form on the staff wiki and linked alongside the Break and Meal Policy and meal service guidelines.

Questions or concerns about how to apply this policy in specific situations should be directed to a supervisor or administrator.

=== See Also ===

[[Category:Sprouts]]
[[Category:Staff]]

Food During Classroom Shifts

2025-12-09T14:32:34Z

PastorLance:

=== Purpose ===
The purpose of this policy is to create a fair, professional, and safe classroom environment by setting clear expectations around staff eating while caring for children. Limiting food consumption in the classroom helps:

* Reduce feelings of inequity when children see adults eating food they cannot have.
* Minimize conflict between staff related to outside food and meal orders.
* Support cleanliness and reduce pests or spills.
* Limit liability related to food allergies and other health concerns.
* Promote professionalism and healthy modeling for children by eating during designated meal and break times.

Teachers and staff are expected to model healthy habits and professionalism by eating during designated meal and break times only.

=== Scope ===
This policy applies to all staff members (teachers, assistants, floaters, volunteers, and any other adults) who are in direct care of children in a classroom while children are present.

=== General Policy ===
When children are present in the classroom, staff may not eat personal food, including but not limited to:

* Snacks (chips, candy, pastries, etc.).
* Takeout or delivery food (e.g., DoorDash, Uber Eats, Grubhub).
* Leftovers brought from home.
* Full meals of any kind.

Food is to be eaten:

* During scheduled staff breaks in the designated break room or another approved non-classroom space.
* During staff meal times as defined in the Break and Meal Policy.
* During program-approved classroom meal or snack times provided for children, following existing meal service guidelines (not as personal staff meal time).

Gum and mints are permitted for staff and do not fall under this restriction as long as they do not create a disruption or safety concern.

Nonalcoholic drinks are permitted in the classroom while staff are supervising children, provided they are used responsibly to avoid spills and distractions.

=== Medical Exceptions ===
We recognize that some staff may have medical needs that occasionally require food intake outside of scheduled break or meal times.

* Staff with medically relevant needs may keep small, appropriate food items accessible (for example, for blood sugar management).
* These items may be eaten while supervising children if medically necessary.
* Staff are encouraged to be as discreet as reasonably possible to reduce confusion or feelings of unfairness among children.
* No doctor’s note is required; staff should, however, communicate ongoing medical needs to their supervisor so that appropriate support and coverage can be arranged when needed.

In urgent situations (e.g., sudden dizziness, low blood sugar), staff may take a quick, necessary bite of a medically relevant snack or step out briefly if coverage is available, consistent with all safety and ratio policies.

=== Outside Food Orders (DoorDash and Similar Services) ===
Staff may place food delivery orders (e.g., DoorDash, Uber Eats, Grubhub, etc.) under the following conditions:

* Food from deliveries must not be opened or eaten in the classroom while children are present.
* Staff should time deliveries so that orders arrive during their scheduled break or meal time.
* It is inappropriate to step out of the classroom to receive a delivery while responsible for children. Coverage must be arranged through normal procedures if a staff member needs to step away for any reason.
* Staff are encouraged to coordinate group orders, when desired, in a way that supports team unity and occurs on break times, not during active classroom supervision.

All outside food brought in for staff use remains subject to this policy and the broader meal service and allergy policies.

=== Equity, Cleanliness, and Liability ===
To protect children and staff:

* Staff should avoid eating in ways that highlight differences between what adults can have and what children are allowed to have, in order to reduce feelings of unfairness.
* Food consumption in non-designated times and places can contribute to pests, spills, and sanitation issues and is therefore discouraged outside meal/break times.
* Staff must remain mindful that outside food can introduce untracked allergens into the classroom environment.

These expectations are intended to promote a fair, predictable, and safe environment for all students and staff.

=== Roles and Responsibilities ===

* '''All classroom staff''' are responsible for following this policy and planning their meals and snacks around scheduled breaks and meal times.
* '''Any staff member''' may gently remind another staff member of this policy if they observe eating in the classroom during non-designated times.
* '''Lead teachers, supervisors, and administrators''' are responsible for coaching, clarifying expectations, and helping staff problem-solve if they are struggling to manage food needs within the policy.

This is a coaching-oriented policy. The goal is to support staff and maintain a healthy environment, not to punish. Concerns will typically be addressed through conversation, reminders, and collaborative problem-solving.

=== Communication ===
This policy should be:

* Reviewed with all new hires during orientation.
* Discussed in staff meetings as needed, especially when questions or patterns arise.
* Available in written form on the staff wiki and linked alongside the Break and Meal Policy and meal service guidelines.

Questions or concerns about how to apply this policy in specific situations should be directed to a supervisor or administrator.

=== See Also ===

[[Category:Sprouts]]
[[Category:Staff]]

Tip Jar & Personal Collections Policy

2025-12-08T13:11:37Z

PastorLance:

= Purpose =
This policy ensures financial transparency, protects the integrity of our worship environment, and maintains a consistent guest experience. It prevents confusion with tithes and offerings, avoids unapproved personal fundraising, and protects volunteers and staff from comparison or pressure related to personal tipping.

= Policy Statement =
All employees, volunteers, ministry leaders, and anyone serving in any capacity at Tree of Life Open Bible Church are not permitted to receive personal tips or set out any containers intended for personal financial gain. This includes, but is not limited to, jars, baskets, envelopes, signs, digital payment links, QR codes, or any method of soliciting funds for individual use.

= Permitted Uses of Tip Jars or Collection Containers =
The church may provide or approve the placement of jars, baskets, boxes, or other containers only for official church fundraising purposes.

All money collected through these approved containers must be submitted to the church and processed through official church accounting systems.

No individual may personally keep or use funds from these containers under any circumstances.

= Prohibited Actions =

Setting out a tip jar or other container for personal benefit.

Encouraging, requesting, or accepting personal tips while serving in any ministry or work capacity.

Posting personal payment links (e.g., Venmo, Cash App) for tipping while on church property or during church events.

= Enforcement & Resolution =
Because we recognize mistakes can happen without ill intent, enforcement will be light and corrective:

Any unapproved tip jar or container will be removed.

Any collected money will be returned to the donor when possible, or submitted to the church.

Individuals will receive a gentle reminder of the policy.

Repeated violations may lead to additional conversations or corrective steps at the discretion of leadership.

= Independent Vendors & Special Events =

Individuals who are functioning as independent vendors during special events (such as craft shows, fairs, or community markets) may receive personal tips **only** under the following conditions:

* The individual must clearly and visibly disclose that they are operating as an independent vendor and **not** as a representative, employee, or agent of Tree of Life Open Bible Church.
* All signage, branding, and communication at the vendor’s table or booth must reflect their personal or business identity—not the church’s.
* Staff members serving as independent vendors must do so strictly as volunteers for that event; they may not be compensated by the church for the same period of time.
* While functioning as an independent vendor, staff and volunteers are not permitted to wear church-branded attire that may imply the church is sponsoring or endorsing their sales or tipping activity.

The church reserves the right to determine whether a vendor’s setup or communication adequately distinguishes them from church-sponsored activities.

