LT Collegiate Reviewer

Once you log into Breezy, you will need to select the Position you are reviewing (either Estes Park Leadership Training or Adirondack Leadership Training).

You can then see all the stages as you scroll right and left, but you will want to click the applicant within the Collegiate Review stage. 

Once you click on the applicant's name, you will see their application profile:

Once you are here, you will want to select More > Team Scorecards so you can review the scorecard Reliant submitted. This scorecard will contain the initial concerns. Below some (not all) of the questions, you want to click "+Show Feedback" to read the comments the Reliant Reviewer submitted. 

After reading the Reliant Reviewer scorecard, you will want to select "Questionnaires" and carefully review all the information the applicant submitted.

Lastly, you will want to review the references. To find these, select More > References. You can then click on each reference to see what the reference said concerning the applicant. 

After reviewing all the information, you are ready to write your comments on your own scorecard. To do this, click Scorecard on the right-hand side of the screen. You can even pull up other information on the left side as you follow the Scorecard and make your own comments.

If a follow-up is necessary, then you will need to note who you're following up with and what is/was spoken about. Be sure to click the blue Save Scorecard button often and before you close the application.

Once the follow-up is complete, you can log back in and enter comments in one of the decision areas (Accept With Conditions, National Review, or Decline Acceptance). If you want to do a normal acceptance, you do not need to make any comments in these areas. You will also need to enter your comments at the top of the scorecard in the "Thoughts on this Candidate?" box.

Once you have entered all of your comments and clicked on Save Scorecard, you will be ready to move them to the next stage. To do this, click the blue Change Stage button. You will see a dropdown of stages you can move them to. You will want to select the one that is appropriate. Stages have triggers associated with them, so please make sure you move them to the correct stage. Triggers fire right away and can not be reversed.

After you have selected an option on the Change Stage button, you will see a green "Stage Updated" box at the bottom. You may then click the X in the top right corner to close the application or close the window entirely. 

In the Collegiate Review stage, the Collegiate Reviewer(s) will receive an email from Breezy saying an applicant has been assigned to them. This is your cue to review the application and prepare to follow up with the local pastor/spiritual reference. In those cases, here are the steps that we suggest the Collegiate Reviewer(s) take.

• Contact the local pastor or spiritual reference listed on the application to set up a time to discuss the concerns. As a note, we do not involve students or student leaders in these conversations about the applicant.
• Call and discuss the concerns with the pastor/spiritual reference and explain the expectations below:
  • Ask them to help you know more about who the person is and what you would be getting into by accepting them into the program.
  • Discuss specific questions that you would want them to ask the participant in regards to the specific concerns.
  • Remind them to take notes and report back via email so that we have written documentation about how we handled the concern.
  • Explain the process to them so that they know what our expectations are:
    • We are asking them to follow up one-on-one with the concerned participant and discuss the concerns in more detail. We want to explain to the participant that we care about them and our heart is to help them have a good experience during the program and we want to figure out the best place for them if that's to attend or not to attend the program.
    • If we feel like the best place is the attend the program, then let them know there will likely be conditions put in place for them to follow (for example meeting with a staff member bi-weekly for accountability and/or asking them to refrain from what they are doing, etc.) and make sure that they are willing to agree to those conditions.
    • Let the participant know that if we decide to move forward with acceptance, they will be receiving a conditional email. The email will sound more formal and perhaps a little intense and will list policies and conditions that we are asking them to agree to follow. The wording on the email has been created for liability reasons so it will sound more legal and less friendly so we just want to let them know so that they are not surprised by the way it is worded.

• After the call with the local pastor or spiritual reference, send an email to them and CC LT@reliant.org explaining everything that was just discussed over the phone again as a way to remind them in written form what you discussed. Ask them to report back details from the conversation with the participant by replying all to the email so that we have it documented in writing the student's responses and the pastor/spiritual reference's recommendation of whether or not they feel like we should accept the participant.

This is a sample email with more case-specific info so to speak being italicized for clarity.

Hi [spiritual reference]!

So good to talk to you. I’m excited for what your time with [applicant] is going to look like and trust that God wants to work in and through that time to hopefully help prepare her for a great summer at LT.  Remember the information that I shared with you is confidential and can only be discussed with [applicant], LT Assessors, and Reliant administrators.

Here’s what we discussed in our call:

• In your upcoming meeting with [applicant], let her know that you had a conversation with the LT Assessors with the goal of helping her have the best chance to thrive at LT as she pursues Jesus and walks in community there. 

• Explain that we see these application assessments as an opportunity to partner alongside local church leadership to guide our decision in order to help set students up well for a summer at LT.

• Let her know that we talked about a discrepancy between what she put on her application and what you put in your reference, specifically in regards to struggles with sexual immorality over the last six months. 

• Ask her to clarify why the discrepancy may have happened, and as you're doing so, be listening for certain things:

• Does she seem to be experiencing any shame over her struggles?

