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Page History
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Our LT Assessments are in the HUBBreezy. There is one national collegiate National Collegiate application for all LTs.
Once an applicant has finished filling out the application and their references have submitted their input, the review approval process for acceptance into the program begins. The workflow is as follows:
- Reliant Review (currently performed by the LT Admin, Caleb)
- If concerns are identified, it is passed on to the Collegiate Review
- If larger concerns are presented, it is passed on to the LT to National Review (currently performed by LT National Director (Chad Frank), Collegiate National Board member (Rick Keith), and Mike Swann (Reliant legal), if needed Dave Meldrum-Green and coordinated by Caleb Hayworth).
- We will need to keep records of conversations during this phase since it is not documented
- within Breezy.
- If serious concerns are listed, it goes to the LT Counselor Review (currently filled out by one of the Collegiate Reviewers after discussion from the local church and then approval from National Review).
Reviews will result in either:
- Acceptance (each LT has a specific acceptance email)
- Conditional Acceptance
- Non Acceptance: LT Declination
- Someone may also choose to withdrawal from withdraw from LT
LT directors who are interested in what stage their participants are in can use a Collegiate LT - Hub Breezy Reports to query the list. They will need to request permissions from Courtney South or Caleb Hayworth.
Collegiate Review
The first step in the LT application process is for a Reliant Reviewer to be the first set of eyes on the application. This may be a Reliant employee or Reliant Central Staff.
Currently, the Reliant Reviewer role is assigned to Caleb Hayworth (Collegiate Processing and Systems Admin). If the Reliant Reviewer identifies areas of concern on the application, it will then be deferred to Collegiate review Review stage for a second pair of eyes to read over the application.
At the LT Collegiate Reviewer Stage, the Collegiate Reviewer(s) should be reviewers for both the Collegiate Review stage as well as the Counseling Review stage. If there are multiple Collegiate reviewers, the first reviewer to begin the review of the applicant in the HUB becomes the only one who can then finish the review of that applicant.
Collegiate Reviewer will be sent an email from the HUB Breezy from the Reliant reviewer Reviewer who found a concern on an LT Assessment.
- The Collegiate Reviewer will then go log into the HUB Breezy and review the assessment.
- You can follow the steps in this video to do the review or view the step-by-step guide below.
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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 from Reliant (the HUB).
If "accept with conditions" is chosen, there will be a box to enter the conditional requirements for acceptance and the Reliant LT Admin (currently Caleb Hayworth) 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 for the Collegiate Reviewer 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.
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In the Collegiate Review stage, the Collegiate Reviewer(s) will receive an email from Reliant saying they have a participant whose application warrants follow-up with the local pastor/spiritual reference. (This means they found a concerned participant that warrants follow-up with the local pastor/spiritual reference and necessitates a meeting one on one with the participant to discuss the concerns.) In those cases, here are the steps that we suggest the Collegiate Reviewer(s) take.
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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.
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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:
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!!! |
Once you log into Breezy, you will need to select the Position you are reviewing (either Estes Park Leadership Training or Adirondack Leadership Training). You can then see all the stages as you scroll right and left, but you will want to click the applicant within the Collegiate Review stage. Once you click on the applicant's name, you will see their application profile: Once you are here, you will want to select More > Team Scorecards so you can review the scorecard Reliant submitted. This scorecard will contain the initial concerns. Below some (not all) of the questions, you want to click "+Show Feedback" to read the comments the Reliant Reviewer submitted. After reading the Reliant Reviewer scorecard, you will want to select "Questionnaires" and carefully review all the information the applicant submitted. Lastly, you will want to review the references. To find these, select More > References. You can then click on each reference to see what the reference said concerning the applicant. After reviewing all the information, you are ready to write your comments on your own scorecard. To do this, click Scorecard on the right-hand side of the screen. You can even pull up other information on the left side as you follow the Scorecard and make your own comments. If a follow-up is necessary, then you will need to note who you're following up with and what is/was spoken about. Be sure to click the blue Save Scorecard button often and before you close the application. Once the follow-up is complete, you can log back in and enter comments in one of the decision areas (Accept With Conditions, National Review, or Decline Acceptance). If you want to do a normal acceptance, you do not need to make any comments in these areas. You will also need to enter your comments at the top of the scorecard in the "Thoughts on this Candidate?" box. Once you have entered all of your comments and clicked on Save Scorecard, you will be ready to move them to the next stage. To do this, click the blue Change Stage button. You will see a dropdown of stages you can move them to. You will want to select the one that is appropriate. Stages have triggers associated with them, so please make sure you move them to the correct stage. Triggers fire right away and can not be reversed. After you have selected an option on the Change Stage button, you will see a green "Stage Updated" box at the bottom. You may then click the X in the top right corner to close the application or close the window entirely. |
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In the Collegiate Review stage, the Collegiate Reviewer(s) will receive an email from Breezy saying an applicant has been assigned to them. This is your cue to review the application and prepare to follow up with the local pastor/spiritual reference. In those cases, here are the steps that we suggest the Collegiate Reviewer(s) take.