Tip Jar & Personal Collections Policy

2025-12-07T20:39:55Z

PastorLance: Created page with "= Purpose = This policy ensures financial transparency, protects the integrity of our worship environment, and maintains a consistent guest experience. It prevents confusion with tithes and offerings, avoids unapproved personal fundraising, and protects volunteers and staff from comparison or pressure related to personal tipping. = Policy Statement = All employees, volunteers, ministry leaders, and anyone serving in any capacity at Tree of Life Open Bible Church are not..."

Small Games of Chance License

2025-11-13T19:55:12Z

PastorLance: Created page with "This is a first draft of this policy - waiting on team feedback. === Purpose === This policy explains how Tree of Life operates small games of chance, specifically raffles, so that they are legal, fair, and handled with good financial controls. === Scope === This policy applies to all small games of chance operated under the name of Tree of Life, including ministries, outreaches, and events. === Legal Compliance === # Tree of Life will only conduct raffles and other..."

This is a first draft of this policy - waiting on team feedback.

=== Purpose ===
This policy explains how Tree of Life operates small games of chance, specifically raffles, so that they are legal, fair, and handled with good financial controls.

=== Scope ===
This policy applies to all small games of chance operated under the name of Tree of Life, including ministries, outreaches, and events.

=== Legal Compliance ===

# Tree of Life will only conduct raffles and other small games of chance in compliance with all applicable state, county, and city rules for small games of chance.
# No raffle may be run under Tree of Life without all required licenses or permits and approvals in place.
# This policy does not replace legal advice. Legal questions should be taken to the Lead Pastor or designee, who will contact the appropriate authority or legal counsel.

=== Approved Raffle Events ===
Tree of Life will generally operate up to three planned raffle experiences each calendar year connected to:

# Egg Hunt
# Breezefest
# Festival of Trees

Any additional raffle outside these three must receive prior written approval from the Senior Pastor or equivalent designee.

=== One Active Raffle At A Time ===

# Tree of Life will operate only one organizational raffle at a time.
# No ministry, department, staff member, or volunteer may start a new raffle while another Tree of Life raffle is active.

=== Ticket Sales Period ===

# Ticket sales for any single raffle may not exceed five consecutive weeks.
# The exact sales start and end dates will be set by the staff sponsor and Raffle Coordinator before tickets are printed.
# Ticket sales must stop at the end of the approved five week window. No tickets may be sold after that deadline.

=== Drawing Date and Communication ===

The drawing date for each raffle will:
# Be generally 34 days after the Saturday of the connected event.
# Generally fall on a Friday.
# Be clearly set and approved before ticket sales begin.

The staff sponsor of the raffle must:

# Add the drawing date and time clearly to the appropriate Tree of Life Google Calendar.
# Post a physical sign in the admin wing in a location that is easy to see, with the drawing date and time clearly visible.
# Confirm that all printed tickets and promotional materials match the approved drawing date, time, and location.

Any change to the drawing date after ticket printing must be approved by the Lead Pastor or Executive Director and communicated clearly in writing to ticket holders in a timely way.

=== Ticket Format and Pricing ===

All tickets must include, at a minimum:

# Tree of Life as the sponsoring organization
# Required license or permit information (if applicable)
# Date, time, and location of the drawing
# Prize description
# Ticket price
# Unique ticket number

Tickets must be sold at a fixed price that is set before printing.

Tickets may not be sold to anyone who is under the legal minimum age for participation.

=== Roles and Responsibilities ===

==== Raffle Coordinator ====
A Raffle Coordinator will be designated. The Coordinator will:

Confirm that licenses and approvals are in place before ticket sales begin.

Maintain a master list of:

# Raffle events and sponsors
# Ticket sales dates
# Drawing dates

Ensure there is only one active raffle at any time.

Maintain central records for tickets, proceeds, and prizes.

==== Staff Sponsor Of The Raffle ====
For each raffle, a staff sponsor must be assigned. The sponsor will:

Submit a short Raffle Plan that includes:

# Event name
# Ticket sales start and end dates (no more than 5 weeks)
# Drawing date and time
# Prize description and approximate value

Sign an acknowledgment stating that they:

# Have read and understand this policy
# Are aware of city and state rules that apply
# Agree to follow the deposit and purchasing procedures in this policy

Complete the communication requirements in Section 7:

# Add drawing date to Google Calendar
# Post the admin wing sign with the drawing date and time

Oversee ticket distribution, consignment tracking, collection of money, and prize purchasing according to this policy.

=== Ticket Handling And Consignment ===

Tickets must be stored securely before distribution.

No tickets may be given out to be sold without a record of:

# The person receiving tickets
# Date tickets are taken
# Ticket numbers and quantity taken

==== Tickets on consignment ====

When a person takes tickets on consignment to sell:

The sponsor must record:

# Seller name and contact info
# Ticket number range given to that seller
# Date taken and date due for money and any unsold tickets

The seller is responsible to:

# Return all unsold tickets
# Turn in full payment for any tickets marked as sold

At the close of ticket sales, the sponsor will reconcile:

# Tickets printed
# Tickets distributed
# Tickets returned unsold
# Tickets sold and money received

If a seller has sold tickets but has not turned in money by the agreed due date, the sponsor must:

# Document the issue in writing and notify the Raffle Coordinator and Executive Director
# Attempt to contact the seller to resolve the situation
# Stop issuing any future consignment tickets to that person until the matter is resolved

Tickets may never be marked as sold in records unless payment has been received or there is a written record of an approved exception.

=== Prize Purchasing And Use Of Cash From The Till ===
Sometimes raffle prizes will be a combination of goods and cash, such as a freezer and a freezer full of meat.

==== Prize planning and approval ====

# Before the raffle starts, the sponsor will list proposed prizes and estimated costs in the Raffle Plan.

# The Lead Pastor or Executive Director must approve any large prize concepts, such as high value items or complex packages.

==== Purchasing procedure ====
The sponsor may purchase prize items in one of the following ways:

'''a) Church card or check'''

# Preferred method where possible.

# Receipts must be turned in to the office with the raffle name clearly written on them.

'''b) Cash from the till'''

The sponsor may take cash from the till to purchase prize items only if:

# The amount is within the approved budget for the raffle.
# A written note is left in the till at the time cash is removed, stating:
# Date
# Amount taken
# Name of sponsor
# Raffle name
# Purpose of withdrawal (for example: "Freezer and meat prize purchase")
# A receipt for the purchase is returned and attached to the note as soon as possible.

When receipts are turned in:

# Any leftover cash must be returned to the till with a note that links it to the original withdrawal.
# The office will record the total cost of the prize as a raffle expense.

All prize purchases must have receipts. If a receipt is lost, the sponsor must submit a written explanation and obtain approval from the Executive Director.

=== Deposit And Money Handling Procedures ===

==== General rules ====

# All raffle money (cash and checks) belongs to Tree of Life and must never be kept for personal use or stored at home.

# Money and ticket stubs should be kept together in a secure place until deposit and reconciliation are completed.

==== Daily or weekly turn in ====

# During the five week sales period, the sponsor will arrange regular turn in of money and ticket stubs from sellers.

# Cash and checks collected must be turned in to the office no later than the next business day after collection whenever reasonably possible.

