Food Pantry Orientation July 2018 CrossPointe Fellowship Church

Each client has a paper file & There are three forms in every file …

1. Household Income Form Back Front

2. Demographics Sheet

3. Client Progress Form

First, let’s talk about the Household Income Form!

In Section 1 of the Household Income Form, there is a place for a signature. Please have the client sign; this means that everything in Sections 2, 3, and 4 on the other side of this form are true and correct. (We might think of this being “the back” of the form, because all of the other information we need is on the other side!)

Verify all information during each visit Section 2 of the Household Income Form contains general information about the household: -Name -Number of individuals in household -Residential Address -Mailing address (if different from residential) **Please remember to record the zip code! We do send postcards throughout the year. -Supports that anyone in the household receives (SNAP, TANF, SSI, or Medicaid) -Gross income for the entire household Per month, before taxes Verify all information during each visit

We make monthly phone calls, so please make sure that we write down the client’s phone number. If the phone number is already written down, please verify it each visit.

Section 3 asks if the household is in need of food due to an emergency crisis. We generally leave this blank, because every household is eligible to receive assistance from CrossPointe.

Section 4 requires us to mark the basis that the household is eligible Section 4 requires us to mark the basis that the household is eligible. We use information from Section 2 to mark the appropriate options in this section.

The Household Income Form is valid for one year The Household Income Form is valid for one year. We must fill out a new form and get a signature each year.

The Household Income Form is valid for one year The Household Income Form is valid for one year. We must fill out a new form and get a signature each year. The beginning (month / year) is the first time the client has come to us if they are new (or the month in which we renewed their paperwork). The ending (month / year) is the expiration date for the current Household Income Form, which will be one year from the Beginning date. Once the form expires, we will fill out a new one and get a client signature again. 06 2018 06 2019

Now, let’s move on to the Demographics Sheet …

Because we receive food from the Food Bank, we must record and report the demographics of the individuals we serve. This is the only purpose for this form.

“Because we receive food from the Food Bank, we must report the demographics of those we serve.” You are more than welcome to say this before you ask or verify this information. Our clients understand that we must ask this.

We record this information using tally marks, one for each person in each category. The total number of tally marks in each category must match the total number of members in the household If this client has three members in their household, their Demographics Sheet may look like this

When we compare the Household Income Sheet and the Demographics Sheet, the total number of tally marks in each category must match the total number of members in the household = 3 3 = 3 = 3

And lastly, the Client Progress Form …

Our Client Progress Form is the place to record … -the Pantry date -client needs and requests -the assistance we have given them -agencies to which we have referred them to -the outside communications we have had with them

Our Client Progress Form is the place to record the Pantry date that we have met with the client.

May 2018 Food Box June 2018 Food Food box Hygiene Hygiene Bills Christians in Action July 2018 Food Box Going out of town – asked for prayer for safety August 2018 Sent postcard invitation for Back to School Event

Our Client Progress Form is the place to record client needs and requests.

May 2018 Food Box June 2018 Food Food box Hygiene Hygiene Bills Christians in Action July 2018 Food Box Going out of town – asked for prayer for safety August 2018 Sent postcard invitation for Back to School Event

Our Client Progress Form is the place to record the assistance we have provided to the client.

May 2018 Food Box June 2018 Food Food box Hygiene Hygiene Bills Christians in Action July 2018 Food Box Going out of town – asked for prayer for safety August 2018 Sent postcard invitation for Back to School Event

Our Client Progress Form is the place to record the agencies to which we have referred the client to. If the client needs something we do not have (such as clothing, furniture, or financial assistance) we can refer them to other agencies that do, using the Intake Folder.

May 2018 Food Box June 2018 Food Food box Hygiene Hygiene Bills Christians in Action July 2018 Food Box Going out of town – asked for prayer for safety August 2018 Sent postcard invitation for Back to School Event

Our Client Progress Form is also the place to record the outside communications. We often send out postcards to invite our clients to events, such as movie nights, family days, or Back to School Event. Any other notes may be recorded here, too!

May 2018 Food Box June 2018 Food Food box Hygiene Hygiene Bills Christians in Action July 2018 Food Box Going out of town – asked for prayer for safety August 2018 Sent postcard invitation for Back to School Event Note Outside communication

Don’t forget to neatly print the client’s name on their Progress Form! First name Last Name Don’t forget to neatly print the client’s name on their Progress Form! May 2018 Food Box June 2018 Food Food box Hygiene Hygiene Bills Christians in Action July 2018 Food Box Going out of town – asked for prayer for safety August 2018 Sent postcard invitation for Back to School Event The Household Income Sheet expires and gets replaced, but this Client Progress Form keeps going! When we fill this sheet up, we grab another and keep it going.

Those are the three forms in every file! Thank you for taking the time to review this important information with me!

A few last minute reminders … Our number one goal is to show the love and hope of Jesus! ALWAYS offer to pray with the client after you have closed the file. Invite them to church with us! We have business cards to hand out, and we do have the Van Ministry available for rides on Sundays and Wednesdays. Do not get caught up in doing the paperwork correctly. We can always contact the client if there is a major issue. Our number one goal is to share Jesus.