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In order to have access to the director’s site the director will be marked as Program Director or Event Administrator in the system. Assignment of the name Program Director will be done automatically by the GCM Summer Program Coordinator as soon as your EVENT SET UP FORM has been received. In order to give access to the director’s site to other administrators helping with your program, the official Program Director, as noted on the EVENT SET UP FORM agreement must request others to be set up with access privileges.
On the EVENT SET UP FORM these coordinators will automatically receive access as Event Administrators and will be able to view and use the same director’s site information: Registration Coordinator, Application and Participant Tracking Coordinator and On-Site Collections Coordinator.
If the name is not listed on the EVENT SET UP Form as Program Director(s), Event Administrator (on the New Event Set-up tab) or one of these coordinators just listed above then they will not have access to the director’s site tools. Please contact the GCM Summer Program Coordinator to make any changes to the Event Administrators.
You will also see a few GCM office staff (Summer programs coordinator, technology, etc.) listed as Event Administrators in the system to allow us to have access to your site to be able to help with administration. There will also be a fake name listed as “Heather Test” that shows up as a participant for your program that we use for testing the online application process for each summer program.
Staff listed as Program Staff or Program Interns will not have access to the director’s tools. They will be able to view the list of participants signed up and their contact information (name/phone/email) but will be unable to open uploaded forms or read their applications.
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We have added a new question to the LT application asking for the participant’s permission to discuss their application answers with their local pastor or staff reference. We did allow them to respond with Yes or No. We will be required to honor their answer. If you have a concern with an applicant’s application answers, before seeking counsel to discuss it with their pastor or staff reference you will need to go to the AGREEMENT page on their application to make sure they gave you permission to do so.Again this year in |
Update Status – Once you have received all application pieces and evaluated whether you want to accept them into the program or not you would come here.
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| In order for your applicant to be accepted /and be able make a payment or to participate in LT activities /make a payment your participant will need to have at minimum signed the agreement page on the online application, uploaded their medical liability release waiver as well as their medical disclosure form. |
Update Status – Once you have received all application pieces and evaluated whether you want to accept them into the program or not you would come here to:
You can choose three options: Approval and Acceptance, Concerns and Questions, or Withdrawal.
- Click on “Approval and Acceptance” then mark them as
“Approve as “Approve Applicant” if you are accepting them. Once you mark them as approved their acceptance email and orientation packet will automatically be sent to them. Their summer program fee will be added manually by the GCM Summer Program Coordinator and will not immediately show up on mygcm. - Click on “Concerns and Questions” and mark them as “Concerned Applicant” if you have concerns – this will denote to you and other staff and directors that you have reviewed their application but are pursuing conversations with that person or their staff member. ** It also will be viewable by the Applicant that they are a “Concerned Applicant”.
- Click on Withdrawal and mark them as “Applicant Withdrawn” – this will denote that this applicant has decided to not attend the LT program. It will note this in this system and remove fees as appropriate. **To withdraw an applicant that has already been accepted you will need to contact the GCM Summer Program Coordinator to remove already added fees and to withdraw the applicant.
Once you have updated the applicant’s status click “Close” in the upper right hand corner. In order to see the updated status, you will need to refresh your MyGCM view before it will show the changes.
Mark Items as Received - there are times when you receive a piece of their application directly from a student or parent or staff. In order to mark an item as received, you will need to upload that document to the the site using the upload feature. Choose a file and then Upload.
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b) If the file opens and is readable, leave it as is. If not, you can delete it and upload a new file in in its place. Sometimes certain files given from participants just don’t want to upload correctly or they open as a blank document. Try this trick of resaving them under a different name and uploading them again. If it still does not work you can email the file to the GCM Summer Program Coordinator to upload for you.
Resend Reference Form Tool– using this tool will allow you to resend a reference form to a staff member or parent if an applicant needs assistance with that, or it hasn’t been received yet. It can serve as a reminder to receive it a second time or it might be the receiver has had an issue and for some reason it has not yet been received by them. If there has been an issue with the receiver’s side, when hitting resend (highlighted below) you can double check that the email address listed was correct. You can also ask the reference to check their spam folder as sometimes the emails are marked as spam.
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