==== Deposits ====

The office or designated staff member will:

# Count the money in the presence of at least one other staff member or trusted volunteer when possible.
# Complete a deposit slip, recording:
## Raffle name
## Date
## Total cash and total checks
# Deposit the funds into the designated Tree of Life account.

A copy of the deposit slip will be kept in the raffle file.

==== Reconciliation ====

By the end of ticket sales, the sponsor and the office will reconcile:

# Tickets printed, distributed, returned, and sold
# Money collected and deposited
# Any outstanding consignment tickets or money

Any differences must be documented in writing, with an explanation if known, and given to the Executive Director.

==== If tickets are sold but money is not turned in ====

The sponsor must:

# Document the situation, including seller name, estimated number of tickets sold, and attempts to collect the funds.
# Notify the Raffle Coordinator and Executive Director in writing.

The Executive Director will decide:

# How to record the loss, if necessary
# Whether further follow up or restrictions for that seller are needed

As a rule, no one with an unresolved issue of missing raffle funds will be given tickets to sell in future raffles.

=== Conducting The Drawing ===

Drawings must be conducted using a random method and must match the publicly stated date, time, and location.

The drawing should be open to public observation.

Winners and prize details must be recorded and placed in the raffle file.

Winners do not need to be present unless this requirement is clearly noted on the ticket and permitted by law.

=== Prohibited Activities ===

No raffle may be run without licenses or approvals where required.

No individual may use Tree of Life’s name, logo, or property to run a raffle for personal benefit.

No one may remove raffle money or prize items without following the procedures in this policy.

Clocking In and Out

2025-11-13T17:20:44Z

PastorLance:

== Clocking In ==
You are expected to be able to clock in and begin your assigned duties no later than 5 minutes past the start of your shift. As soon as you realize that you may be more than 5 minutes late, you must:
# Contact your direct manager and receive a response, and
# Post on Slack so leadership and teammates have an accurate estimate of your arrival time.

Excessive tardiness may result in a disciplinary action, reduction of hours, or termination.

You are expected to be ready to begin your duties within 5 minutes of your scheduled start time. Please arrive early enough to take care of personal needs before your shift starts (restroom, storing belongings, etc.). This ensures that transfer of care, completion of duties, etc. can happen on time and, if there is a person you are relieving, they can leave promptly.

Clocking in more than 5 minutes before the start of your shift also requires special approval. If you feel that you need additional time before your scheduled shift in order to complete your duties, speak with the Director or Administration so your needs can be assessed and schedules can be adjusted if appropriate.

== Clocking Out ==
At the end of your shift, you should clock out no later than 5 minutes after the end of your shift.

If you believe you need to stay past your scheduled time for any reason, speak with the Administrator on Duty to determine whether:
* Duties can be delegated to oncoming staff, or
* It is necessary for you to stay and remain on the clock.

If a staff member is required to stay past their scheduled time due to a late pick up or a late staff member, they must notify the Director or Assistant Director in Slack by the end of the day.

== Clocking Flexibility ==
Some roles allow for clocking flexibility, while others require fixed schedules because of the nature of the work. Certain positions simply need consistent coverage to ensure classrooms, programs, and daily operations run smoothly.

Clocking flexibility is a privilege. It does not remove the expectation that all tasks, responsibilities, and deadlines are completed on time.

If a staff member does not meet deadlines, consistently fails to complete required responsibilities, or misuses flexible time, this privilege may be limited or revoked at the discretion of the Director or Administration.

'''Roles that may have clocking flexibility:'''
* Sprouts Admin and Assigned Plan Time
* Kitchen Manager
* Church Staff roles as defined in their job descriptions

=== Kitchen Manager ===
The Kitchen Manager may maintain a flexible schedule, but all meals must be prepared and served on time. Flexibility is contingent upon maintaining prompt and consistent meal service.

=== Church Staff ===
Church roles may permit flexibility, but prompt attendance at church services is a requirement, even if the staff member is not performing an essential duty for that service. Paid church staff are expected to be publicly present for the entire church service they are assigned to attend.

=== Assigned Plan Time ===
Assigned plan time allows for reasonable flexibility as long as:
* All responsibilities are completed on schedule, and
* Classroom coverage is not negatively affected.

Staff using assigned plan time must keep regular communication with their direct supervisor regarding timelines and due dates for lesson plans, continuing education, and other assigned tasks.

=== Overtime Requires Pre Approval ===
It is the responsibility of any staff member with clocking flexibility to avoid overtime (having more than 40 hours clocked in a week) whenever possible. Overtime must be approved by Director or Administration.

== Clocking Adjustments Channel ==
Staff members cannot edit their own clocking records.

If you need to adjust your clocking for any reason, including errors such as forgetting to clock in or out, post the requested adjustment in the Slack channel #admin-clockingadjustments. An admin will review and make the necessary changes in the timekeeping system.

No admin should make clocking adjustments for themselves. If you are an admin, request that another admin make the correction on your behalf.

All staff are responsible to confirm their hours by the end of the week. Failure to do so may result in delays of proper payment. Changes documented after Monday at 11:00 am will be reflected on the following pay period.

== Clocking Documentation ==
Proper documentation for USDA funding is essential.

It is the responsibility of staff to communicate when they are performing USDA administrative work.

It is the responsibility of staff to communicate if they are not doing USDA work during meal times when they normally would.

Documentation related to USDA food service work is completed by your direct manager or designated USDA administrator.

== Clocking Concerns ==
If you feel that your scheduled shifts are not adequate to perform your expected duties or maintain quality care, please reach out to the Director or Administration to discuss these concerns.

[[Category: Sprouts]]
[[Category: Staff]]

Physical Phone Locations

2025-11-07T21:31:29Z

PastorLance:

<div style="float:right; margin:0 0 1em 1em; border:1px solid #ccc; padding:0.6em; background:#f9f9f9">__TOC__</div>

= Facility Phones and Extensions =
''As of September 1, 2025''

== Printable extensions sheet ==
For a clean printout of extensions, use this Canva document: [[https://www.canva.com/your-extensions-sheet](https://www.canva.com/your-extensions-sheet) Printable Extensions Sheet]

== Physical phone locations ==

* Social Hall by door to playground
* Basement Kitchen
* Youth Room
* Clothing Room on the counter
* Front Sprouts Classroom on wall by teacher's office
* Back Sprouts Classroom on wall by bathroom door
* Cafeteria/Community Room on window sill
* Sprouts Directors' Office desk phone
* Sprouts Directors' Office cordless phone
* Twigs/Sprouts Upstairs Classroom by TV
* Twigs/Sprouts Upstairs Classroom by bathrooms
* Director of Operations (Pastor Carmen) Office
* Senior Pastor (Pastor Lance) Office
* Admin Wing Admin Assistant (Sylvia) cordless phone
* Admin Wing on wall by printer
* Admin Wing desk phone (Pastor Stephanie)

Printer

2025-10-02T14:01:02Z

PastorLance:

[[Category: Sprouts]][[Category: Staff]][[Category: Volunteer]][[Category: Technology]]

the ip address for the printer is [http://10.36.2.133/ 10.36.2.133]

You have access to a printer and photocopier in the Admin Wing of the building. There is regular copy paper, as well as card stock, regularly available. If you need assistance learning its proper use, please speak to the Director or Administration.

