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Record Keeping Requirements. IS THIS YOUR IDEA OF RECORD KEEPING.

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Presentation on theme: "Record Keeping Requirements. IS THIS YOUR IDEA OF RECORD KEEPING."— Presentation transcript:

1 Record Keeping Requirements

2 IS THIS YOUR IDEA OF RECORD KEEPING

3 Is it biblical? Of course, that is the essential question. Even if something is not easy, if it is clearly biblical we are called to carry it out. The book of Numbers – good place to start At the Lords command Moses recorded the stages in their journey.At the Lords command Moses recorded the stages in their journey. Numbers 33:2 (NIV)

4 Lets take a step back in History: Stories around camp fires, in tents, singing, dances, rhetoric, Painstakingly transferred from generation to generation – valued Orators, dancers, singers etc. Then we start having things written down, but not loosing the stories.. Handwritten, painstakingly copied, not mass produced, valuable.... More diversity of what was recorded It all took effort ……… Even the early books where valuable, held in esteem.... Always meant to be told / read / used…………… The heart of God hasnt changed – he continues to ask of us to keep record...

5 The importance of reliable record keeping is established in the following scripture passages: Luke 1:1-4 Luke 1:1-4 2Co 4:2b 2Co 4:2b Key principles are order and truth ( FACTS THAT CAN BE VERIFIED) Key principles are order and truth ( FACTS THAT CAN BE VERIFIED)

6 Many have undertaken to compile up an account of the things that have been fulfilled among us [ things accomplished among us ], just as they were handed down to us by those who from the first were eyewitnesses and servants of the word. Therefore, since I myself have carefully investigated everything from the beginning, it seemed good also to me to write an orderly account for you,... so that you may know the certainty [the exact truth] of the things you have been taught. Luke 1:1-4 Luke 1:1-4

7 Quality Control What is being taught; Unhealthy emphasis / neglect / biblical values How can we help / avoid potential problems Multiplication of truth – sharing the good things Turnout the best disciplined students in the world HOW WILL WE KNOW?

8 Ruts continual improvementcontinual improvement thinking through and writing out our goals and objectives – help staff know what they are there for.thinking through and writing out our goals and objectives – help staff know what they are there for. DTS is not a program/system – it is a process of listening to God.DTS is not a program/system – it is a process of listening to God.

9 Accountability we do not know what is happening …..it would be nice to visit every DTS…..we do not know what is happening …..it would be nice to visit every DTS….. major principle of discipleship – if you cant even write down the names of your students how can you expect to disciple nations?????major principle of discipleship – if you cant even write down the names of your students how can you expect to disciple nations????? we are accountable to our studentswe are accountable to our students

10 promote remaining focused on our God given purpose and mission ……………promote remaining focused on our God given purpose and mission …………… serve as a reminder that God places eternal value on every single person. (Luke 15:10, Matt 18:12-14)serve as a reminder that God places eternal value on every single person. (Luke 15:10, Matt 18:12-14) reveal concrete opportunities to praise God (Psalm 102:18)reveal concrete opportunities to praise God (Psalm 102:18) form knowledge base for informed planning (1 Cor. 3:6)form knowledge base for informed planning (1 Cor. 3:6) establishe necessary ground work for accurate evaluation. (Luke 14:25-33)establishe necessary ground work for accurate evaluation. (Luke 14:25-33)

11 Keeping Accurate Records reflects two sided coin: Logistical / Administrative Equipping / Discipling Equipping / Discipling both are there to glorify God Psalm 102:18

12 Which Forms? Form A – getting registered Form A – getting registered Form B – student registration Form B – student registration Form C – evaluation & report Form C – evaluation & report

13 When? do I send a Form A Registering course for 1st timeRegistering course for 1st time Registering a totally new courseRegistering a totally new course For the U of N catalogue (every 3 yrs)For the U of N catalogue (every 3 yrs) To register major changeTo register major change Allow 3 month prior to running course. Form A Getting Registered to provide training

