AWANA Leader Training

General Notes on Record Keeping

All information we maintain on a Clubber is contained on what we call the "Consolidated Record".  It is a single 8.5 X 11 inch card-stock paper that holds all the Clubber's information, points, awards, attendance, sections passed, etc.  The objective of the consolidated record is to:

1. Track all information that needs to be recorded about a Clubber in one place.
2. Relieve the administration burden by decentralizing portions of it to the individual Leader.
3. Have a process in place that requires no administrative work outside of the Club meeting.
4. Present awards accurately and in a timely fashion.

The methodology is built around the following structure that must be present in each group:

• Director

• Club Secretary – 1 for the entire Awana Club.

• Group Secretary – 1 for each Group (Sparks, Pals, Guards, etc.)

• Individual Leaders

It is recommended that you write in pencil on the records in case you need to erase.

Each Leader will have a folder with the records for the Clubbers they work with inside the folder.  The folder will have the Leader’s name or some identifying marks on the outside.  Normal procedures for handbook time are summarized below.

Summary of Book Time Procedures

1. Check in with Secretary and get your Leader folder from the Secretary.
2. Open folder and review your records - see if all awards have been given, if points are up to date, and attendance marked properly for prior dates.
3. Start book time: ask each Clubber (and award points) if they brought their Bible, book, uniform, visitor, etc.  On each record, you will see a list of how many points are awarded and for what items.  It is just above the block of dates and points section.  Award conduct points (later in book time) and a theme night point if appropriate.  Theme nights are special nights where everyone is asked to, for example, wear a crazy hat.  If the Clubber participates by wearing a crazy hat, give them an extra point on their point awards for that night.
4. X off attendance for Sunday School and Awana.
5. Say sections: sign the Clubber’s book section and mark the Clubber’s record.
6. Total all points including sections completed and mark record.  See the point system at the top of the Awana Store points section.
   •  Remember to go back and add up all points in the Awana Store section after Clubber has completed saying their sections. 
7. Place Clubber records that are due an award on left side of folder.
8. Turn folder back into Secretary telling Secretary an award is due or place folder in award stack if any awards due.

Awana Store Procedures: a summary of what will be done on store night.

1. Night of store (or as instructed by your Director), each Leader will total all points in the column for their Clubbers.
2. Each Leader will write, on a provided 3 X 5 index card, the Clubber’s Name and total points to take to the Awana Store.  You may want to hold the cards until they are ready to go to store so they don’t lose them.
3. Hand the cards to the Clubbers and accompany the Clubber’s to the Awana Store – or hand the cards out once you reach the store.
4. The Commander will need Leaders to work behind the tables.  For groups like the Sparks, 6-8 Leaders will be required.
5. Clubber will choose an item to purchase from the table and hand the card to the Leader behind the table.  The Leader will subtract the value of the purchase and write the new, reduced total on the card.  X-out the old total.  Clubber will continue to shop with their new, reduced point total until all points are spent or they decide to keep their remaining points for the next store.
6. All cards are turned back in at end of store – even if all points spent.  If a Clubber does not spend all their points, those points will be carried forward.  The cards must be returned to whoever your Director designates to collect cards (1-2  Leaders).
7. All cards are then returned to the Group Secretary who will return them the next meeting to the Leaders to update Clubbers Balance forward amounts (or the Secretary may update the records – their choice).
8. Process repeats for next store.