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This is a sample email with more case-specific info so to speak being italicized for clarity. Hi [spiritual reference]! So good to talk to you. I’m excited for what your time with [applicant] is going to look like and trust that God wants to work in and through that time to hopefully help prepare her for a great summer at LT. Remember the information that I shared with you is confidential and can only be discussed with [applicant], LT Assessors, and Reliant administrators. Here’s what we discussed in our call:
When you're done with your meeting, please let us know your answers to the above questions by replying all to this email, including informing us of your perception of her overall demeanor throughout the conversation. Thank you so much for partnering alongside us to love and support students well in this process.
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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 who will be with the participant all summer.
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Parent/Guardian Notification Form
PARENTAL CONCERNS In 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 the 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 when 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 Field Staff 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 Field Staff son/daughter, the participant can live outside of the dorms on the YMCA property with their parents. If the applicant is not a child of a Reliant Field Staff 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 the 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. When reviewing suicidal concerns, we ask that you inquire about 1) the date(s) of occurrence (if not already stated) and frequency of suicidal thoughts, and 2) whether have they had any suicidal thoughts since filling out the assessment. The heart behind this is 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 a national review for more eyes to view the situation. |
National Review
If the next step is a National Review, then the Collegiate Reviewer will first reach out to discuss the concerned applicant with the LT director(s). If they want to move forward, then the Collegiate Reviewer will tell them to make a note on their Breezy scorecard to move forward with National Review (see below).
Concerns decided on a National level:
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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 the Collegiate Reviewer(s) 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 in the picture and they are recommending conditions, it would still need to come to a national review for more eyes to view the situation. |
Those scenarios include, but are not limited to:
- severe depression/anxiety (hospitalized, panic attacks)
- any kind of self-harm/abuse (eating disorders, cutting, etc.)
- suicidal thoughts or attempts
- substance abuse (drunkenness, prescription drug abuse, etc.)
- illegal drugs
- sexual addiction
- multiple (more serious) concerns listed
- parental issues
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If the Collegiate Reviewer initiates the National Review, LT@reliant.org will receive an email from Breezy indicating that the applicant has been assigned to that stage. The Reliant LT National Reviewer will then begin an email chain with the team of national reviewers listed above as well as add the Collegiate Reviewer(s) to the email so that they remain in the loop. In the email, the Reliant LT National Reviewer will send a copy of the Applicant's first questionnaire (currently "LT 1: Leadership Training Application"), a snip of the scorecard from the Reliant Reviewer and the Collegiate Reviewer, as well as any input from the local church pastor.
At the top of the email, it will be stated that we need national approval for this participant and that we need their thoughts on the applicant. The Reliant LT National Reviewer's role is to make sure that everyone has approved. If one national reviewer suggests an additional condition or asks a clarifying question, then it may begin another round of approvals from the whole team. The Reliant reviewer's role is to keep track of all the email responses and make sure that all team members have given a thumbs up before moving forward with the next steps. Once a unified next step from the national review team has been determined, the application will then move to counselor review, accept with conditions or decline the participant. If there was a change in the original conditions presented by the Collegiate Reviewer, the Collegiate Reviewer may want to talk with the local church pastor first who will inform the participant before the accept with conditions email is sent to the participant.
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Counselor Review
The next step after the LT National Review is the Counselor Review.
- The Reliant LT National Reviewer will move the applicant to Counselor Review in Breezy, and Breezy will notify the Collegiate Reviewer that a counselor "recommendation" is needed. (We use the word recommendation, but the counselor is not allowed to make an actual recommendation due to liability on their end. They can however assess how the applicant is doing, which will help us determine the next steps.) It will also email both the Collegiate Reviewer and the local church pastor with instructions asking them to let the participant know we would like them to receive a counselor review.