14 Paper Form A – download from Academics UofN Documentation Forms UofN Documentation Forms Send to UofN Registrar – Asia office in Australia WITH payment. Form A Getting Registered to provide training

15 Electronic Form A Submit online Credit Card payment Form A Getting Registered to provide training

16 Starting Out yes – this is a … Starting Out … yes – this is a … COURSE PROPOSAL Name of course - thats simple enough… DTS Course Number - …… mmm … maybe look in the U of N catalogue DTS - DSP211 DTS Field Assignment DSP 212 Form A Getting Registered to provide training

17 That shouldnt be too hard! City, Country and Base name Language – ???? Thats the language we use to teach the course ….. sometimes its translated too! Form A Getting Registered to provide training

18 Two signatures are needed – that means they approve of the course! 1. Course Leader 2. Base Leader Signatures (page 1) Form A Getting Registered to provide training

19 Address & location Mailing address Telephone number Fax number Base School Projected beginning & ending dates of course Form A Getting Registered to provide training

20 Totally new course? Totally new course? Existing but not at my location? Existing but not at my location? Major curriculum change (over 25%)? Major curriculum change (over 25%)? Update & re-registration? Update & re-registration? Form A Getting Registered to provide training

21 Context? Context? How does it relate to the country, to your community? How does it relate to the country, to your community? Objectives? Objectives? What can students gain from course? What can students gain from course? How does it reflect YWAM Values? How does it reflect YWAM Values? Form A Getting Registered to provide training

22 Topic Topic Teacher Teacher In person or video? Objectives Objectives Method of instruction Method of instruction Resource materials Resource materials Form A Getting Registered to provide training

23 Breakdown of typical weekly activities for lecture phase Breakdown of typical weekly activities for lecture phase Teaching – one language 12 hrs / bi- lingual – 16 hrs minimum. Teaching – one language 12 hrs / bi- lingual – 16 hrs minimum. Intercession – minimum 3 hrs Intercession – minimum 3 hrs Total learning week – 50 hrs Total learning week – 50 hrs Form A Getting Registered to provide training

24 Student Evaluation? Student Evaluation? Written reports Written reports One-on-one One-on-one Ministry Evaluation Ministry Evaluation Course Evaluation? Course Evaluation? How will you evaluate effectiveness of course and meeting objectives? How will you evaluate effectiveness of course and meeting objectives? Form A Getting Registered to provide training

25 Projected place(s) Projected place(s) Focus of geographical and/or people groups Focus of geographical and/or people groups Number of weeks Number of weeks Objectives – desired outcomes for students & where you minister Objectives – desired outcomes for students & where you minister Form A Getting Registered to provide training

26 How? How? Methods of meeting objectives Methods of meeting objectives What do you plan to do? What do you plan to do? Outline for Internships Outline for Internships Resource materials Resource materials Resource teachers and content Resource teachers and content Form A Getting Registered to provide training

27 Form A Getting Registered to provide training Breakdown of typical weekly activities for Field Assignment Breakdown of typical weekly activities for Field Assignment Ministry/Application – minimum 30 hrs. Ministry/Application – minimum 30 hrs. Intercession – minimum 3 hrs Intercession – minimum 3 hrs Include One-on-One times Include One-on-One times Total learning week – 50 hrs Total learning week – 50 hrs

28 Student Evaluation? Student Evaluation? Written reports Written reports One-on-one One-on-one Ministry Evaluation Ministry Evaluation Course Evaluation? Course Evaluation? How will you evaluate effectiveness of course and meeting objectives? How will you evaluate effectiveness of course and meeting objectives? Form A Getting Registered to provide training

29 First Registration at location First Registration at location US$35 US or US$35 US or 10% of amount charged to one student 10% of amount charged to one student Re-Registration Re-Registration $125 US or $125 US or 10% of amount charged to one student 10% of amount charged to one student Form A Getting Registered to provide training

30 Make sure its complete Make sure its complete And signed by And signed by Course Leader Course Leader Base Leader Base Leader Then send it ( with appropriate fees ) to the International Registrar Office Form A Getting Registered to provide training

