CPCana Field Cards

Contents

Card 1

Sunday Prep Checklist

An example prep week for one Sunday service. CPCana doesn't generate this list; adapt it for your service, or put it in a project as tasks (see the tip below). Offsets count days before the service: −6 is Monday and 0 is Sunday. Initial each line when it's done.

Offset	Task	Owner
−6 · Mon	Volunteer roster sent; confirmations requested	Coordinator
−5 · Tue	Song list, keys, and order locked	Coordinator
−5 · Tue	Slide and lower-third requests submitted	A/V
−4 · Wed	Facilities work order: setup, HVAC, doors	Facilities
−4 · Wed	Kids check-in rosters and labels queued	Coordinator
−3 · Thu	Lyrics and slides loaded and proofed	A/V
−2 · Fri	Batteries charged; wireless mic packs labeled	A/V
−2 · Fri	Supplies restocked: first aid, coffee, restrooms	Facilities
−1 · Sat	Room and stage set to plan	Facilities
−1 · Sat	Line check; stream test to a private link	A/V
−1 · Sat	Unfilled roster slots escalated	Coordinator
0 · Sun	Building open, lights up, HVAC confirmed	Facilities
0 · Sun	Soundcheck and full run-through	A/V
0 · Sun	Team huddle and prayer, 30 minutes before doors	Coordinator

Sign-offs. Each area signs when it's ready.

Area	Ready when	Name	Time	Signature
Facilities	Building safe, set to plan, exits clear
Audio / visual	Sound, screens, and stream tested
Coordinator	Roster full, plan final, go for service

Card 2

Child Protection: Three Requirements, Four Statuses

CPBP requires three things of everyone who serves with children. CPCana's Child Protection page (/admin/child-protection) tracks them. Only administrators, and people an administrator shares the page with, can open it.

Requirement	What CPBP requires	What CPCana tracks
Signed CPBP-ACF (the policy acknowledgment)	Before serving, and re-affirmed every year	A "signed" box that never expires, so track the yearly re-affirmation outside CPCana
Background check	Before serving, refreshed every 5 years	The completion date; CPCana counts 5 years from it
Ministry Safe training	Before supervising children, repeated every 3 years	The completion date; CPCana counts 3 years from it

Also required by CPBP, and not tracked in CPCana:

Three non-related personal references, checked by a designated person
An interview with the employee who will supervise the role
Six months of regular attendance before serving (paid staff are excepted)

Youth assistants (volunteers who are themselves children) always serve alongside an adult.

The four statuses

Status	Badge on the row	What it means	Serving
Compliant	Compliant	Policy signed, and training and background check both current with more than 45 days left	Clear to serve
Expiring Soon	Renews in Nd	Training or the background check expires within 45 days	Still current; start the renewal now
Expired	Expired	Training or the background check has lapsed	Paused from serving until renewed
Incomplete	Action Needed	Policy unsigned, or no training or background-check date on file	Not cleared until all three are on file

CPCana shows the status; it doesn't take anyone off a schedule. Checking before someone serves is the ministry's job. A record missing any item shows Incomplete even if something else has also expired.

In the room

From the CPBP code of conduct:

No adult alone with a child in a private space. Keep every activity open and interruptible.
Windows uncovered, doors open, and no isolated rooms.
Correct boundary violations on the spot. An adult found alone with a child, or one who keeps ignoring the rules, gets a written Boundary Violation Report.

Card 3

Renewals, Access, and Reporting

When a renewal comes due

Every Monday morning, CPCana files a review task for each person whose training or background check is Expiring Soon or Expired, at most once per person every 30 days. Each task is unassigned, in the project your administrator chose for these (High priority if expired, Medium otherwise). If no project was chosen, nothing is filed.
CPCana doesn't contact the worker or send a renewal link. Whoever picks up the task reaches out.
When the renewal is done, an editor enters the new completion date on the Child Protection page. CPCana recalculates the status and keeps the old dates in a renewal history.

Worker	Item	Expires	Contacted on	Renewed on

Who can see these records

Administrators, plus anyone an administrator shares the Child Protection page with: a person or a team, with view or edit access. A share opens every record on the page.
CPCana stores completion dates, expiry dates, and an optional link. It doesn't store background-check results.
CPCana doesn't keep a history of who was given or lost access. If you need one, keep it yourself.

If you see or hear of abuse

From the CPBP reporting procedure:

Make the child safe. If anyone is in immediate danger, call 911.
Tell the Ministry Leader, the pastor or director directly overseeing the ministry.
Fill out a Knowledge of Suspected Child Abuse form.
Don't investigate. Every adult is a mandated reporter under Missouri law.

Ministry Leader	Phone

Card 4

New Staff Onboarding: Provisioning by Category

CPCana's Onboarding module keeps each new person's checklist in four categories. Each item has one cost, tagged One-Time or Monthly, and CPCana totals them as Capex (One-Time) and Opex (Monthly). Items have no due dates. The items below are examples; each role's blueprint in CPCana holds the real list.

Paperwork & Compliance

Item	One-time $	Monthly $	Done
Tax and employment forms (W-4, I-9)
Background-check consent
Signed CPBP-ACF
Direct deposit and emergency contact
Ministry Safe training
Shadow a full Sunday
Sit in on a ministry team meeting

Hardware & Equipment

Item	One-time $	Monthly $	Done
Laptop, imaged and tagged
Phone and service plan

Software & Cloud Licenses

Item	One-time $	Monthly $	Done
Email and calendar account
CPCana account and role
Planning and check-in apps
Shared drive folders

Facility & Physical Access

Item	One-time $	Monthly $	Done
Building keys and alarm fob
Photo ID badge
Building walk-through with facilities

Cost tracker. Carry each category's subtotal down.

Category	Capex (one-time)	Opex (monthly)
Paperwork & Compliance	$	$
Hardware & Equipment	$	$
Software & Cloud Licenses	$	$
Facility & Physical Access	$	$
Total	$	$

Annual opex (monthly × 12): $ __________ Budget line: __________

Card 5

The First 30 Days

A supervisor's checklist to use alongside the onboarding case. CPCana doesn't track these milestones; check each one together, not alone.

Day 1: Welcome

Workspace, keys, and laptop ready on arrival
Accounts signed in and working
Lunch with their supervisor
Building tour and emergency exits

Day 7: Orientation

Every Paperwork & Compliance item returned
If the role serves with children: added to CPCana's Child Protection page and showing Compliant (onboarding doesn't add them; an administrator does)
First Sunday shadowed
Check-in 1 scored below

Day 14: Contributing

Owns one repeating task in CPCana
Has met each ministry lead one-on-one
Runs one Sunday prep line with support
Check-in 2 scored below

Day 30: Established

Runs a Sunday role unassisted
90-day goals agreed in writing
One-time and monthly costs reconciled against the onboarding case
Check-in 3 scored and signed

Supervisor check-in

Score each area 1 (not yet), 2 (developing), 3 (on track), or 4 (ahead). Any 1 gets an agreed next step in the notes.

Area	Day 7	Day 14	Day 30
Role clarity: can explain what they own
Systems: uses CPCana without help
Safety: status current, procedures followed
Relationships: known by the team and its leads
Workload: the pace is sustainable
Fit and wellbeing: engaged, supported, rested

Notes and next steps

Worker	Supervisor	Date