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To the Collegiate Reviewer and the local church pastor Subject: Counselor Review Instructions: {{ applicant.full_name }} Hello! The National LT Program Reviewers have requested a counselor review for {{ applicant.full_name }} due to the nature of the concerns on their assessment. The applicant may or may not have been asked this question based on their responses in the assessment (so the below answer may be blank), but here are their responses on their assessment regarding counseling:
Please follow up with the applicant to confirm that they are willing to ask their counselor for a current assessment and stabilization plan and share the information below on how to receive a current assessment and stabilization plan. Mike Klunke can assist you with any questions. There may have also been other conditions requested for this applicant that Mike will share with you as well when he follows up. It is a standard procedure for a counselor to talk to someone about their client if the applicant is willing to sign a release form. The counselor is then able to share their current assessment and stabilization plan. Please ask the applicant to sign a release form with their counselor (the release form would be given to them by the counselor upon their request) giving the counselor permission to share their current assessment and stabilization plan for Program attendance with Mike Klunke (National LT Assessor) as the receiver. Mike Klunke's email is mike.klunke@reliant.org. Here is a sample letter template that you can share with the applicant to fill out together with their counselor to receive their current assessment and stabilization plan for their attendance to the Program. Sample Letter from Counselor We also require all applicants needing a counselor review to create a safety plan. A copy of this plan will be shared with the Program Directors, the Program leader assigned to meet with the participant, and Reliant. Please ask the applicant to fill out this safety plan (we recommend local leadership review it with them) and please send a completed plan to LT@reliant.org. Safety Plan Template Most counselors will not be able to continue meeting remotely during the summer due to the fact that the applicant will be in a different state. If needed, you can ask the applicant if they would potentially be willing to meet with a local counselor during the Program. Reliant Field Staff can view Counseling for Event Acceptance on Solomon for more details on options for counseling at the different Programs to discuss the options with the applicant. Please also inform the applicant so that they are aware that if they are accepted, it is always recommended that an applicant needing a counselor review to be assigned an LT Program leader to meet with on a regular basis during the Program for accountability. If possible, we suggest that the LT Program Director reach out to the applicant prior to the beginning of LT to follow up and see how things are currently going (in case things have changed between now and the beginning of LT) and also to let them know the name of the leader that will be meeting with them over the summer. Recommended Steps for talking with the applicant: The local church leadership would set up a meeting with the applicant and explain the following:
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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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title | Applicant Lies on their Assessment |
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title | What happens if an applicant lies on their assessment? |
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For reference, there was an applicant who lied on their application and was caught due to a discrepancy between what the LT applicant said and the spiritual reference said.
It was agreed upon that if an LT participant lies on their application (and there weren't extenuating circumstances), the result will be that they can not attend LT the program. But this must we talked through with the spiritual reference and/or the local leadership.
What happens if an applicant does not want to list their struggles on the assessment?
There have been instances where participants did not feel comfortable sharing all of their struggles online in the assessment. We will then work with the local church to gather that information in person with the applicant. Here is a section of an email that was sent to an applicant who sent an email to Reliant saying that they did not feel comfortable with sharing online and requested just telling their local church pastor and not Reliant.
...The LT program is an event administrated by both Reliant and Collegiate. Your church pastor is both a pastor for the Collegiate network and he is employed by Reliant and his role this summer is Collegiate LT director. Reliant does a lot of the administrative work for the Collegiate missionaries and we run the behind the scenes admin for the LT programs. In order for Reliant to be able to provide liability insurance for the LT programs we have to have an assessment and a review vetting process for all of our applicants that helps us make sure the Leadership Training program (the summer ministry designed to help train leaders for our local churches) is the best fit for those applying.
I can understand the concern for putting your struggles online in this day and age. So, Reliant would be fine with you meeting with a local church leader to share your answers in person if that would make you feel more comfortable with sharing. However, because Reliant is the administrator for the event, that local church leader will then need to share what you tell him with Reliant before we could move forward with the assessment process. He can speak in generalities (we do not need specific details), but we do need to know for insurance and liability reasons if there are any concerns. So, I wanted to make sure that you understood and knew that your church leader would still be sharing that information with Reliant after you share it with him.
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Parent/Guardian Notification Form
PARENTAL CONCERNS In 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 (see below).
- If the next step is to decline the applicant, then follow LT Declination Next Steps.