31 Part A – Course Information Part A – Course Information COURSE INFORMATION Course NameDTSCourse CodeDSP 211 / 212 Location/ Country Surabaya, IndonesiaLecture Start Date7 July 2012 School Leader Jeffrey AghogoSignature Form B Student Registration

32 STUDENT INFORMATION / STUDENT INFORMATION Students Legal Name MsCaloBarbie TitleLast NameFirst NameMiddle Name DTS Complete Yes No Maiden Name LocationYear Date of Birth 21 Nov Citizenship Philippines Day/month/yearMaleFemale Address: Jalan Pantai # 3JimbaranBali StreetCity / TownState/Province 35549Indonesia PostcodeCountry Telephone Part B – Student Information Part B – Student Information Form B Student Registration

33 Part C – $$$ Charges $$$ - page 3 Pay only for Lecture phase – no charges for Field Assignments! Payment Options $30 US per student or 1% of one students lecture fees Form B Student Registration

34 1; Course – choose A or B a; US$30per student= $30= Number of StudentsTotal US$ or b; 1% of one students school charges *. Calculate here: 15,500 x 10 = 155,000 = % of 1 students fees in Indonesian Rupia Number of StudentsIndonesian RupiaTotal US $ E.g. Lecture Fees: IRP 1,550,000/ student Form B Student Registration

35 What REALLY happened! What REALLY happened! NOT a repeat of proposals used in FORM A NOT a repeat of proposals used in FORM A Form C1 Lecture Evaluation & Report

36 Part A – Course Information COURSE INFORMATION Course NameDTSCourse CodeDSP211 Location/CountrySurabaya, Indo Lecture Start Date7 July 2011Lecture End Date30 Oct School LeaderJeffery AghogoSignature PART A: Course information Form C1 Lecture Evaluation & Report

37 PART B: Meeting Objectives Based on Form A proposals ……. (did you keep a copy??? to look at) Based on Form A proposals ……. (did you keep a copy??? to look at) How did you meet your objectives? How did you meet your objectives? How could you do a better job next time? What improvements or changes do you think would be good for the future? How could you do a better job next time? What improvements or changes do you think would be good for the future? Form C1 Lecture Evaluation & Report

38 PART B: Student Evaluation Methods What did you use? Ministry evaluations Ministry evaluations Written reports & assignments? Written reports & assignments? One-on-one? One-on-one? ALL schools need to complete (including DTS) Form C1 Lecture Evaluation & Report

39 Written Assignments 20% Staff Interviews (One/Ones & Small Grps) 20% Personal Growth Observation 40% Student Ministry Involvement 20% Total 100% Example: Form C1 Lecture Evaluation & Report

40 PART C: What happened each week Each week please report what REALLY happened: Objectives? Objectives? Topic(s)? Topic(s)? Teacher(s)? Teacher(s)? Activities? Activities? Resource Materials? Resource Materials? Form C1 Lecture Evaluation & Report

41 Week 1 Topic Hearing Gods Voice Teacher Henk de Puit Genesis Video Person YWAM Yes No Male Female Age 60 Nationality Australia Objective Learning the Five Steps of Intercession and learning about all of the ways that the Lord can speak to us. Activity Classroom teaching, Intercession, Prayer, Processing, Small Grps Resource Materials Bible, Handouts, PowerPoint, Processing Materials Example: Form C1 Lecture Evaluation & Report

42 PART D: Student Grade and Summary Beginning date AND ending date of Lecture phase. Beginning date AND ending date of Lecture phase. List students (or use printed class list). List students (or use printed class list). Dates for each student. Dates for each student. Grades. Grades. Weeks Completed = Week Credits. Weeks Completed = Week Credits. Form C1 Lecture Evaluation & Report

43 Student Legal Name Start DateEnd DateLetter Grade Number of Weeks Family NameFirst Name FujistoSenta7/7/1130/9/11S12 KarrDaniela7/7/1130/9/11S12 SeahAndre7/7/1130/9/11S12 LimAndrew7/7/1120/8/11U0 McElroyRicky7/7/1130/9/11S12 Example: Form C1 Lecture Evaluation & Report