https://onyxweb.mykonicaminolta.com/OneStopProductSupport?appMode=public&productId=1621&categoryId=1&subCategoryId=ft0

Employee Termination Checklist

2025-09-09T16:05:07Z

PastorLance:

When an employee is leaving the organization's employment, the following must be considered:

*☐ Disable the employee's work email account.
*☐ Remove the employee from private Slack channels.
*☐ Disable the employee's key fob and/or door codes.
*☐ Return company credit card and any outstanding reciepts.
*☐ Collect all company-provided electronics, such as laptops, tablets, and phones.
*☐ Ensure the resignation letter is received and properly filed.
*☐ Conduct an exit interview to gather feedback and insights.
*☐ Announce the departure to Sprouts families, if applicable.
*☐ Retrieve any company-owned physical property, including paperwork, manuals, or other items.
*☐ Transfer all work-related documents from the employee’s Google Drive to shared team drives.
*☐ Terminate the employee in TriNet or the HR program used.
*☐Alert Aflac dental and/or Accident/STD program to remove them from the program.
* '''Disable or remove access to the following logins:'''
** ☐ GoTo
** ☐ UniFi
** ☐ Brightwheel
** ☐ PEARS (including removing them from the contact list)
** ☐ GPCFB
** ☐ Shared Google Drive folders and documents

[[Category:Administration]]

Employee Termination Checklist

2025-09-09T16:04:39Z

PastorLance:

When an employee is leaving the organization's employment, the following must be considered:

☐ Disable the employee's work email account.
☐ Remove the employee from private Slack channels.
☐ Disable the employee's key fob and/or door codes.
☐ Return company credit card and any outstanding reciepts.
☐ Collect all company-provided electronics, such as laptops, tablets, and phones.
☐ Ensure the resignation letter is received and properly filed.
☐ Conduct an exit interview to gather feedback and insights.
☐ Announce the departure to Sprouts families, if applicable.
☐ Retrieve any company-owned physical property, including paperwork, manuals, or other items.
☐ Transfer all work-related documents from the employee’s Google Drive to shared team drives.
☐ Terminate the employee in TriNet or the HR program used.
☐Alert Aflac dental and/or Accident/STD program to remove them from the program.
* '''Disable or remove access to the following logins:'''
** ☐ GoTo
** ☐ UniFi
** ☐ Brightwheel
** ☐ PEARS (including removing them from the contact list)
** ☐ GPCFB
** ☐ Shared Google Drive folders and documents

[[Category:Administration]]

Staff Appreciation and Celebration Days

2025-08-25T13:29:48Z

PastorLance: /* 1. Clergy Appreciation Month (October) */

= HR Policy: Staff Celebrations =

== Objective ==
This policy outlines the standard procedures and guidelines for staff appreciation events within our organization, recognizing the dedication and hard work of our team members.

== Scope ==
This policy applies to all planned appreciation events for various staff groups, including clergy, kitchen staff, teachers, and other church staff involved in external celebrations.

== Celebrations Overview ==
=== 1. Clergy Appreciation Month (October) ===
* '''Organizers''': Led by the Vice President of the Governing Board in collaboration with the Treasurer.
* '''Planning''': Preparations begin annually on September 1 to allow sufficient time for congregational participation and financial planning.
* '''Activities''':
** Financial blessing arranged.
** Congregants contribute to a pooled gift.
** Congregational card presentation.
** Public presentation during a church service.
** Ongoing social media posts throughout the month recognizing pastoral leadership.
* '''Honorees''':
** Pastors on staff who are licensed with Open Bible are expected to be honored.
** Other licensed pastors who attend the church may be honored based on their active participation (ministry involvement, regular attendance, and financial contributions).
* '''Communication''': The Vice President manages all communication with the congregation and coordinates announcements and reminders.
* '''Budget''': Confirmed by the Treasurer and can supplement the congregational gift.
* '''Consistency''': This is a recurring, annual celebration and should be implemented every October.

=== 2. School Lunch Hero Day (First Friday in May) ===
* '''Website''': [https://schoolnutrition.org/about-school-meals/school-lunch-hero-day/ School Lunch Hero Day]
* '''Organizers''': Organized by the Sprouts Directors, with the kitchen manager notified via a calendar invite.
* '''Activities''':
** A handmade card from the Sprouts kids, coordinated by the Sprouts Director.
** A small gift presented to the kitchen staff as a token of appreciation.
** Public recognition through a social media post highlighting their contributions.
* '''Notification''': Kitchen manager and workers are informed well in advance to ensure preparation and participation.

=== 3. Teacher Appreciation Week (First full week of May) ===
* '''Organizers''': Managed by the Director of Sprouts.
* '''Activities''':
** Monday: Coffee bar
** Tuesday: [Activity TBD]
** Wednesday: [Activity TBD]
** Thursday: Treats from Rita's
** Friday: [Activity TBD]
* '''Parent Involvement''': Coordination with parents for contributions of gifts or accolades.
* '''Budget''': This is a budgeted event.

=== 4. Open Bible Allegheny District Celebration ===
* '''Participants''': Pastors and pastoral candidates.
* '''Timing''': Date changes annually, based on regional scheduling.
* '''Budget''': Managed and funded by the Allegheny region.
* '''Activities''': Church staff participation in regional celebrations, specifics determined annually.

=== 5. Church Volunteer Appreciation ===
* '''Organizers''': Managed by the Director of Worship.
* '''Timing''': Date set annually in the summer by the Senior Pastor and Director of Worship.
* '''Activities''': All staff are required to participate in honoring their volunteers.
* '''Budget''': This event is budgeted annually.

=== 6. Administrative Assistant Appreciation Day===
* '''Organizers''': Respective Administrators who have paid or volunteer assistants.
* '''Timing''': Celebrated annually on the Wednesday of the last full week of April.
* '''Website''': [[https://en.wikipedia.org/wiki/Administrative_Professionals_Day]]
* '''Activities''':
** A personalized card signed by the administrator and team.
** A small gift (flowers, gift card, or similar token of appreciation).
** Public recognition during a staff meeting or church service announcement.
** Optional social media post highlighting their contributions.
* '''Budget''': This event is included in annual budgets.

== General Guidelines ==
* '''Planning''': Organizers are responsible for early planning and ensuring activities align with policy guidelines.
* '''Budget Management''': All budget considerations must be approved in advance by designated personnel.
* '''Communication''': Effective communication is essential for all parties involved.
* '''Social Media''': Photos and posts on social media are necessary to document and share the celebration.
* '''Feedback''': Organizers should gather feedback post-event to improve future celebrations.

== Conclusion ==
This policy is designed to create a supportive and celebratory environment, ensuring proper recognition of our staff’s efforts. Adherence to these guidelines will aid in maintaining a consistent and effective approach to staff appreciation events.

Staff Appreciation and Celebration Days

2025-08-25T13:26:39Z

PastorLance: /* 2. School Lunch Hero Day (First Friday in May) */

= HR Policy: Staff Celebrations =

== Objective ==
This policy outlines the standard procedures and guidelines for staff appreciation events within our organization, recognizing the dedication and hard work of our team members.

