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Directors Site Information & Instructions
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 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
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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 yoru screen.) The participation feature is helpful to divide up the viewing of 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
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| **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. |
Export Data
At the bottom left of the page you will also see the option to Export Data. It will download an excel spreadsheet with information listed about the participant that you can then rearrange or cut and paste, etc. to customize into an excel sheet that shows the information you want to view for multiple participants. This is a great tool for viewing student payments and fees for collections. Or for adding up your total registration ($25, $50, $75) fees.
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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.
You will see their answers for the application questions related to
- Spiritual Background
- Struggles
- Medical Background
- and the Agreement Section
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We have added a new question to the LT application in the AGREEMENT section 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. If they say no then you will need to discuss with the LT Director that you have seen a concern, but they have said you may not talk about it with their reference and/or local pastor and the LT Director will need to decide what to do next. You will see this question on the application:
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You will also
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see on the view application the words:
- Spiritual Reference
- Parent/Guardian Notification Form
- and Financial Independence Questions.
To view the answers to those questions you need to go back to the main page that lists all of their uploadable forms/view application button.
You will then need to go back to the page with alll of the uploadable forms and VIEW FILE for both the parental notification form and the spiritual reference form.
If they answered their financiial independence questions a certain way (SEE System Processing and Tracking for events#Parental Notification for more details). Then you will not have a parental notification form to view. It will just say Parental Notification Form not needed- Financially Independent.
If they did have their parent/guardian fill out the parental notification form you will need to read the answers they gave to make sure you don't need to contact the parent.
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Sometimes the parents will ask questions or highlight concerns on their recommendation that require the director to contact the parent to answer the question or help ease their minds from concerns.
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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| 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. |
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