44 What REALLY happened! What REALLY happened! You can keep record of each outreach team for your own records – but you only need to submit copy of one outreach. You can keep record of each outreach team for your own records – but you only need to submit copy of one outreach. Form C2 Outreach Evaluation & Report

45 Part A – Course Information COURSE INFORMATION Course NameDTS Field AssignmentCourse CodeDSP212 Location/CountrySurabaya, Indo Outreach Start Date 1 Nov 2011 Outreach End Date 21 Jan 2012 School LeaderJeffery AghogoSignature PART A: Course information Form C2 Outreach Evaluation & Report

46 PART B: Meeting Objectives Based on Form A proposals ……. (did you keep a copy??? to look at) Based on Form A proposals ……. (did you keep a copy??? to look at) How did you meet your objectives? How did you meet your objectives? How could you do a better outreach next time? What improvements or revisions do you think would be good for the future? How could you do a better outreach next time? What improvements or revisions do you think would be good for the future? Form C2 Outreach Evaluation & Report

47 PART B: Student Evaluation Methods How did you evaluate your students? Ministry evaluations Written reports & assignments? One-on-one? Personal Growth? Form C2 Outreach Evaluation & Report

48 PART C: What happened each week Each week please report what REALLY happened: Objectives? Primary Strategies and Activities? Resource Materials? Form C2 Outreach Evaluation & Report

49 Week 1 Objectives: Encourage the local believers; Support YWAM Nepal in pioneering a new base in Jiri, Nepal; Intercession for the lost in Nepal. Strategies / Activities: House to house fellowship with local believers. (testimonies, sharing); Sharing with students at a local Highschool; Ministering to school children ages 6-7 years (private school) - storytelling, games, songs; Hiking/Prayer walk/Intercession; Prayer with YWAM Nepal Resource Materials Drama (Everything skit); Children story (Willy story); Games Gospel Tracts; Form C2 Outreach Evaluation & Report

50 PART D: Student Grade and Summary Beginning date AND ending date of Outreach phase. Beginning date AND ending date of Outreach phase. List students (or use printed class list). List students (or use printed class list). Dates for each student. Dates for each student. Grades. Grades. Weeks / Week Credits. Weeks / Week Credits. Form C2 Outreach Evaluation & Report

51 Form C2 Outreach Evaluation & Report Student Legal NameStart DateEnd DateLetter Grade Number of Weeks Family NameFirst Name FujistoSenta1/11/1127/2/12S12 KarrDaniela1/11/1127/2/12S12 SeahAndre1/11/1127/2/12S12 LimAndrewW0 McElroyRicky1/11/1127/2/12S12 Example:

52 Form B, C1 and C2 – Yes Signature Page of FORM A must be scanned They MUST be complete Either fill out by hand, scan and OR Complete as Secure Word Document and . May I my forms to John?

53

54 KEEPING U OF N COURSE DOCUMENTATION AT A YWAM / U OF N OPERATING LOCATION Form A – A copy is kept until it is time to re-register. After a school is re- registered – the old one can be thrown away.

55 KEEPING U OF N COURSE DOCUMENTATION AT A YWAM / U OF N OPERATING LOCATION Form B – A copy is kept until the International Registrar confirms in writing that the Form B information has been received an entered into the UofN International System. Confirm BEFORE DESTROYING ANY FORM Bs

56 KEEPING U OF N COURSE DOCUMENTATION AT A YWAM / U OF N OPERATING LOCATION Form C1 & C2 – Copies are to be kept at the YWAM location where the course is offered FOREVERWhy? have the beginning and ending dates have the beginning and ending dates list of students who attended the course list of students who attended the course the grade each student received the grade each student received

57 University of the Nations UofN International Registrar - Asia Representative: John Mraz PO Box 7, Mitchell ACT Australia Created by: Sharon Carrington: John Mraz: Created 2008, 2009, Revised 2012


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