== Scope ==
This policy applies to all planned appreciation events for various staff groups, including clergy, kitchen staff, teachers, and other church staff involved in external celebrations.

== Celebrations Overview ==
=== 1. Clergy Appreciation Month (October) ===
* '''Organizers''': Led by a non-clergy board member in collaboration with the treasurer.
* '''Activities''':
** Financial blessing arranged.
** Congregants contribute to a pooled gift.
** Congregational card presentation.
** Public presentation during a church service.
* '''Budget''': Confirmed by the treasurer and can supplement the congregational gift.

=== 2. School Lunch Hero Day (First Friday in May) ===
* '''Website''': [https://schoolnutrition.org/about-school-meals/school-lunch-hero-day/ School Lunch Hero Day]
* '''Organizers''': Organized by the Sprouts Directors, with the kitchen manager notified via a calendar invite.
* '''Activities''':
** A handmade card from the Sprouts kids, coordinated by the Sprouts Director.
** A small gift presented to the kitchen staff as a token of appreciation.
** Public recognition through a social media post highlighting their contributions.
* '''Notification''': Kitchen manager and workers are informed well in advance to ensure preparation and participation.

=== 3. Teacher Appreciation Week (First full week of May) ===
* '''Organizers''': Managed by the Director of Sprouts.
* '''Activities''':
** Monday: Coffee bar
** Tuesday: [Activity TBD]
** Wednesday: [Activity TBD]
** Thursday: Treats from Rita's
** Friday: [Activity TBD]
* '''Parent Involvement''': Coordination with parents for contributions of gifts or accolades.
* '''Budget''': This is a budgeted event.

=== 4. Open Bible Allegheny District Celebration ===
* '''Participants''': Pastors and pastoral candidates.
* '''Timing''': Date changes annually, based on regional scheduling.
* '''Budget''': Managed and funded by the Allegheny region.
* '''Activities''': Church staff participation in regional celebrations, specifics determined annually.

=== 5. Church Volunteer Appreciation ===
* '''Organizers''': Managed by the Director of Worship.
* '''Timing''': Date set annually in the summer by the Senior Pastor and Director of Worship.
* '''Activities''': All staff are required to participate in honoring their volunteers.
* '''Budget''': This event is budgeted annually.

=== 6. Administrative Assistant Appreciation Day===
* '''Organizers''': Respective Administrators who have paid or volunteer assistants.
* '''Timing''': Celebrated annually on the Wednesday of the last full week of April.
* '''Website''': [[https://en.wikipedia.org/wiki/Administrative_Professionals_Day]]
* '''Activities''':
** A personalized card signed by the administrator and team.
** A small gift (flowers, gift card, or similar token of appreciation).
** Public recognition during a staff meeting or church service announcement.
** Optional social media post highlighting their contributions.
* '''Budget''': This event is included in annual budgets.

== General Guidelines ==
* '''Planning''': Organizers are responsible for early planning and ensuring activities align with policy guidelines.
* '''Budget Management''': All budget considerations must be approved in advance by designated personnel.
* '''Communication''': Effective communication is essential for all parties involved.
* '''Social Media''': Photos and posts on social media are necessary to document and share the celebration.
* '''Feedback''': Organizers should gather feedback post-event to improve future celebrations.

== Conclusion ==
This policy is designed to create a supportive and celebratory environment, ensuring proper recognition of our staff’s efforts. Adherence to these guidelines will aid in maintaining a consistent and effective approach to staff appreciation events.

Staff Appreciation and Celebration Days

2025-08-25T13:24:02Z

PastorLance: /* 6. Administrative Assistant Appreciation Day */

= HR Policy: Staff Celebrations =

== Objective ==
This policy outlines the standard procedures and guidelines for staff appreciation events within our organization, recognizing the dedication and hard work of our team members.

== Scope ==
This policy applies to all planned appreciation events for various staff groups, including clergy, kitchen staff, teachers, and other church staff involved in external celebrations.

== Celebrations Overview ==
=== 1. Clergy Appreciation Month (October) ===
* '''Organizers''': Led by a non-clergy board member in collaboration with the treasurer.
* '''Activities''':
** Financial blessing arranged.
** Congregants contribute to a pooled gift.
** Congregational card presentation.
** Public presentation during a church service.
* '''Budget''': Confirmed by the treasurer and can supplement the congregational gift.

=== 2. School Lunch Hero Day (First Friday in May) ===
* '''Website''': [[School Lunch Hero Day]]
* '''Organizers''': The kitchen manager is notified via a calendar invite.
* '''Activities''':
** A card from the Sprouts kids, managed by the Sprouts Director.
** A small gift presented to the kitchen staff.
* '''Notification''': Kitchen manager and workers are informed well in advance.

=== 3. Teacher Appreciation Week (First full week of May) ===
* '''Organizers''': Managed by the Director of Sprouts.
* '''Activities''':
** Monday: Coffee bar
** Tuesday: [Activity TBD]
** Wednesday: [Activity TBD]
** Thursday: Treats from Rita's
** Friday: [Activity TBD]
* '''Parent Involvement''': Coordination with parents for contributions of gifts or accolades.
* '''Budget''': This is a budgeted event.

=== 4. Open Bible Allegheny District Celebration ===
* '''Participants''': Pastors and pastoral candidates.
* '''Timing''': Date changes annually, based on regional scheduling.
* '''Budget''': Managed and funded by the Allegheny region.
* '''Activities''': Church staff participation in regional celebrations, specifics determined annually.

=== 5. Church Volunteer Appreciation ===
* '''Organizers''': Managed by the Director of Worship.
* '''Timing''': Date set annually in the summer by the Senior Pastor and Director of Worship.
* '''Activities''': All staff are required to participate in honoring their volunteers.
* '''Budget''': This event is budgeted annually.

=== 6. Administrative Assistant Appreciation Day===
* '''Organizers''': Respective Administrators who have paid or volunteer assistants.
* '''Timing''': Celebrated annually on the Wednesday of the last full week of April.
* '''Website''': [[https://en.wikipedia.org/wiki/Administrative_Professionals_Day]]
* '''Activities''':
** A personalized card signed by the administrator and team.
** A small gift (flowers, gift card, or similar token of appreciation).
** Public recognition during a staff meeting or church service announcement.
** Optional social media post highlighting their contributions.
* '''Budget''': This event is included in annual budgets.

== General Guidelines ==
* '''Planning''': Organizers are responsible for early planning and ensuring activities align with policy guidelines.
* '''Budget Management''': All budget considerations must be approved in advance by designated personnel.
* '''Communication''': Effective communication is essential for all parties involved.
* '''Social Media''': Photos and posts on social media are necessary to document and share the celebration.
* '''Feedback''': Organizers should gather feedback post-event to improve future celebrations.

== Conclusion ==
This policy is designed to create a supportive and celebratory environment, ensuring proper recognition of our staff’s efforts. Adherence to these guidelines will aid in maintaining a consistent and effective approach to staff appreciation events.

Staff Appreciation and Celebration Days

2025-08-25T13:22:43Z

PastorLance: /* 6. Administrative Assistant Appreciation Day */

= HR Policy: Staff Celebrations =

== Objective ==
This policy outlines the standard procedures and guidelines for staff appreciation events within our organization, recognizing the dedication and hard work of our team members.