• Is she able to talk about this freely and comfortably with you?

• Does it seem like she was intentionally hiding something, or was there just a miscommunication?

• How is she responding overall in the midst of your conversation?

• Ask her if she has struggled in this area since filling out the assessment. Please thank her for being open and honest!

• Lastly, let her know that you will be getting back to us in regards to your meeting, reminding her that the goal of this time is to do what we can to help her thrive and give her opportunities to grow in her intimacy with Jesus as we walk through this. 

When you're done with your meeting, please let us know your answers to the above questions by replying all to this email, including informing us of your perception of her overall demeanor throughout the conversation. Thank you so much for partnering alongside us to love and support students well in this process. 

• Collegiate Reviewer will then reply back to that email stating the next steps that he has chosen (accepting normally, accepting with conditions, moving to national review).
• If the next step was normal acceptance, then the Collegiate Reviewer will move the applicant to the Acceptance stage within Breezy. The Reliant LT Reviewer will make a PDF of this email chain and upload the email PDF to the application to keep on file to show due diligence in the vetting process.
• If the next step is to accept with conditions, then the Collegiate Reviewer will move the applicant to the Conditional Acceptance stage, and the LT Admin will email the participant the conditional acceptance email.

Parent/Guardian Notification Form

• If the participant is under 18 a parental notification form is required. The parents will also have to fill out and sign both the medical disclosure and the liability waiver. 
• If the student is over 18, but under 21 and still financially dependent on their parents/guardians the parental notification form and packet will be sent to their parents/guardians.  
• If the participant is over 21 they do not need a parental notification form and no email will be sent to the parents.  You will see it says this on their application: PARENTAL NOTIFICATION FORM NOT NEEDED-OVER 21.
• Also, if the participant answers the questions on their application as YES to those over 18, NO to parents claiming on taxes, and NO to parents financially support me they are considered completely financially independent from their parents and they will not need a parental notification form and no email is sent to their parents.  You will see it says this on their application: PARENTAL NOTIFICATION FORM NOT NEEDED- FINANCIALLY INDEPENDENT.

PARENTAL CONCERNS

In the past few years, there was only one participant that Reliant choose not to accept and that was due to a parent saying “absolutely No” to their child attending Honduras Leadership Training. 

The only case that Reliant would say absolutely NO to accepting an applicant, is in cases such as where the parent has clearly stated that in no way they want their son/daughter to attend LT. It would say on the application "WE HAVE PERSONALLY ADVISED OUR SON/DAUGHTER NOT TO PARTICIPATE FOR THE FOLLOWING REASONS".  and an example of a reason would be... "I have read that this location has a high crime rate and as her mom, I am NOT OK with this."  In the case of a parent saying no way they absolutely can not go, then Reliant cannot accept them due to insurance liability reasons.  

In the scenario of parental concerns, Reliant will ask the local pastor or director to follow up with the parent and probably follow up with the applicant to help relieve concerns.  Emails and documentation will be needed to confirm that parents are willing to move forward with their child’s participation in the program.  If the parent has clearly written “No, my child may not attend”, Reliant and the church/network must respect the desires of the parent and will unfortunately not be able to accept the applicant into the program due to insurance and liability reasons.

In general, most parents say they have concerns and those are usually adequately addressed after the parents have a discussion with the director.  You may see written on the application: "WE ARE NOT OPPOSED TO OUR SON/DAUGHTER PARTICIPATING, BUT WE HAVE THE FOLLOWING RESERVATIONS THAT WE SIMPLY WANT TO MAKE RELIANT AWARE OF"....... and that usually follows with a question or concern from the parent. Reliant will then send an email to the director to ask that the director follow up with the parent to discuss and seek to resolve the reservations/concerns.

There have been times when a participant under 18 desires to attend the program. LT@reliant.org will be notified during the assessment process and will reach out to the LT director to let them know. 

In the case of the Collegiate LT program, this happens often with children of Reliant Field Staff who are also attending the program with their parents wanting to be participants. The YMCA has been known to hire participants under the age of 18 for the Collegiate LT participants. However, the YMCA is not legally allowed to let them live in their provided employee housing. In the case of a Reliant Field Staff son/daughter, the participant can live outside of the dorms on the YMCA property with their parents. 

If the applicant is not a child of a Reliant Field Staff that is also a part of the LT program if a director wants the minor to attend the program they will need to find separate housing for that participant. The director will need to discuss the living situation options for the minor with Reliant before moving forward with finding housing off the YMCA property as this is a higher liability for all. 

Here is an example of a liability form created for a minor staying off-site. It will need to be modified for each specific situation. This special waiver will need to be created with specifics of location, dates, transportation expected to and from,  etc. for each one of these unique circumstances that will need to be signed by both parent and minor.

