GROWING THE BIBLE SCHOOL THROUGH RECORDS

  RECORD FORMS FOR USE IN THE SUNDAY BIBLE SCHOOL

INTRODUCTION

The first part of this book, The Sunday Bible School, gives the organization, mechanics, and procedure of how this Bible School system operates. Thorough study and referral back to it will lead one to connect each record form to the right place in the overall scheme of things. An effort will be made in this thesis, The Sunday Bible School records, to identify where each record form is to be used.  The how to use it is explained in the first treatise. 

May the writer ask that before the reader declares the program useless, criticizes, or disallows the programs use, that he study it and understand its genius. 

THOUGHTS ON IMPLEMENTATION.....

Much planning and organization must be made to implement the program. The Pastor must work this out in stages. (He must also publicize, publicize, publicize.)

Time must be given to explain and build excitement in the church for the program.
Time must be given to Evaluate facilities to determine number of classes, size, record storage etc. 
Time must be given to Evaluate prospective members to fill the positions. Plus, private approaches to each, to find their willingness.
  	Time must be given to select staff for each position.
Time must be given for training.

(1) There must be job description training for every position on the staff. (The entire staff should hear all the job descriptions. This will give them an overall view.) 
(2) There must be thorough teaching of the record system to the entire staff. (Especially the class secretaries. Theirs is a great responsibility.) 
(3) On the Sunday, before the first day of the new program, just before the Morning Message and with great ceremony, the pastor should hold a short service for the installation of all the staff. These would take their positions the next Sunday.
(4) Next, plan a Friday night staff dinner followed with a dress rehearsal.			(5) By dress rehearsal time, the Bible School must have already been divided into classes, the records prepared, and the class rooms assigned.  The dry run or Dress Rehearsal is held so everyone on staff will know where they are to be stationed,  where all records are kept, and where all the filled out records are to go.

(6) The following Sunday, with great fan fare, begin the Bible School. 

RECORDS, RECORDS, RECORDS. Proper record forms and their continual use are unequivocally vital to the direction and growth of any Sunday Bible School. Used reasonably and properly records are the glue that holds the entire program together and sets the course of growth and expansion. The record system helps establish order, conserve the efforts and points the entire program in the right direction. 

Not used, the resulting (1) disorganization by default, will  lead to (2) disinterest and (2) demoralization of the staff, permitting (4) disintegration either slowly or speedily. Records not used (5) disallows and dissolves any systematic plan for growth. Simply look at Sunday Bible Schools that are growing you will find a good record system. Then look at Sunday Bible Schools that are declining and you will find a disinterest in records.

An effort will be made to organize this explanation on a continuum hopefully from simple to the more complex.

Some where in this treatise will be found the INDIVIDUAL RECORD FORM along with all class record forms that make up the class record book. This INDIVIDUAL  form is designed as a student record for the entire year.. On the front side is the printed record. On the reverse side, other information could be placed. The  INDIVIDUAL RECORD FORM is self explanatory. How to use  the INDIVIDUAL RECORD FORM is found printed on the TEACHERS JOB DESCRIPTION and CLASS SECRETARY JOB DESCRIPTION sheets that are to be placed in the class record book.
 
Hopefully all the record forms herein will be photo copy quality. If not the reader can make each form on his computer and print out an original copy. He/she can then take the originals to a office supply store for reproduction. There one can purchase the proper weight and color paper. From that original, the record forms can be photocopied. A paper cutter will be need to cut the copies the right size.

THE CLASS RECORD BOOK: 

Three ring note books designed to hold one half page sheets should be obtained for each class. All permanent record forms should be prepared with various colored heavy  tag board paper in one half page format.

There are SIX parts and forms to the permanent CLASS RECORD book.
The INDIVIDUAL RECORD FORMS designed for each enrollee
The TEACHERS JOB DESCRIPTION placed for a constant reminder.
The SECRETARIES JOB DESCRIPTION placed for thorough instruction.
The QUARTER RECORD FORMS designed to analyze for the entire quarter.
The VISITORS RECORD FORMS placed as a permanent record of the visitor.
The PROSPECT RECORD FORMS placed as a permanent record of prospects.

HANDLING EACH SUNDAYS CLASS RECORDS.
Obtain for classes a 6 X 9 inch manila envelope in which to place the Sundays class record and offering, to be sent to the General Secretary for the over all Bible School Report.

