If a participant is receiving a conditional acceptance email it means we have given them conditions to uphold in order for them to be accepted and remain at the program. The heart behind what we are trying to accomplish is that students would have a better summer because of the conditions that have been put in place to help and protect them.
With concerns regarding suicidal thoughts or attempts we may require (depending on the situation) an additional condition before acceptance if the event director and Reliant are still in favor of moving forward.
The potential condition for acceptance is that we would like the participant to sign a waiver with their counselor that allows the program director (or program director and local pastor) to be able to call the counselor and get their recommendation on whether they think the participant should attend the program or not. We want the program director to be on the waiver because we want to have the ability to contact the counselor to keep the lines of communication open over the summer if a follow up conversation becomes necessary. However, we would be open to allowing a local pastor to be that person as well if the local pastor is also attending the program with them to continue following up. The participant’s acceptance is conditional on them signing the waiver and the director/local pastor being able to talk with the counselor. If they do not want to sign the waiver then that shows (an unwillingness to co-operate instead of that they are potentially hiding something) and Collegiate is not willing to accept them due to liability. If the counselor does not recommend them attending the program then we will not accept them. If after talking to the counselor, the LT director is now not convinced that they should be accepted, even if the counselor says it’s fine then we don’t accept them.
We are potentially ok moving forward with accepting them prior to the conditional acceptance being completed with the caveat that we could still potentially withdraw them after initial acceptance if after this condition is met we still feel like they should not move forward with actually attending. We suggest that they at least have the participant say they are willing to move forward, with the condition, before we accept them. The final decision is left in the directors hands to say if they would prefer we wait until the conditions have been fully met and discussed before moving forward or if they feel comfortable, we can move forward knowing we could potentially retract our acceptance.
If the participant is not currently seeing a counselor, then we may ask that they do see a licensed counselor in order to move forward with our conditions for acceptance.
We will also add on the conditional acceptance email that they commit (if possible) to continuing to meet with their counselor via phone or skype at least once a month during the months of the program. This is not always possible though as some states will not allow this to happen if for example the counselor lives in a different state than the program is occurring. We also ask that the a leader in the program meet periodically with them over the summer.
For those participants that have received a conditional email typically that email has conditions that need to be followed (for example: meeting with a staff accountability during the event to see if conditions are being followed) so follow up will be required after acceptance and even during the program.
There is typically a time gap between wen the application is read/acceptance occurs and when the program actually begins. Our recommendation is to have the staff member chosen for follow up and accountability during the program to follow up with the conditionally accepted participants prior to the arrival at the program to say here is how you answered the questions on your application a few months ago, where are you now in the process and how would you answer these questions today? This gives up to date accurate knowledge of how they are currently doing before they arrive at the program and gives the director one last opportunity to decide if its still the best idea for them to come to the program based on how they are doing now. We would like this conversation to be documented in the google doc (described below) as a base to know how they are doing at the very start of the program.
Reliant will create a google doc for shepherding the concerned participants (separate for each program) that lists the name of all participants that have been conditionally accepted that will be edited by the local event director and will be viewed by Reliant and in the case of Collegiate LTs it will also be viewed by an NEB member.
Template for Shepherding Participants Google Doc
Updates with dates and details will need to be made to monitor progress and continued issues throughout the summer. This helps us with liability (keeping a trail of notes with dates and conditions) as well as proving that we have done our due diligence with concerns that we have been made aware of, along with keeping it consistent with conditions and how to follow up with those conditions throughout all of the events. If a new issue arises that was not on the original acceptance the director agrees to add that new issue along with a new condition to the google doc to allow Reliant and NEB representative to be aware.
For many participants, one of the most common conditions we put in place is to meet with a staff member throughout the program. As part of the role of the program director, we are asking that the director would frequently follow up with the staff member who is meeting with the participant (or follow up directly with the participant if there is no staff accountability set up) and write dates and details onto the google doc on hose those participants are doing.
In the case that one of the conditions for acceptance (or a new conditions) has not been met, the event director will discuss with Reliant and/or the Collegiate NEB member for next steps. Typically, there is grace if the condition was not met one time (depending on the severity of the issue). Be sure to write down what was discussed and create a new condition that is agreed upon by the participant saying they are aware that if the condition is again not met they will be dismissed from the program at the discretion of the event director. If they are habitually breaking conditions that have been set in place specifically for them (or rules that everyone should be following) we need to be able to agree to dismiss them from the program if needed.
This google doc also would be the place to include any new participant names that have broken policies since arriving at the program and need to be given conditions to remain at the program or as a way to let us know that they were dismissed from the program and why.
Download the policies for your program here:
This conditional acceptance email has the potential to sound more legalistic due to the needed legal sounding wording requirements. It is advised that if there is the need to send a conditional acceptance email then we ask that the local pastor or director share with the participant that they will be receiving an email from Reliant asking them to refrain from the concerned struggles/behavior, discussing the conditions for acceptance, and letting them know that there is a possibility that the program director may ask them to leave the program if they do not follow the policies while in attendance of the program. Again, the conditional email will only be sent AFTER the local pastor/director has already met with the individual to discuss the concerns and let them know that they will receive a conditional acceptance email assuming the director wants to continue with the acceptance.
Here is a copy of the Reliant Conditional Acceptance Email:
Hello!
Thank you for applying to the ___program administered by Reliant. At this point, you should have received a general acceptance email from the ___ program.
We appreciate the fact that you were open and even willing to meet and discuss your application answers with your local pastor or spiritual reference. We are thankful that you have expressed your commitment to growing in the areas outlined as concerns (e.g. marijuana usage and suicidal thoughts) on your application. ________program can challenge individuals physically, spiritually and emotionally. Also, for those that are already struggling in certain areas, ______program can be a challenge to not revert back to old habits or areas of weakness during the program. We hope that this summer helps you find growth in these areas of concern.
Therefore, we want to inform you that Reliant is conditionally accepting you into the _____program with full knowledge of these concerns. Conditional acceptance means that Reliant reserves the right to continue to monitor your situation, make suggestions, and even make recommendations for medical attention or professional counseling if necessary. Your acceptance to the program is conditional based on you continuing to....(e.g. refrain from marijuana usage between now and the end of the program and continuing to meet with a counselor throughout the program).
.________. In addition, we need you to know that while at this program if your program director feels that you are not displaying the character outlined in the policies or they see continued struggle in the areas of concern, then Reliant in agreement with the program director reserves the right to remove you from the program.
We encourage you to please ask for help and accountability this summer in your areas of concern. Please be open with your friends, Reliant missionaries attending the program with you, and your program leaders. If you have any questions along the way please don’t hesitate to ask.
We pray that you will see God do amazing things in your life this summer.