 Sample waiver for off-site housing of a minor: Reliant Release and Liab Waiver for Minor Example

If the Collegiate Reviewer initiates the National Review, LT@reliant.org will receive an email from Breezy indicating that the applicant has been assigned to that stage. The Reliant LT National Reviewer will then begin an email chain with the team of national reviewers listed above as well as add the Collegiate Reviewer(s) to the email so that they remain in the loop.

In the email, the Reliant LT National Reviewer will send a copy of the Applicant's first questionnaire (currently "LT 1: Leadership Training Application"), a snip of the scorecard from the Reliant Reviewer and the Collegiate Reviewer, as well as any input from the local church pastor.

At the top of the email, it will be stated that we need national approval for this participant and that we need their thoughts on the applicant.

The Reliant LT National Reviewer's role is to make sure that everyone has approved. If one national reviewer suggests an additional condition or asks a clarifying question, then it may begin another round of approvals from the whole team. The Reliant reviewer's role is to keep track of all the email responses and make sure that all team members have given a thumbs up before moving forward with the next steps.

Once a unified next step from the national review team has been determined, the application will then move to counselor review, accept with conditions or decline the participant. If there was a change in the original conditions presented by the Collegiate Reviewer, the Collegiate Reviewer may want to talk with the local church pastor first who will inform the participant before the accept with conditions email is sent to the participant.

To the Collegiate Reviewer and the local church pastor

Subject: Counselor Review Instructions: {{ applicant.full_name }}

Hello!

The National LT Program Reviewers have requested a counselor review for  {{ applicant.full_name }}  due to the nature of the concerns on their assessment.  

The applicant may or may not have been asked this question based on their responses in the assessment (so the below answer may be blank), but here are their responses on their assessment regarding counseling: 

• Are you currently seeking a counselor for your suicidal concerns?:
• Have you discussed your participation in this program with your counselor?: 
• If accepted into the Program, would you plan to continue seeing a counselor during the Program?: 
• If needed, would you be willing to consent to sign a release with your counselor asking them to fill out a current assessment and stabilization plan to share with our national LT assessor to assess readiness for your attendance for this Program?:

Please follow up with the applicant to confirm that they are willing to ask their counselor for a current assessment and stabilization plan and share the information below on how to receive a current assessment and stabilization plan.  Mike Klunke can assist you with any questions. There may have also been other conditions requested for this applicant that Mike will share with you as well when he follows up. 

It is a standard procedure for a counselor to talk to someone about their client if the applicant is willing to sign a release form. The counselor is then able to share their current assessment and stabilization plan. Please ask the applicant to sign a release form with their counselor (the release form would be given to them by the counselor upon their request) giving the counselor permission to share their current assessment and stabilization plan for Program attendance with Mike Klunke (National LT Assessor) as the receiver. Mike Klunke's email is mike.klunke@reliant.org. 

Here is a sample letter template that you can share with the applicant to fill out together with their counselor to receive their current assessment and stabilization plan for their attendance to the Program.  Sample Letter from Counselor

We also require all applicants needing a counselor review to create a safety plan.  A copy of this plan will be shared with the Program Directors, the Program leader assigned to meet with the participant, and Reliant. Please ask the applicant to fill out this safety plan (we recommend local leadership review it with them) and please send a completed plan to LT@reliant.org. Safety Plan Template

Most counselors will not be able to continue meeting remotely during the summer due to the fact that the applicant will be in a different state. If needed, you can ask the applicant if they would potentially be willing to meet with a local counselor during the Program. Reliant Field Staff can view Counseling for Event Acceptance on Solomon for more details on options for counseling at the different Programs to discuss the options with the applicant.   

Please also inform the applicant so that they are aware that if they are accepted, it is always recommended that an applicant needing a counselor review to be assigned an LT Program leader to meet with on a regular basis during the Program for accountability. If possible, we suggest that the LT Program Director reach out to the applicant prior to the beginning of LT to follow up and see how things are currently going (in case things have changed between now and the beginning of LT) and also to let them know the name of the leader that will be meeting with them over the summer. 

Recommended Steps for talking with the applicant: 

The local church leadership would set up a meeting with the applicant and explain the following:

• Share with the applicant that we are excited for him/her to have this opportunity.
• Discuss that we want to make the program a success for them.
• Explain that there are some condition(s) that he/she needs to meet in order to be accepted.
• Explain to him/her the needed current assessment and stabilization plan from his/her counselor/therapist and how to obtain that as outlined above
• We will also need a filled-out safety plan 
• Explain that we will need to wait for National Directors to review the counselor's current assessment and stabilization plan before we move forward.
• Explain to them that if he/she is conditionally accepted, one of the conditions is generally to meet with a staff member for # of weekly meetings for check-in, accountability, and to care for him/her and ask if they would be willing to do that. And let them know that they may also be contacted a few weeks before LT begins by a Program leader begins to follow up. 
• Discuss the possibility of pursuing counseling over the summer with a local counselor (if necessary.)
• After the meeting, respond back to Mike Klunke with how the meeting went, and if he/she agrees to those condition(s).