There are five forms to place in the MANILA ENVELOPE, for reporting class attendance.
A small RECORD INSTRUCTION NOTE to be taped to front of the manila envelope giving instructions (as a reminder)  to the class secretary.
A CLASS ATTENDANCE REPORT FORM
VISITOR CARD for each person visiting.
ENROLLMENT CARD for a new enrollee. Each church can make its own.
PROSPECT CARD for any new prospect.
These are for the permanent record kept by the GENERAL SECRETARY.

CLASS RECORDS: 
To be given to the teacher, by the class secretary, at the end of the class period.
ABSENTEE CARDS. Just before closing time the teacher should take the cards, hold them up one at a time and ask for one or two volunteers to call an absentee to let them know they were missed. Then, immediately following, a prayer for the Lord to watch over the absentees should be made. (Do not give out the cards. Have a computer generated class address list prepared monthly. Let the callers use that list.)
VISITORS CARDS
PROSPECT CARDS
All these cards should be used by the teacher for personal contacts before the WEDNESDAY EVENING CARING AND SHARING meeting. A card or letter should be sent to every visitor and absentee every week. Phone calls could be made. Visits should be made to certain absentees, all visitors, and one or two prospects. Communication with them is all important to make them feel welcome and accepted.

DEPARTMENTS: 
If the bible school is large enough to be divided into departments each class in that department should send their records to a DEPARTMENT SECRETARY. The department secretary would then compile a composite record for the department and send to the general secretary. The same procedure form could be utilized by making forms to name a department. Department administrators can help the teachers with contacting absentees, visitors, and prospects.

THE GENERAL SECRETARIES record forms. To be placed in a full size three ring notebook and kept according to class.

A MASTER BIBLE SCHOOL ATTENDANCE RECORD SHEET: Listing every enrollee by class should be kept. The pastor could use this for pastoral planning and visitation. Using a computer, class list could be made encompassing a full month, (five Sundays).  Permanent enrollees would be printed thereon. New members could be written in. Visitors names could be written near the bottom of the sheet.  This form would also be available in case of legal questions concerning attendance of a person claiming to be in church. 
A MASTER BIBLE SCHOOL VISITOR RECORD FORM, should also be prepared and placed in its own three ring note book. The Record form should be so made as to indicate the class and they visited. Their Visitor card sent in by the class secretary should be filed in a file box. The pastor could look on the MASTER BIBLE SCHOOL VISITOR RECORD SHEET to learn the visitors then pull the cards from the visitation file box for visitation. If the church is so set up, a computer generated copy of needed information could be printed off for the pastor each Sunday.
A MASTER BIBLE SCHOOL PROSPECT RECORD SHEET should also be prepared and  used the same way as the VISITOR RECORD SHEET. 

If a church is large enough for departments, records similar to the master records could be designed and used between the classes and General Secretary.

BIBLE SCHOOL ADMINISTRATORS SUMMATIONS. This form should be prepared for use by the school Director, Administrator, General Superintendent, (what ever the title) and the pastor to view the over all health of the entire Bible School. 
Properly analyzed it shows strengths, weaknesses, and needs to be addressed for improvement and information needed to set direction and goals for the entire program. 
Total summations could be used during Sunday Morning worship announcements to give the details of the days attendance, contacts, and offerings if the pastor wished.

WEDNESDAY EVENING, CARING AND SHARING MEETING 
The writer developed and used a form for each teacher to fill out and bring to the meeting. It listed  for the class, the number enrolled, the number absent, the number of absentees contacted, the number of visitors contacted, the number of prospects contacted, the number of general invitations given and total contacts of the class, from Wednesday to Wednesday. The Bible school administrator, during the meeting, totaled all the information and placed it on a line graph to show the relationship, over time, of total contacts to Bible school growth. This gave a visual image of the importance of contacts.  Each pastor could develop their own.  

              THERE WILL BE SAMPLE FORMS THAT HAVE BEEN PREVIOUSLY USED IN THIS BIBLE SCHOOL SYSTEM PLACED AT THE END OF THIS TREATISE. An effort will be made to put the record sheets on separate pages. This way they might be photocopied. If that becomes impossible or do not download properly one can make his/her own copies by computer.   Please follow the pages to the end of the Treatise.