== Scope ==
This policy applies to all planned appreciation events for various staff groups, including clergy, kitchen staff, teachers, and other church staff involved in external celebrations.

== Celebrations Overview ==
=== 1. Clergy Appreciation Month (October) ===
* '''Organizers''': Led by a non-clergy board member in collaboration with the treasurer.
* '''Activities''':
** Financial blessing arranged.
** Congregants contribute to a pooled gift.
** Congregational card presentation.
** Public presentation during a church service.
* '''Budget''': Confirmed by the treasurer and can supplement the congregational gift.

=== 2. School Lunch Hero Day (First Friday in May) ===
* '''Website''': [[School Lunch Hero Day]]
* '''Organizers''': The kitchen manager is notified via a calendar invite.
* '''Activities''':
** A card from the Sprouts kids, managed by the Sprouts Director.
** A small gift presented to the kitchen staff.
* '''Notification''': Kitchen manager and workers are informed well in advance.

=== 3. Teacher Appreciation Week (First full week of May) ===
* '''Organizers''': Managed by the Director of Sprouts.
* '''Activities''':
** Monday: Coffee bar
** Tuesday: [Activity TBD]
** Wednesday: [Activity TBD]
** Thursday: Treats from Rita's
** Friday: [Activity TBD]
* '''Parent Involvement''': Coordination with parents for contributions of gifts or accolades.
* '''Budget''': This is a budgeted event.

=== 4. Open Bible Allegheny District Celebration ===
* '''Participants''': Pastors and pastoral candidates.
* '''Timing''': Date changes annually, based on regional scheduling.
* '''Budget''': Managed and funded by the Allegheny region.
* '''Activities''': Church staff participation in regional celebrations, specifics determined annually.

=== 5. Church Volunteer Appreciation ===
* '''Organizers''': Managed by the Director of Worship.
* '''Timing''': Date set annually in the summer by the Senior Pastor and Director of Worship.
* '''Activities''': All staff are required to participate in honoring their volunteers.
* '''Budget''': This event is budgeted annually.

=== 6. Administrative Assistant Appreciation Day===

* '''Organizers''': Respective Administrators who have paid or volunteer assistants.
* '''Timing''': Celebrated annually on the Wednesday of the last full week of April.
* '''Website''': \[\[[https://en.wikipedia.org/wiki/Administrative\_Professionals\_Day](https://en.wikipedia.org/wiki/Administrative_Professionals_Day)]]
* '''Activities''': Recognition of assistants through a small gift or flowers, a card signed by staff, public acknowledgment during a staff meeting, and a social media post highlighting their contributions.
* '''Budget''': This event is included in annual budgets.

== General Guidelines ==
* '''Planning''': Organizers are responsible for early planning and ensuring activities align with policy guidelines.
* '''Budget Management''': All budget considerations must be approved in advance by designated personnel.
* '''Communication''': Effective communication is essential for all parties involved.
* '''Social Media''': Photos and posts on social media are necessary to document and share the celebration.
* '''Feedback''': Organizers should gather feedback post-event to improve future celebrations.

== Conclusion ==
This policy is designed to create a supportive and celebratory environment, ensuring proper recognition of our staff’s efforts. Adherence to these guidelines will aid in maintaining a consistent and effective approach to staff appreciation events.

Staff Attendance Policy

2025-08-24T18:30:37Z

PastorLance: /* Blocked Days */

Church Staff and Director Sabbatical Policy

2025-07-24T14:00:15Z

PastorLance:

== Church Staff Sabbatical Policy ==

The purpose of this policy is to provide guidelines for the management of sabbaticals for paid church staff members or volunteer directors in a fair and structured manner. A sabbatical is a sacred time of rest, renewal, and spiritual rejuvenation for staff members, in alignment with the teachings of Scripture. The church recognizes the importance of supporting its employees in their spiritual journey and understands that sabbaticals are not a form of punishment but a routine part of nurturing their well-being and deepening their connection with God.

'''Scriptures that affirm the value of rest and renewal:'''
* "Come to me, all you who are weary and burdened, and I will give you rest." (Matthew 11:28)
* "He makes me lie down in green pastures, he leads me beside quiet waters." (Psalm 23:2)
* "And he said to them, 'Come away by yourselves to a desolate place and rest a while.'" (Mark 6:31)
* "Six days you shall labor, but on the seventh day, you shall rest; even during the plowing season and harvest, you must rest." (Exodus 34:21)
* "There remains, then, a Sabbath-rest for the people of God." (Hebrews 4:9)

In light of these teachings, the church's sabbatical policy aims to create an environment where staff members can experience the fullness of God's grace and find spiritual nourishment. The policy includes the following provisions:

=== 1. Sabbatical Request and Approval ===
Staff members in need of a sabbatical should submit a formal letter requesting a sabbatical time with clear start and end dates to the Senior Pastor. The Senior Pastor will work with the employee’s manager to determine if this is appropriate. The Senior Pastor can approve sabbaticals for up to 6 months. The maximum duration of the sabbatical will be determined by the governing board.

=== 2. Eligibility Criteria ===
The eligibility for a sabbatical will depend on the employee's tenure, status, and overall performance reviews. It has been recognized that taking regular sabbaticals is beneficial for church workers. Sabbaticals are only permitted for staff that oversee religious programming.

=== 3. Funding ===
Sabbaticals are generally unpaid, with the exception of situations where a grant specifically covers sabbatical time. The governing board may consider exceptions to provide payment on a case-by-case basis. If the sabbatical is unpaid, the employee is responsible for any premiums of benefits during this time.

=== 4. Pre-Sabbatical Responsibilities List ===
The staff member should prepare an exhaustive list of their commitments during the sabbatical period. This list should be shared with the church leadership along with their letter, to ensure proper delegation or maintenance of these commitments during the sabbatical.

=== 5. Work Restrictions during Sabbatical ===
The staff member is expected to abstain from all forms of volunteer work at the church, in addition to their employment, during their sabbatical period.

=== 6. Church Attendance ===
The staff member on sabbatical should assume they should avoid attending specific church services or events where they functioned as a leader that could create leadership strain. However, they are welcome to attend regular Sunday church services or initiatives where they were not in a leadership role as long as it does not cause any distraction to the interim leadership. The Senior Pastor is the final arbitrator of when a person should or should not attend.

=== 7. Transferring Responsibilities ===
The staff member should ensure all tasks and projects under their purview are adequately transferred to other colleagues for the duration of their sabbatical. This may include sharing necessary paperwork, grant applications, computer access, and passwords to enable the completion of tasks in their absence. Church owned technology should be given to manager for the duration of the sabbatical. Church owned technology maybe formatted so be sure to remove all personal information from the device before turning it in.

=== 8. Communication during Sabbatical ===
Staff members are encouraged to set up an email autoresponder and voicemail indicating their sabbatical status and who to talk to. They should also provide contact information for a designated point person who can address any urgent matters during their absence.

=== 9. Board Notification ===
The church leadership will alert the governing board of the staff member's sabbatical so they can offer their prayers and support during this season.

