For assistance, problems or questions, please email us.
Page History
...
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 Reliant 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.
Permissions
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 for the following roles:
Application Coordinator: for viewing applications, reading parent/spiritual notifications, accepting participants into the program
Registration Coordinator: for verifiying all the forms have been received, everyone arriving at LT has registered,
Finance Administrator: for approving any changes to individual fee costs, refunds, etc.
Collections Coordinator: for viewing participants fee, balances, etc.
, 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/administrators just listed above then they will not have access to the director’s site tools. Please contact the GCM Reliant Summer Program Coordinator to make any changes to the Event Administrators. .
| Note |
|---|
| * All Reliant staff do have access to view the list of participants have signed up for the program and their contact information (name/phone/email) but will be unable to open forms or read their applications unless their name is listed on the event set up form as one of the roles listed above. |
You will also see a few GCM Reliant 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 alsos sometimes 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.
Participants will be listed as Regular Attendees and will only have access to their own application. The participants should be able to view what you can view for their own application and also be able to delete and upload their own forms.
Accessing the site
- To Log into the Directors site you will need to log into www.myGCM.org with your GCMID and password.
- Scroll over the “Events” tab, you should see in the drop down “Administration”. Click on “Administration”
- Click on the summer program that you are logging into.
...
- Name
- Application Status
- Participation Type
- Date Registered
- Information about Application Items Received
- Resend Tools for Reference Forms
- Viewing which uploadable forms have been received
- Ability to resend references (parental/spiritual)
- View the information for Forms View File for Form Received
- Delete option for Form Forms Received
- Upload Feature for Forms
- Fees and Payment Information including Past Due, Due, Balance, Payments made, and Total fees
...
- applications pending -application is not signed and finished and/or initial registration payment has not been made
- awaiting items -necessary uploaded items have not been received
- applications in review -everything has been received waiting on director to read and accept
- accepted participants -everything has been received and fees have been assigned
- participants withdrawn -participant is no longer a part of the program and fees have been dropped
- participant transferred – participant transferred their application to another summer program
...
Another sorting feature located at the top of your screen is a quick look up tool. You can type in the name of a specific participant in the PARTICIPANT box then click FILTER to solely view their specific information.
You can also type a specific status or participation to view all applications listed under that status or participation. (Same feature as the GROUP BY status or participation on the left side of your yoru screen.) . The participation feature is helpful to divide up the viewing of participants participations from program staff, event administrators, etc. All of those participation groups that are accepted will be listed under the same status (registered). The accepted participants will change from registered to attended once LT has began and the registration coordinator has sent a update on who has actually arrived to attend the LT program.
Director's Tools
**Only those with access privileges of Directors and Event Administrators will be able to see the Directors Tools discussed below and be able to delete and upload reference forms.
...
You should also see the “Director s Tools” at the bottom left next to each person for Viewing their filled out application and updating their status. (2 examples below)
Directors Tools for Application Processing
View Application – Click here to View Application, print them, or read through a completed application. All application pieces that are submitted electronically will be viewable here.
...
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.
| Info |
|---|
| All forms must be submitted for a participant to attend LT. However, in some cases you need to rush the acceptance and get some forms in at a later date....In order for your applicant to be accepted and be able make a payment or to participate in LT activities 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. |
...
- Click on “Approval and Acceptance” then mark them 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 mygcmautomatically.
- 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.
| Note |
|---|
Sometimes we discover after the participant has been accepted that a form was blank or didn't upload correctly. If a participant or event administrator tries to upload or delete a form after a participant has been accepted it will automatically revert their status from accepted back to application in review. The summer programs coordinator will need to manually change back their status to accepted. If the director/application coordinator accidently hits ACCEPT in the directors tools again after someone has already been accepted it will send them another acceptance email as well as send the parent and spiritual guardian another email as well. |
Mark Items as Received - there are times when you receive a piece of their application directly from a student or parent or staff (this is more likely to happen in the Reliant office, but occasionally a student will give it to a staff member asking for help with uploading, etc.). In order to mark an item as received, you will need to upload that document to the site using the upload feature. Choose a file and then Upload.
a) Please be sure to view the document after uploading it to make sure it uploaded correctly.
...
b) If the file opens and is readable, leave it as is. If not, you can delete it and upload a new file 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 Reliant Summer Program Coordinator to upload for you.
...