JOB DESCRIPTIONS.....
CLASS SECRETARYS JOB DESCRIPTION

You are the CHANGE AGENT and MEMBERSHIP MOTIVATOR for your class. You are the one to keep the teacher informed of the class attendance records. Far more than you realize, the success or failure of the class depends upon your service.

EVERY SUNDAY........
      PLEASE ARRIVE AT LEAST TEN MINUTES BEFORE THE CLASS IS TO MEET, to obtain any class record materials needed: CLASS RECORD BOOK, ABSENTEE, NEW MEMBER, PROSPECT, AND VISITOR CARDS.
    PLEASE BE PRESENT  TO GREET THE VISITORS AND MEMBERS AS THEY ENTER, and  pass out attendance envelopes.

        A FILE BOX, is a must. A place to keep a file of the absentee, new member, prospect and visitor cards. The success of the class is dependent upon your organizational skills.  If the last weeks absentee, prospects and visitors cards were not returned ask the teacher for them. All these must be kept on file to be reused as necessary. They should be returned at the caring and sharing meeting on Wednesday Evening. 
   
1. VISITORS: Ask all visitors to fill out a VISITORS CARD. Catch those missed by the registrar.
2. ATTENDANCE AND OFFERING ENVELOPES: Please pass these out as the students enter the class room. 
3. CLASS ATTENDANCE  ENVELOPES: After the offering has been taken, take the  envelopes and use them to fill out the INDIVIDUAL RECORD CARDS in the class record book.
4. INDIVIDUAL RECORD CARDS: If a student does not turn in an ATTENDANCE ENVELOPE mark his/her INDIVIDUAL RECORD CARD the best you can.
5. CLASS ATTENDANCE REPORT FORM: Sum up all the information from the INDIVIDUAL RECORD CARDS on the CLASS ATTENDANCE REPORT FORM. Be sure to write in names of absentees so the general secretary can fill out the Sunday School general attendance records

   Place all the records in the manila envelope and take to the S.S. office AS QUICKLY AS POSSIBLE! Include, the offering, the Class Attendance Report Form, any new enrollment cards, visitors cards etc. Accurate records are absolutely necessary!!! 
 
6. VISITORS: Place names, addresses, etc., of all VISITORS on the visitor record sheet  provided in the back of the class record book for a permanent class record.  
7. ABSENTEE CARDS: Pull the ABSENTEE CARDS for class members who are absent, along with prospect cards, put a rubber band around them. Place them on the teacherss clip prepared for this purpose.
8. Make sure the teachers attendance record book is brought up to date each Sunday.                                                                                                              CLASS MEMBERSHIP ENROLLMENT

1. Enroll every person that attends three consecutive Sunday's. HAVE THEM FILL OUT AN ENROLLMENT CARD, then fill out an INDIVIDUAL RECORD CARD in the CLASS RECORD BOOK.
2. Drop names  from  the CLASS RECORD BOOK and the ENROLLMENT only if they have moved, passed away,  enrolled in another Sunday school or state they will not return.
	
ABSENTEES   (Keeping them coming)
1. Make sure there is an ABSENTEE CARD made for each enrollee.
2. The teacher needs a absentee card, for each one absent, at the end of each class session in order to call upon the absentees before the Wednesday evening CARE AND SHARE meeting. Contacts help keep absentees attending.  
3.  On the reverse side of the absentees card, write the date of the absence as it occurs. The teacher will then know all the absences along with the last one. 
 4.  Watch for habitual absentee problems and inform both the teacher and pastor by Filling out a YOUR LOSING ME card after the third absence in a row and give to them for visitation.
5. Work with the teacher in any way you may help them.
6.  Please call the absentee yourself and urge him/her to attend.

PROSPECTS.
1.  Every visitor becomes a prospect if they live in the city.
2.  Every name you can get from others becomes a prospect.
3.  A prospect card should be filled out for each. Assign these prospects to be visited, on a rotating basis.
      a. The visitor. If the visitor lives in a location where he can attend, a prospect card should be made immediately, then placed with the absentee cards for the teacher to call upon.
       b.  Prospects should be visited on a rotating basis every two or three weeks the first two months. Then monthly for a while. Assign prospect cards, each Sunday, on a rotating basis, carefully dating each visit. Place them on the clip with the absentee cards. Ask the teacher to date and write a comment, on the back of the card, concerning each visit.
     c.  You as the class secretary must keep up with cards and assign the prospect card for a reasonable amount of visitation.
4.  The secretary can be an extra blessing by sending cards to absentees and prospects.
THIS POSITION could be filled by a teachers aid. A prospective teacher who is on the job training. 

