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Collegiate Reviewer will be sent an email from the HUB from the Reliant reviewer who found a concern on an LT Assessment.
- The Collegiate Reviewer will then go into the HUB and review the assessment.
UI Expand title Collegiate Reviewer HUB Instructions In this phase, the reviewer can still see the whole application, in addition to the completed Reliant Review. The reviewer can then choose to accept if no follow up is necessary.
If a follow up is necessary, then the review will not be submitted and the reviewer will see a pop-up reminder to follow up with the local leadership.
Once the follow-up is complete, the reviewer can log back in and enter the follow-up decision.
If normal acceptance is chosen, the applicant will receive the standard acceptance email.
If "accept with conditions" is chosen, there will be a box to enter the conditional requirements for acceptance and Sarah Swann will receive an email and instructions on how to send the conditional acceptance to the applicant.
If "suggest acceptance with national review" is chosen, they can list suggested conditions for acceptance and still move to National Review.
If "Decline acceptance" is chosen, there will be a box to put any comments to the local leadership.
The Collegiate Reviewer will then call or text with the local church leadership to discuss the situation.
UI Expand title Conversation with the local church leadership Here are steps that we suggest the Collegiate reviewer taking once they receive an email from Reliant saying they have a concerned participant that warrants follow-up with the local pastor/spiritual reference and necessitates meeting one on one with the participant to discuss the concerns.
- Text the local pastor or spiritual reference listed on the application to set up a time to discuss the concerns.
- Call and talk through the concerns with the pastor/spiritual reference and explain the below expectations.
- 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 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 back to this email so that we have it documented in written form the student's responses and the pastor/spiritual reference's recommendation of whether or not they feel like we should accept the participant.
The Collegiate Reviewer will then email the (lt@reliant.org) along with the local church leader as a written recap of their phone or text conversation and ask the church leader to reply all to that email once they have met with the LT applicant.
The local church leader will reply to the email and answer the questions asked with updates from meeting with the LT applicant.
UI Expand title Sample Email from Collegiate Reviewer to Local Church Leader including Church Leader Reply Here's an example of a follow-up between a local church leadership and the collegiate reviewer discussing a participant with emotional concerns. Reliant asked them to find out more about the frequency and severity of panic attacks that the student had listed on her application. The collegiate reviewer called the local church leader to discuss it and then followed up with this email to help remind them of what they had discussed. The local church leader then added the answers from the student (in bold) to the email based on the discussion with the student.
Like we talked about on the phone, I’d love for you to set up a time to meet with this student as soon as you can. In this meeting please let her know and ask about these things:
- Tell her we are very excited that she wants to come to LT. We hope that it will be an amazing summer for her!
- Let her know that on her application she mentioned that she has about 2-3 panic attacks per month. We want her to be set up to have a great summer and to be cared for by us, the staff.
- Ask her what her panic attacks looks like.
She said she experiences a rapid heart rate/ heart racing, dizziness/feels like the room is spinning, difficulty breathing. She said that 2-3 times a month number was her best estimate/average at the time, but that she has experienced fewer lately.
Ask her how long they typically last
She said they typically last about 5-10 minutes depending on how quickly she is able to remove herself from the situation. She said when these occur, she tries to leave the environment/ situation, focus on her breathing and meditating on what she is feeling and why.
Ask her if it would serve her to have an older staff woman be available for her that she can look to in times of need. I (LT director) would assign someone and recommend that they meet in the first couple days of LT and for that staff member to check in during the first 3 weeks.
Yes, she’s very open to this!
Let us know how she responds. The emphasis is that we really want to care for her during her time out here this summer!!!
- 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 tell the HUB to send the acceptance email. 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 accept to with conditions, then the Collegiate Reviewer will tell the HUB to send a conditional acceptance. The HUB then emails lt@reliant.org with instructions to accept this person with conditions that were listed by the Collegiate Reviewer once Collegiate Reviewer has initiated that phase in the HUB.
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Those conditions will be shared with the LT director through the LT Shepherding Document. The Shepherding google doc is used by Reliant and the LT directors to continue to review and receive updates on those that had concerns found on their LT assessment. The Shepherding google doc lists those that had conditions for acceptance and usually required staff follow-up throughout the summer. The director would then assign a staff accountability person to meet with the participant and hold the participant accountable during the program to the conditions that have been put in place. We suggest finding someone who has a shepherd's heart and also clearly identifies this as part of the role prior to the beginning of the program. If possible, have the staff member reach out to the participant before they arrive at the program to begin discussions and gain trust. The directors are responsible for assigning someone to update the shepherding google doc with how the follow-up is going to keep Reliant and Collegiate in the loop. |
Concerns decided on a collegiate level:
Those scenarios include, but are not limited to:
- Depression/anxiety (seeing a counselor and/or taking medication but it seems under control)
- Alcohol usage (habitual underage drinking and/or lack of seeing underage drinking as an issue)
- Sexual purity (continued issue and/or no accountability listed)
- Pornography/masturbation (continued issue and/or no accountability listed),
- Multiple concerns listed
- Spiritual reference is unaware of the struggles listed by the participant
- or the spiritual reference listed struggles that the participant did not.
We want to leave the final acceptance decision of these concerns in the hands of the Collegiate Reviewer and local pastor and LT director that will be with the participant all summer.
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Parent/Guardian Notification Form
PARENTAL CONCERNSIn 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 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. |
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There have been times where 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 missionaries 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 missionary son/daughter, the participant can live outside of the dorms on YMCA property with their parents. If the applicant is not a child of a Reliant missionary 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 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 |
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In general, we say that all self-harm concerns need to be brought to national review. However, we have had a few national reviews where we uncover that they have struggled with suicidal concerns prior to 6 months ago. As a formality, we had said that all of those still needed a national review before moving forward. The heart behind that was related to how severe the past self-harm struggle was, how close to 6 months ago it occurred, do they still have suicidal thoughts, etc. and to show that we did our due diligence by having multiple eyes on it before acceptance. However, if the Collegiate reviewer finds out after discussing with the local church leader that there are no current self-harm thoughts and a normal acceptance is recommended, then we do not need to present this concern to the National Reviewers. This would be only for those that Collegiate Reviews recommend as normal acceptance (no conditions at all for acceptance) because the self-harm (thoughts or actions) is no longer happening. If self-harm is still somewhat still in the picture and they are recommending conditions, it would still need to come to national review for more eyes to view the situation. |
- If the next step is national review, then the Collegiate Reviewer will first reach out to discuss the concerned applicant with the LT director. If they want to move forward, then the Collegiate Reviewer will tell the HUB to move forward with National Review.
- If the next step is to decline the applicant, then follow LT Declination Next Steps.
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In this phase, the reviewer can still see the whole application, in addition to the completed Reliant Review. The reviewer can then choose to accept if no follow up is necessary.
If a follow up is necessary, then the review will not be submitted and the reviewer will see a pop-up reminder to follow up with the local leadership.
Once the follow-up is complete, the reviewer can log back in and enter the follow-up decision.
If normal acceptance is chosen, the applicant will receive the standard acceptance email. If "accept with conditions" is chosen, there will be a box to enter the conditional requirements for acceptance and Sarah Swann will receive an email and instructions on how to send the conditional acceptance to the applicant.
If "suggest acceptance with national review" is chosen, they can list suggested conditions for acceptance and still move to National Review.
If "Decline acceptance" is chosen, there will be a box to put any comments to the local leadership.
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