=== 10. Post-Sabbatical Expectations ===
The staff member is expected to return refreshed and ready to resume their duties, working their scheduled shifts as seamlessly as possible. If the employee is unable to return to their regular work week, they should communicate this with their contact prior to returning to work. The staff member should also express gratitude to colleagues who supported their programming during their absence.

This policy ensures that the church community continues to function smoothly during a staff member's sabbatical, and that the staff member can truly rest, rejuvenate, and return ready to contribute positively to the church community. Any staff member wishing to take a sabbatical should adhere to these guidelines. Exceptions or additions to this policy will be handled on a case-by-case basis.

At our organization, we offer a sabbatical program to support personal and professional growth. However, it is important to clarify that sabbatical leave is not a replacement for short-term disability benefits. Short-term disability benefits are specifically designed to provide financial assistance and job protection for employees facing non-work-related medical conditions, while sabbatical leave is a voluntary period of absence for personal reasons. We encourage employees to utilize the sabbatical program for self-reflection and exploration, but individuals in need of short-term disability benefits should follow the appropriate procedures outlined in our disability policy to ensure proper support during times of illness or injury.

== Follow-up Message: Supporting Ministry Departments During Sabbaticals ==

We understand that employees may have concerns about the well-being of their ministry department while on sabbatical. It is natural to worry about the continuity and decision-making process during this time. We want to assure you that the church is committed to supporting one another and fostering a spirit of unity, even in the absence of a staff member on sabbatical.

During the sabbatical period, when a project or ministry is overseen by an interim leader, it is essential to acknowledge that the interim leader may make different decisions or approach certain situations in a unique way. This diversity of perspectives can bring new insights and fresh ideas to the ministry, contributing to its growth and development.

In the spirit of unity, we encourage staff members on sabbatical to trust their colleagues who are stepping in to provide leadership and maintain the ministry's operations. It is an opportunity for collaboration and mutual learning, as different perspectives enrich the overall ministry experience. While we strive to ensure continuity and stability, we also recognize that the church operates in a dynamic environment, and at times, certain adjustments or changes may be necessary for the overall health of the ministry. These changes, though rare, could include shifts in focus, reductions in scope, or, in extreme cases, the reevaluation of certain programs or departments. We ask for a willingness to embrace and accept these adjustments, trusting that God’s guidance is at the heart of all we do. Please remember that when the sabbatical ends, there needs to be a spirit of thankfulness and appreciation for whatever was done by the interim leader.

The church leadership and governing board are committed to ensuring a smooth transition and providing any necessary support to interim leaders during the sabbatical period. They will offer guidance and encouragement, recognizing the unique challenges and opportunities that arise in such circumstances.

Remember, a sabbatical is not only a time for personal rest and rejuvenation but also an opportunity for the ministry department to flourish under the care of others. Trust that your colleagues will act in the best interest of the ministry and be open to new ideas and approaches that may arise during your absence.

By supporting one another and fostering a spirit of unity, we can ensure that the ministry departments continue to thrive and grow, even during sabbatical periods. Together, we can create an environment where everyone feels valued and where individual and collective spiritual growth can flourish.

If you have any further concerns or questions about how your ministry department will be managed during your sabbatical, please feel free to reach out to the Senior Pastor or the designated point person overseeing sabbaticals. We are here to provide guidance and support throughout the entire process.

May your sabbatical be a time of profound rest, rejuvenation, and spiritual growth, knowing that your ministry department is in capable hands.

== Training Recommendation for Sabbatical Leave ==

During your sabbatical leave, Pastor Lance encourages you to engage in activities that will invigorate your soul and promote personal growth. Consider the following training recommendations to enhance your spiritual development and overall well-being:

=== 1. Spiritual Development ===
Delve deep into a spiritual devotional to guide and inspire you during your sabbatical. Here are two recommendations:

*a. "Smith Wigglesworth Devotional"*
This book compiles the sermons of Smith Wigglesworth, an old-time healing evangelist, and will fill you with faith and excitement for what God is doing.
[https://www.amazon.com/Smith-Wigglesworth-Devotional/dp/0883685744 Link to Amazon]

*b. "Strengthening the Soul of Your Leadership: Seeking God in the Crucible of Ministry" by Ruth Haley Barton*
This academic work explores the importance of soul searching in the rhythm of ministry and provides valuable insights for leaders. It also has a supplementary class available on Seminary Now.
[https://www.amazon.com/dp/083084645X Link to Amazon]

=== 2. Outside Volunteering ===
Consider volunteering with an organization outside of your usual ministry scope, such as Jubilee Kitchen or The Greater Pittsburgh Community Food Bank. Engaging in volunteer work where you are not in a leadership role can provide a fresh perspective and a fulfilling way to contribute to the broader community.

=== 3. Rest and Recharge ===
Prioritize ample rest during your sabbatical. Allow yourself to sleep and rejuvenate, as this will contribute to your overall well-being and spiritual refreshment.

=== 4. Stimulate Your Senses ===
Engage in activities that stimulate your senses and promote creativity. Explore art, music, spending time in nature, journaling, or any other creative outlets that resonate with you. These activities can foster inspiration and introspection, enhancing your sabbatical experience.

Remember, the purpose of your sabbatical is to rest, rejuvenate, and deepen your spiritual connection. Embrace these training recommendations as opportunities for personal growth and enrichment, allowing yourself to be open to new experiences and insights.

Church Staff and Director Sabbatical Policy

2025-07-24T13:58:50Z

PastorLance: /* Revised Church Staff Sabbatical Policy */

== Church Staff Sabbatical Policy ==

The purpose of this policy is to provide guidelines for the management of sabbaticals for church staff members in a fair and structured manner. A sabbatical is a sacred time of rest, renewal, and spiritual rejuvenation for staff members, in alignment with the teachings of Scripture. The church recognizes the importance of supporting its employees in their spiritual journey and understands that sabbaticals are not a form of punishment but a routine part of nurturing their well-being and deepening their connection with God.

'''Scriptures that affirm the value of rest and renewal:'''
* "Come to me, all you who are weary and burdened, and I will give you rest." (Matthew 11:28)
* "He makes me lie down in green pastures, he leads me beside quiet waters." (Psalm 23:2)
* "And he said to them, 'Come away by yourselves to a desolate place and rest a while.'" (Mark 6:31)
* "Six days you shall labor, but on the seventh day, you shall rest; even during the plowing season and harvest, you must rest." (Exodus 34:21)
* "There remains, then, a Sabbath-rest for the people of God." (Hebrews 4:9)

In light of these teachings, the church's sabbatical policy aims to create an environment where staff members can experience the fullness of God's grace and find spiritual nourishment. The policy includes the following provisions:

=== 1. Sabbatical Request and Approval ===
Staff members in need of a sabbatical should submit a formal letter requesting a sabbatical time with clear start and end dates to the Senior Pastor. The Senior Pastor will work with the employee’s manager to determine if this is appropriate. The Senior Pastor can approve sabbaticals for up to 6 months. The maximum duration of the sabbatical will be determined by the governing board.

=== 2. Eligibility Criteria ===
The eligibility for a sabbatical will depend on the employee's tenure, status, and overall performance reviews. It has been recognized that taking regular sabbaticals is beneficial for church workers. Sabbaticals are only permitted for staff that oversee religious programming.

