Using the Crown Record Keeping System

Designed to be used by all Sunday Schools.
Handy, loose-leaf forms are simple and cost effective.
Multiple carbon copies permit the teacher and office to have the same information without duplication of time, effort, and expense.
Encourages systematic contacts with members and prospects.

Establish a control pattern. Use either a centralized system with a general secretary who files all records in a centralized office or a departmental pattern in which each department keeps its own records.
Establish an enrollment policy. Sunday Schools that do not have a policy for enrollment must decide when persons may be added to or removed from the roll. This will guide the control point in its preparation of the class records each month.
Establish the operational procedures. Each step in the use of record forms needs to be clearly defined to avoid confusion and to obtain maximum efficiency from the record system.
Orient the workers. Talk with the staff about the value of records and outline the step-by-step procedures you expect each worker to follow.

Depending on the control pattern established, the person assigned to this task will prepare class records for each class prior to the first Sunday of the month.
Members’ names should be listed in alphabetical order, following the teacher’s name.
Names of new members should be included from previous month’s records.
An alphabetical listing of inactive members should be made at the bottom of the membership column. Members should be declared inactive only after extensive contacts have been made and proven ineffective and when enrollment policy directs.
Any address changes will be included on the new month’s record sheet.

On Sunday morning, the class folder with enclosed class record, visitor record, class offering envelope, and other forms will be placed in the classroom.
The class secretary will check the roll, add class totals, list visitors, and place the offering in the envelope.
When the class record is completed, all copies are left intact in the class folder and returned to the general / departmental secretary.
Note visitor information for follow-up / visitation purposes.

When the class folders return to the department/ general secretary, the totals for each class are transferred to the summary sheet for the department / whole church.
The summary sheets should be used by the Sunday School administration for evaluating progress.
Depending on the Sunday School’s visitation policy, information on this sheet will guide the visitation efforts of the Sunday School and church.
Teachers’ copies should be returned with new class records each month.

Master copies of the class records, visitor records, and summary sheets should be preserved for future reference.
Pertinent member information should be transferred from the class records to master enrollment cards.
Names of all prospects from the class records should be transferred to master prospect cards.

The Crown forms are listed in the G.P.H catalog in the Sunday School section. Order them directly from G.P.H. 1-800-641-4310

Sunday School