National Review
Concerns decided on a national level:
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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 the Collegiate Reviewer(s) 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 in the picture and they are recommending conditions, it would still need to come to national review for more eyes to view the situation. |
Those scenarios include, but are not limited to:
- severe depression/anxiety (hospitalized, panic attacks)
- any kind of self harm/abuse (eating disorders, cutting, etc.)
- suicidal thoughts or attempts
- substance abuse (drunkenness, prescription drug abuse, etc.)
- illegal drugs
- sexual addiction
- multiple (more serious) concerns listed
- parental issues
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title | Steps for the Reliant LT National Review |
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If the Collegiate Reviewer initiates the National Review, lt@reliant.org will receive an email from the HUB that instructs the Reliant LT National Reviewer to begin an email chain with the team of national reviewers listed above as well as adding the Collegiate Reviewer(s) to the email so that they remain in the loop.
In the email, the Reliant LT National Reviewer will forward the national review HUB email along with the information copied from the email chain that began during the Collegiate Review with the local church pastor.
At the top of the email, it will be stated that we need national approval for this participant and that we need their thoughts on the applicant.
The Reliant LT National Reviewer's role is to make sure that everyone has approved. If one national reviewer suggests an additional condition or asks a clarifying question, then it may begin another round of approvals from the whole team. The Reliant reviewer's role is to keep track of all the email responses and make sure that all team members have given a thumbs up before moving forward with the next steps.
Once a unified next step from the national review team has been determined, the application will then move to counselor review, accept with conditions or decline the participant. If there was a change in the original conditions presented by the Collegiate Reviewer, the Collegiate Reviewer may want to talk with the local church pastor first who will inform the participant before the accept with conditions email is sent to the participant.
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There is a potential that after sending to the counselor review, the collegiate reviewer wants to request a second national approval before moving forward past the counselor review. If so, the national review process steps above will repeat. The collegiate reviewer will add the second national review approval information to the HUB under the counselor review stage. |
Counselor Review
The next step after the LT National Review is the Counselor Review
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- The local church pastor will talk with the participant and give them the counselor review information, requesting the participant to ask a counselor for their recommendation and to send that recommendation to the Collegiate Reviewer.
- Once the Collegiate Reviewer has heard back from the counselor :If and the green light is given:
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- Then the Collegiate Reviewer will choose to accept with conditions in the HUB.make a note on the scorecard in the "Accept with Conditions" box and assign the applicant to Leadership Training.
- LT@reliant.org will be notified the applicant has been assigned and will send the conditional acceptance emaillt@reliant.org will receive an email that says accept with conditions.
- A safety plan (see below) is required for anyone that is accepted in a counselor review stage.
- If Collegiate Reviewer receives a reason to be concerned, you have the approval to decline the applicant.
- Select decline in the HUB
- lt@reliant.org will receive a declination email request
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title | HUB directions for the Counselor Review |
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In the Counselor Review, the reviewer will still be able to see the whole application as well as the past three reviews. They will be able to input all of the information from the Counselor recommendation.
If they want to receive a second National review, they can enter those comments here.
Then they can choose to either accept or decline at the end.
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- If Collegiate Reviewer receives a reason to be concerned, you have the approval to decline the applicant.
- Move the applicant to the Declined stage and Breezy will send the applicant a declination email
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With an Event Assessment revealing concerns regarding suicidal thoughts, ideations, or past attempts, the National Reviewers may require (depending on the individual situation) as an additional condition - a counselor/therapist assessment before final acceptance. This may be required, even if the event director and Reliant are still in favor of moving forward toward acceptance.
As a potential condition for acceptance, Reliant would ask the applicant to sign a release waiver with their counselor/therapist. This waiver would then allow the Collegiate Reviewer (or both collegiate reviewer and local pastor) to be able to contact the counselor/therapist and get their thoughts and current assessment on their emotional stability (we cannot ask for their recommendation as that would be too much liability for them) on the applicant attending the program (or not). Reliant wants the collegiate reviewer to be on the waiver because we want to have the ability to contact the counselor/therapist to keep the lines of communication open over the entire course of the event , if a follow-up conversation ever becomes necessary. However, Reliant would be open to allowing a local pastor to be that person listed on the waiver if the local pastor is also attending the program with the applicant and will continue following up with them.