 TEACHERS JOB DESCRIPTION

      YOU ARE THE KEY. Your students will rally around you or you will drive them away. How you visit and teach determines your success. To teach spirituality, you must be spiritual. Your goal is to develop them into saved, mature, obedient children of God by instilling in them Gods Values. To meet their needs, you must discover what the needs are and study God's Word in order to fulfill them. You may be the only hope they ever have and the only Bible they will ever read. What is important to you, will be important to them. REMEMBER, YOU GET WHAT YOU GIVE. You teach to gain a response. What response do you want??? 
      Your most important job is teaching. Study, study, study. You are preparing souls for eternity. You have the greatest opportunity afforded man, that of developing God's values in the heart of children. Keep in mind, that The only thing you can take to heaven is the souls you have influenced for salvation. Your rewards will be great.

1. Arrive at least 15 minutes early to prepare your environment and greet your students.
2. Make sure your materials are prepared beforehand and are available.
3. Keep accurate records. Records tell you WHERE YOU ARE, WHAT YOU NEED TO DO, WHO NEEDS YOUR HELP, AND TRENDS FOR THE FUTURE. The class secretary will help maintain them. 
4. Strive to win every student to Christ. (Through teaching the plan of salvation and when visiting them.)
5. Let the parents know you are interested in their child and the soul of the parents also.

RECORDS:
1.  Overall class records will be kept first by the class secretary. But they are the teachers responsibility. Learn the record system. Records are the heart and soul of your success. Most of what you need is in the Class Record Book.
2.  Study and fill out the Class Form For Use to Evaluate Class Performance. It will direct your performance and self evaluation. It will tell you what you need to do.
3. Use carefully the Wednesday Evening Staff Caring and Sharing records. It will help keep you focused.
4. Be sure to return the Absentee, Prospect, and Visitors cards. On Wednesday Evening place them in the class secretarys box.

CONSERVING THE EFFORTS:
1. Using the absentee, prospect, and visitors cards, prepared by the class secretary and placed on your clip, send cards, call, and visit the homes of the students. This will help develop a personal relationship, with them and their parents. What you practice  will develop the same in them. Also what you give, you will get in return. And God will be with you all the way.
2. When using the card, date and make a very short comment, about each visit.

SHARING THE JOY, THE WEDNESDAY EVENING CARING AND SHARING MEETING. 

The purpose of this meeting is many. Without it, the entire Sunday Bible School will be haphazard and fruitless.
1. The next Sundays lesson will be taught by the pastor to aid in your lesson preparation. Bring your Bible, note pad, and pencil.
        		a.  This meeting will greatly aid your lesson preparation, plus clear up any hard to understand verses and doctrines of the Bible.
        		b.  This meeting will clarify, unify, and give spiritual understanding to the doctrines taught in the Bible.
      		c.  This meeting will aid instruction in the art of teaching, helping each teacher grow in wisdom and knowledge..
        		d.  This meeting will help develop a loving, caring, spirituality in the entire church.
        		e.  This meeting will give instruction in classroom management.
        		f.  This  meeting is all about encouraging  and helping teachers to be their best at serving and worshiping their heavenly Father.
2.  There will be a look at the records to evaluate the progress. BECAUSE, NOTHING SUCCEEDS LIKE SUCCESS.
        		a.  Have your visits and your sharing record prepared before the Wednesday evening meeting. Be ready to share God's blessings.
3.  Sunday Bible School promotions will be presented and explained, to fulfill Christ commands to occupy till I come, and to preach the gospel to every creature. These will help our church grow.

The greatest legacy you can leave on this earth, is the spirit which emanates from you and the values of our Lord Jesus Christ that you have developed in your students. These will continue to their children and grandchildren.

Remember the only thing you can take to heaven with you are those who have been saved through your influence. 

The forms will be a bit disorganized but be patient. As the writer is still learning how to put things on the computer.

Prospect cards can be prepared much like the absentee cards and visitor cards.

