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See Event Registration Site Instructions if you need help getting to this point in the process.
Watch their status....
View Application
Below are instructions for when to accept and how to accept an event participant.
When to Accept an Event Participant
To accept an event participant you would usually be looking for a status that says APPLICATION IN REVIEW. That means their application is ready for you to VIEW APPLICATION and accept the event participant by UPDATING STATUS. They have completed the online application, paid their registration fee, and uploaded all of their forms.
If the status says PENDING it means they are still working on their online application and have not finished filling it out or they stopped right at payment and just did not pay the registration fee yet. (It basically means at some point in their application they have SAVED to finish at a later date).
The status AWAITING ITEMS means they are still waiting for some forms to be uploaded.
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| The participant at mandatory bare minimum has to have filled out their online application (specifically necessary is the AGREEMENT SECTION) and paid their application fee as well as uploaded their medical disclosure and liability waiver forms. See LT uploadable forms for more information. |
If you try to accept someone without all of their forms uploaded (Status will say AWAITING ITEMS) you will see this message:
As long as it is not one of the mandatory forms (Mandatory forms being: Medical Disclosure and Liability Waiver), then it will allow you to hit accept without all of the forms.
- This would potentially happen for example in the case of the spiritual reference form. See Spiritual Reference by LT director for details.
- Or also, perhaps they are not choosing to raise support so they did not upload a fundraising integrity form and that's the only form they are missing- go ahead and accept them.
But, if you are trying to accept someone who is missing a mandatory form (Medical Disclosure or Liability Waiver) you will not be allowed to accept them and you will see this message:
How to Accept an Event Participant
View Application
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.
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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. You may see: "WE HAVE ENCOURAGED OUR SON/DAUGHTER TO PARTICIPATE" - which means you are good to go! OR You may see: "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 that you may need to follow up with. In the bottom of the box you will see contact information for the parent/guardian. There will be a phone number and an email. |
Update Status
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. |
| . See LT uploadable forms for more details. |
When you click Update Status you will see this page:
You can choose three options: Approval and Acceptance, Concerns and Questions, or Withdrawal.
- 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 (linked inside the email) will automatically be sent to them. Their summer program fee will also be added automatically to their event registration so that they could go back into events.reliant.org and pay in full if they wanted to.
Once your participant is approved, their status will now show as ACCEPTED. - 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 However, it also will be viewable by the Applicant that they are a “Concerned Applicant” if they were to log back into events.reliant.org to check on their status.
- 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. You only have permission to withdraw a participant who has not been accepted into the program.
**To withdraw an applicant that has already been accepted you will need to contact the GCM Reliant Summer Program Coordinator to remove already added fees and to withdraw the applicant. And will need to let Reliant know what to do with the fees that have been added/they have already paid (ex. reduce them, leave them on their registration for them to have to pay before applying to any other Reliant event, refund them, etc.) This happens a lot when an LTer does not receive a job at LT so they can no longer attend the program, but they were accepted based on their online application and may have already paid.
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 events.reliant.org view before it will show the changes.