The applicant’s acceptance approval by the Reliant National reviewers could be conditional on the participant signing the release waiver, thereby giving the program director/local pastor the ability to talk with the counselor/therapist. If the applicant does not want to sign the release waiver, then this may possibly be deemed an unwillingness to co-operate cooperate (which may possibly be construed that they are potentially hiding something) and Reliant may decide that it is not willing to accept them for liability reasons. If the counselor/therapist does not give a positive assessment of the applicant attending the program, then generally Reliant will not accept the applicant for the program.
If the counselor/therapist's current assessment does not show emotional stability for the applicant for attending the program, but the collegiate reviewer is still not convinced that the applicant should be accepted (even after talking to the counselor/therapist), then Reliant reserves the right to not accept the applicant.
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Reliant needs a current assessment and safety plan by the counselor/therapist stating that their client (the applicant) is currently emotionally stable. We would also like for the counselor and applicant to create a safety plan that can be shared with Reliant and the program. The applicant, as the client, would need to sign a release waiver with their counselor for the collegiate reviewer to be able to interact with the counselor. Once the he/she signs the release waiver, the counselor is able to communicate with the program director (via email or mail) with their assessment. Email or a letter , would be best in order for the director to have the assessment in writing. If we can get this ASAP, that would be great! We do not need to know any private personal information about what he/she is discussing in counseling. Just whether or not the counselor feels they are currently emotionally stable. Let them know that they can also contact the program director with questions. |
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Dear [Name of Collegiate Reviewer], [Participant Name] has participated in [#] of mental health therapy sessions with me since [start date]. [Participant Name] attends weekly therapy to address managing [list of concerns: anxiety, depression, suicidal thoughts, etc.] During [Participant Name] time in therapy he/she has worked on developing healthy coping skills such as , journaling, positive imagery, challenging irrational thought patterns, setting boundaries, assertive communication, mindfulness calming/relaxation techniques, and healthy emotional awareness and expression. [Participant Name] plans to attend weekly therapy for the remainder of the spring semester [year] with [Name of Counselor and Counseling Group]. At this time, [Participant Name] denies active suicidal ideations and denies active thoughts to self-harm. He/she agrees to seek help and communicate with support systems if thoughts of suicide or self-harm arise. The following is a list of support people to contact: [Name of friend] [Name of family member] [Participant Name] agrees to practice daily self-care for him/her mental health by engaging in the following activities: journaling, prayer, listening to music, being around friends, be being outdoors-taking walks. [Participant Name] also plans to meet with program staff during the summer program to check - in. [Participant Name] was provided with crisis contact information: 1-800-273-TALK (the national suicide prevention lifeline), where she/he can access local crisis counselors. [Participant Name] agrees to contact crisis counselors and/or go to the nearest emergency room if needed during the summer program if she/he presents with a mental health crisis. Sincerely, [Name of Counselor and Participant Name]
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- The most common condition for all applicants in the counselor review is to also ask them to meet with a staff member bi-weekly during the summer to help keep them accountable and to follow up with how they are doing.
- For those participants that have severe emotional struggles, we also suggest that a follow-up takes place with the participant (preferable preferably around 2 weeks before the event) to confirm that their condition has not negatively changed and to receive any updates to help us prepare to care for the participant better during the program.
- We also ask the applicant to turn in a safety plan.
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After a participant with a concern of suicidal thoughts is accepted into the program, these the conditions below are for the event director to follow. These are Reliant's normal protocol protocols for suicidal concerns once the participant has been accepted.
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Many counselors can not continue meeting with their client clients during the program if they are attending a summer program out of state because when they cross state lines they do not have a license to practice counseling in that state. However, there are some counselors who do allow for FaceTime meetings or phone calls. If the participant can continue meetings with their counselor over the summer we highly recommend that they continue meeting.
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Estes Park Center- YMCA For Estes Park LT: On-site pastoral counseling- free of charge to YMCA employees at the Leggett Christian Center. Can ask students to do weekly meetings. Silver Bay- YMCA For Adirondack LT: On-site chaplain at the YMCA (Bruce Tamlyn) is also a certified counselor. Snow Mountain Ranch-YMCA Some program locations, such as the YMCA of the Rockies - Snow Mountain Ranch (Reliant's LT summer program in Winter Park, Colorado) offer counseling services available to their staff (all LT program participants are hired by the YMCA so they would all have this resource at this program location). For this summer program, any participant could access Mind Springs Health - Granby, CO during their Open Access hours to initial treatment/therapy. https://www.mindspringshealth.org/treatment-services/locations/granby/ |
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