RECORD FORMS:

ABSENTEE CARD

CLASS___________________________
 
I am _____________________________

My phone is_______________________

My address is______________________

_________________________________

I have been absent from your class ____ times. I may need help and I definitely need encouragement. Would you please call and visit me? My eternal and spiritual life depends on it.

PLEASE RETURN THIS CARD TO THE SECRETARYS FILE BOX.

Record dates and visits on the back.

ABSENTEE CARD

CLASS___________________________
 
I am _____________________________

My phone is_______________________

My address is______________________

_________________________________

I have been absent from your class ____ times. I may need help and I definitely need encouragement. Would you please call and visit me? My eternal and spiritual life depends on it.

PLEASE RETURN THIS CARD TO THE SECRETARYS FILE BOX.

Record dates and visits on the back.

 ABSENTEE CARD

CLASS___________________________
 
I am _____________________________

My phone is_______________________

My address is______________________

_________________________________

I have been absent from your class ____ times. I may need help and I definitely need encouragement. Would you please call and visit me? My eternal and spiritual life depends on it.

PLEASE RETURN THIS CARD TO THE SECRETARYS FILE BOX.

Record dates and visits on the back.

      ABSENTEE CARD

CLASS___________________________
 
I am _____________________________

My phone is_______________________

My address is______________________

_________________________________

I have been absent from your class ____ times. I may need help and I definitely need encouragement. Would you please call and visit me? My eternal and spiritual life depends on it.

PLEASE RETURN THIS CARD TO THE SECRETARYS FILE BOX.

Record dates and visits on the back.

      ABSENTEE CARD

CLASS___________________________
 
I am _____________________________

My phone is_______________________

My address is______________________

_________________________________

I have been absent from your class ____ times. I may need help and I definitely need encouragement. Would you please call and visit me? My eternal and spiritual life depends on it.

PLEASE RETURN THIS CARD TO THE SECRETARYS FILE BOX.

Record dates and visits on the back.

      ABSENTEE CARD

CLASS___________________________
 
I am _____________________________

My phone is_______________________

My address is______________________

_________________________________

I have been absent from your class ____ times. I may need help and I definitely need encouragement. Would you please call and visit me? My eternal and spiritual life depends on it.

PLEASE RETURN THIS CARD TO THE SECRETARYS FILE BOX.

Record dates and visits on the back.

           
VISITORS CARD

Class__________________Date____

I am__________________________

My Phone_____________Age_____

My Address is__________________

______________________________
    I visited your Sunday Bible School because I was interested in the Bible and good friends. I may be a little shy so I need your strength and direction. I need to be made to feel at home and a part of your class. Will you can help me? Please visit me.
    Use reverse side for other info. eg., family, birthday, visits, and results.
  
  Return to class secretarys file.

           
 VISITORS CARD

Class__________________Date____

I am__________________________

My Phone_____________Age_____

My Address is__________________

______________________________
    I visited your Sunday Bible School because I was interested in the Bible and good friends. I may be a little shy so I need your strength and direction. I need to be made to feel at home and a part of your class. Will you can help me? Please visit me.
    Use reverse side for other info. eg., family, birthday, visits, and results.
  
  Return to class secretarys file.          

 VISITORS CARD

Class__________________Date____

I am__________________________

My Phone_____________Age_____

My Address is__________________

______________________________
    I visited your Sunday Bible School because I was interested in the Bible and good friends. I may be a little shy so I need your strength and direction. I need to be made to feel at home and a part of your class. Will you can help me? Please visit me.
    Use reverse side for other info. eg., family, birthday, visits, and results.
  
  Return to class secretarys file.       

VISITORS CARD

Class__________________Date____

I am__________________________

My Phone_____________Age_____

My Address is__________________

______________________________
    I visited your Sunday Bible School because I was interested in the Bible and good friends. I may be a little shy so I need your strength and direction. I need to be made to feel at home and a part of your class. Will you can help me? Please visit me.
    Use reverse side for other info. eg., family, birthday, visits, and results.
  
  Return to class secretarys file.          

VISITORS CARD

Class__________________Date____

I am__________________________

My Phone_____________Age_____

My Address is__________________

______________________________
    I visited your Sunday Bible School because I was interested in the Bible and good friends. I may be a little shy so I need your strength and direction. I need to be made to feel at home and a part of your class. Will you can help me? Please visit me.
    Use reverse side for other info. eg., family, birthday, visits, and results.
  