=== 3. Funding ===
Sabbaticals are generally unpaid, with the exception of situations where a grant specifically covers sabbatical time. The governing board may consider exceptions to provide payment on a case-by-case basis. If the sabbatical is unpaid, the employee is responsible for any premiums of benefits during this time.

=== 4. Pre-Sabbatical Responsibilities List ===
The staff member should prepare an exhaustive list of their commitments during the sabbatical period. This list should be shared with the church leadership along with their letter, to ensure proper delegation or maintenance of these commitments during the sabbatical.

=== 5. Work Restrictions during Sabbatical ===
The staff member is expected to abstain from all forms of volunteer work at the church, in addition to their employment, during their sabbatical period.

=== 6. Church Attendance ===
The staff member on sabbatical should assume they should avoid attending specific church services or events where they functioned as a leader that could create leadership strain. However, they are welcome to attend regular Sunday church services or initiatives where they were not in a leadership role as long as it does not cause any distraction to the interim leadership. The Senior Pastor is the final arbitrator of when a person should or should not attend.

=== 7. Transferring Responsibilities ===
The staff member should ensure all tasks and projects under their purview are adequately transferred to other colleagues for the duration of their sabbatical. This may include sharing necessary paperwork, grant applications, computer access, and passwords to enable the completion of tasks in their absence. Church owned technology should be given to manager for the duration of the sabbatical. Church owned technology maybe formatted so be sure to remove all personal information from the device before turning it in.

=== 8. Communication during Sabbatical ===
Staff members are encouraged to set up an email autoresponder and voicemail indicating their sabbatical status and who to talk to. They should also provide contact information for a designated point person who can address any urgent matters during their absence.

=== 9. Board Notification ===
The church leadership will alert the governing board of the staff member's sabbatical so they can offer their prayers and support during this season.

=== 10. Post-Sabbatical Expectations ===
The staff member is expected to return refreshed and ready to resume their duties, working their scheduled shifts as seamlessly as possible. If the employee is unable to return to their regular work week, they should communicate this with their contact prior to returning to work. The staff member should also express gratitude to colleagues who supported their programming during their absence.

This policy ensures that the church community continues to function smoothly during a staff member's sabbatical, and that the staff member can truly rest, rejuvenate, and return ready to contribute positively to the church community. Any staff member wishing to take a sabbatical should adhere to these guidelines. Exceptions or additions to this policy will be handled on a case-by-case basis.

At our organization, we offer a sabbatical program to support personal and professional growth. However, it is important to clarify that sabbatical leave is not a replacement for short-term disability benefits. Short-term disability benefits are specifically designed to provide financial assistance and job protection for employees facing non-work-related medical conditions, while sabbatical leave is a voluntary period of absence for personal reasons. We encourage employees to utilize the sabbatical program for self-reflection and exploration, but individuals in need of short-term disability benefits should follow the appropriate procedures outlined in our disability policy to ensure proper support during times of illness or injury.

== Follow-up Message: Supporting Ministry Departments During Sabbaticals ==

We understand that employees may have concerns about the well-being of their ministry department while on sabbatical. It is natural to worry about the continuity and decision-making process during this time. We want to assure you that the church is committed to supporting one another and fostering a spirit of unity, even in the absence of a staff member on sabbatical.

During the sabbatical period, when a project or ministry is overseen by an interim leader, it is essential to acknowledge that the interim leader may make different decisions or approach certain situations in a unique way. This diversity of perspectives can bring new insights and fresh ideas to the ministry, contributing to its growth and development.

In the spirit of unity, we encourage staff members on sabbatical to trust their colleagues who are stepping in to provide leadership and maintain the ministry's operations. It is an opportunity for collaboration and mutual learning, as different perspectives enrich the overall ministry experience. While we strive to ensure continuity and stability, we also recognize that the church operates in a dynamic environment, and at times, certain adjustments or changes may be necessary for the overall health of the ministry. These changes, though rare, could include shifts in focus, reductions in scope, or, in extreme cases, the reevaluation of certain programs or departments. We ask for a willingness to embrace and accept these adjustments, trusting that God’s guidance is at the heart of all we do. Please remember that when the sabbatical ends, there needs to be a spirit of thankfulness and appreciation for whatever was done by the interim leader.

The church leadership and governing board are committed to ensuring a smooth transition and providing any necessary support to interim leaders during the sabbatical period. They will offer guidance and encouragement, recognizing the unique challenges and opportunities that arise in such circumstances.

Remember, a sabbatical is not only a time for personal rest and rejuvenation but also an opportunity for the ministry department to flourish under the care of others. Trust that your colleagues will act in the best interest of the ministry and be open to new ideas and approaches that may arise during your absence.

By supporting one another and fostering a spirit of unity, we can ensure that the ministry departments continue to thrive and grow, even during sabbatical periods. Together, we can create an environment where everyone feels valued and where individual and collective spiritual growth can flourish.

If you have any further concerns or questions about how your ministry department will be managed during your sabbatical, please feel free to reach out to the Senior Pastor or the designated point person overseeing sabbaticals. We are here to provide guidance and support throughout the entire process.

May your sabbatical be a time of profound rest, rejuvenation, and spiritual growth, knowing that your ministry department is in capable hands.

== Training Recommendation for Sabbatical Leave ==

During your sabbatical leave, Pastor Lance encourages you to engage in activities that will invigorate your soul and promote personal growth. Consider the following training recommendations to enhance your spiritual development and overall well-being:

=== 1. Spiritual Development ===
Delve deep into a spiritual devotional to guide and inspire you during your sabbatical. Here are two recommendations:

*a. "Smith Wigglesworth Devotional"*
This book compiles the sermons of Smith Wigglesworth, an old-time healing evangelist, and will fill you with faith and excitement for what God is doing.
[https://www.amazon.com/Smith-Wigglesworth-Devotional/dp/0883685744 Link to Amazon]

*b. "Strengthening the Soul of Your Leadership: Seeking God in the Crucible of Ministry" by Ruth Haley Barton*
This academic work explores the importance of soul searching in the rhythm of ministry and provides valuable insights for leaders. It also has a supplementary class available on Seminary Now.
[https://www.amazon.com/dp/083084645X Link to Amazon]

=== 2. Outside Volunteering ===
Consider volunteering with an organization outside of your usual ministry scope, such as Jubilee Kitchen or The Greater Pittsburgh Community Food Bank. Engaging in volunteer work where you are not in a leadership role can provide a fresh perspective and a fulfilling way to contribute to the broader community.

=== 3. Rest and Recharge ===
Prioritize ample rest during your sabbatical. Allow yourself to sleep and rejuvenate, as this will contribute to your overall well-being and spiritual refreshment.

=== 4. Stimulate Your Senses ===
Engage in activities that stimulate your senses and promote creativity. Explore art, music, spending time in nature, journaling, or any other creative outlets that resonate with you. These activities can foster inspiration and introspection, enhancing your sabbatical experience.

Remember, the purpose of your sabbatical is to rest, rejuvenate, and deepen your spiritual connection. Embrace these training recommendations as opportunities for personal growth and enrichment, allowing yourself to be open to new experiences and insights.