  Return to class secretarys file.            

VISITORS CARD

Class__________________Date____

I am__________________________

My Phone_____________Age_____

My Address is__________________

______________________________
    I visited your Sunday Bible School because I was interested in the Bible and good friends. I may be a little shy so I need your strength and direction. I need to be made to feel at home and a part of your class. Will you can help me? Please visit me.
    Use reverse side for other info. eg., family, birthday, visits, and results.
  
  Return to class secretarys file.

CLASS ATTENDANCE REPORT FORM 

CLASS ____________________________

DATE _____________________________

TOTAL ENROLLED		______
NO.   OF NEW MEMBERS	______
NO.  OF ENROLLED ABSENT	______
NO.  ENROLLED PRESENT	______
NO.  VISITORS			______
NO.  TOTAL PRESENT		______
NO.  TOTAL CONTACTS	______

TOTAL OFFERING  _____________

NAMES OF ABSENTEES
___________________________________

___________________________________

___________________________________

___________________________________

___________________________________
I have pulled the absentee cards and given to the teacher.  Yes______    No_______
CLASS ATTENDANCE REPORT FORM 

CLASS ____________________________

DATE _____________________________

TOTAL ENROLLED		______
NO.   OF NEW MEMBERS	______
NO.  OF ENROLLED ABSENT	______
NO.  ENROLLED PRESENT	______
NO.  VISITORS			______
NO.  TOTAL PRESENT		______
NO.  TOTAL CONTACTS	______

TOTAL OFFERING   	_____________

NAMES OF ABSENTEES
___________________________________

___________________________________

___________________________________

___________________________________

________________________________
I have pulled the absentee cards and given to the teacher.  Yes______    No_______
CLASS ATTENDANCE REPORT FORM 

CLASS ____________________________

DATE _____________________________

TOTAL ENROLLED		______
NO.   OF NEW MEMBERS	______
NO.  OF ENROLLED ABSENT	______
NO.  ENROLLED PRESENT	______
NO.  VISITORS			______
NO.  TOTAL PRESENT		______
NO.  TOTAL CONTACTS	______

TOTAL OFFERING   	_____________

NAMES OF ABSENTEES
___________________________________

___________________________________

___________________________________

___________________________________

___________________________________
I have pulled the absentee cards and given to the teacher.  Yes______    No_______

CLASS ATTENDANCE REPORT FORM 

CLASS ____________________________

DATE _____________________________

TOTAL ENROLLED		______
NO.   OF NEW MEMBERS	______
NO.  OF ENROLLED ABSENT	______
NO.  ENROLLED PRESENT	______
NO.  VISITORS			______
NO.  TOTAL PRESENT		______
NO.  TOTAL CONTACTS	______

TOTAL OFFERING   	_____________

NAMES OF ABSENTEES
___________________________________

___________________________________

___________________________________

___________________________________

___________________________________
I have pulled the absentee cards and given to the teacher.  Yes______    No_______
CLASS ATTENDANCE REPORT FORM 

CLASS ____________________________

DATE _____________________________

TOTAL ENROLLED		______
NO.   OF NEW MEMBERS	______
NO.  OF ENROLLED ABSENT	______
NO.  ENROLLED PRESENT	______
NO.  VISITORS			______
NO.  TOTAL PRESENT		______
NO.  TOTAL CONTACTS	______

TOTAL OFFERING   	_____________

NAMES OF ABSENTEES
___________________________________

___________________________________

___________________________________

___________________________________

___________________________________
I have pulled the absentee cards and given to the teacher.  Yes______    No_______
CLASS ATTENDANCE REPORT FORM 

CLASS ____________________________

DATE _____________________________

TOTAL ENROLLED		______
NO.   OF NEW MEMBERS	______
NO.  OF ENROLLED ABSENT	______
NO.  ENROLLED PRESENT	______
NO.  VISITORS			______
NO.  TOTAL PRESENT		______
NO.  TOTAL CONTACTS	______

TOTAL OFFERING   	_____________

NAMES OF ABSENTEES
___________________________________

___________________________________

___________________________________

___________________________________

___________________________________
I have pulled the absentee cards and given to the teacher.  Yes______    No_______