Record Keeping Requirements Record Keeping IS THIS YOUR

Record Keeping Requirements

Record Keeping IS THIS YOUR IDEA OF RECORD KEEPING

Record Keeping Is it biblical? Of course, that is the essential question. Even if something is not easy, if it is clearly biblical we are called to carry it out. The book of Numbers – good place to start “At the Lords command Moses recorded the stages in their journey. ” Numbers 33: 2 (NIV)

Record Keeping Lets take a step back in History: Stories around camp fires, in tents, singing, dances, rhetoric, . . . Painstakingly transferred from generation to generation – valued Orators, dancers, singers etc. Then we start having things written down, but not loosing the stories. . Handwritten, painstakingly copied, not mass produced, valuable. . More diversity of what was recorded. . It all took effort ……… Even the early books where valuable, held in esteem. . Always meant to be told / read / used…………… The heart of God hasn’t changed – he continues to ask of us to keep record. . .

Record Keeping The importance of reliable record keeping is established in the following scripture passages: � Luke 1: 1 -4 � 2 Co 4: 2 b �Key principles are order and truth (FACTS THAT CAN BE VERIFIED) �

Record Keeping “Many have undertaken to compile up an account of the things that have been fulfilled among us [things accomplished among us], just as they were handed down to us by those who from the first were eyewitnesses and servants of the word. Therefore, since I myself have carefully investigated everything from the beginning, it seemed good also to me to write an orderly account for you, . . . so that you may know the certainty [the exact truth] of the things you have been taught. ” Luke 1: 1 -4

U of N Records Why do we need Course Registration Forms? Quality Control What is being taught; Unhealthy emphasis / neglect / biblical values How can we help / avoid potential problems Multiplication of truth – sharing the good things Turnout the best disciplined students in the world HOW WILL WE KNOW?

U of N Records Why do we need Course Registration Forms? Ruts • • continual improvement thinking through and writing out our goals and objectives – help staff know what they are there for. • DTS is not a program/system – it is a process of listening to God.

U of N Records Why do we need Course Registration Forms? Accountability • we do not know what is happening …. . it would be nice to visit every DTS…. . • major principle of discipleship – if you can’t even write down the names of your students how can you expect to disciple nations? ? ? • we are accountable to our students

Record Keeping some other values • promote remaining focused on our God given purpose and mission …………… • serve as a reminder that God places eternal value on every single person. (Luke 15: 10, Matt 18: 12 -14) • reveal concrete opportunities to praise God (Psalm 102: 18) • form knowledge base for informed planning (1 Cor. 3: 6) • establishe necessary ground work for accurate evaluation. (Luke 14: 25 -33)

Record Keeping Value of Record keeping Keeping Accurate Records reflects two sided coin: Logistical / Administrative Equipping / Discipling both are there to glorify God ‘Psalm 102: 18’

Uof. N Records Which Forms? Form A – getting registered q Form B – student registration q Form C – evaluation & report q

Form A Getting Registered to provide training When? do I send a Form A • • Registering course for 1 st time Registering a totally new course For the U of N catalogue (every 3 yrs) To register major change Allow 3 month prior to running course.

Form A Getting Registered to provide training Paper Form A – download from www. uofn. edu Academics Uof. N Documentation Forms Send to Uof. N Registrar – Asia office in Australia WITH payment.

Form A Getting Registered to provide training Electronic Form A http: //update. ywam. org/uofn/AF Submit online Credit Card payment

Form A Getting Registered to provide training Starting Out … yes – this is a … COURSE PROPOSAL ‘Name of course’ - that’s simple enough… DTS ‘Course Number’ - …… mmm … maybe look in the NE U of N catalogue CO W ‘DTS’ - DSP 211 DE S ‘DTS Field Assignment’ DSP 212

Form A Getting Registered to provide training Location (page 1) That shouldn’t be too hard! City, Country and Base name Language – ? ? That’s the language we use to teach the course …. . sometimes it’s translated too!

Form A Getting Registered to provide training Signatures (page 1) Two signatures are needed – that means they approve of the course! 1. Course Leader 2. Base Leader

Form A Getting Registered to provide training Address & Location (page 2) Address & location Mailing address Telephone number Fax number Base e-mail School e-mail Projected beginning & ending dates of course

Form A Getting Registered to provide training Type of Course (page 2) • Totally new course? • Existing but not at my location? • Major curriculum change (over 25%)? • Update & re-registration?

Form A Getting Registered to provide training Why run this course (page 3) §Context? §How does it relate to the country, to your community? §Objectives? §What can students gain from course? §How does it reflect YWAM Values?

Form A Getting Registered to provide training Each week of Lecture §Topic §Teacher In person or video? §Objectives §Method of instruction §Resource materials (page 4 -5)

Form A Getting Registered to provide training Typical Week Schedule (page 6) q Breakdown of typical weekly activities for lecture phase q Teaching – one language 12 hrs / bilingual – 16 hrs minimum. q. Intercession – minimum 3 hrs q. Total learning week – 50 hrs

Form A Getting Registered to provide training Evaluation (page 6) §Student Evaluation? üWritten reports üOne-on-one üMinistry Evaluation §Course Evaluation? üHow will you evaluate effectiveness of course and meeting objectives?

Form A Getting Registered to provide training Field Assignment (page 6 -7) q. Projected place(s) q. Focus of geographical and/or people groups q. Number of weeks q. Objectives – desired outcomes for students & where you minister

Form A Getting Registered to provide training Strategies for F. A. (page 7 -8) §How? §Methods of meeting objectives §What do you plan to do? §Outline for Internships §Resource materials §Resource teachers and content

Form A Getting Registered to provide training Typical Week Schedule (page 9) q Breakdown of typical weekly activities for Field Assignment q Ministry/Application – minimum 30 hrs. q Intercession – minimum 3 hrs q. Include One-on-One times q. Total learning week – 50 hrs

Form A Getting Registered to provide training Evaluation (page 9) §Student Evaluation? üWritten reports üOne-on-one üMinistry Evaluation §Course Evaluation? üHow will you evaluate effectiveness of course and meeting objectives?

Form A Getting Registered to provide training Charges $$$$$ (page 10) §First Registration at location ØUS$35 US or Ø 10% of amount charged to one student §Re-Registration Ø$125 US or Ø 10% of amount charged to one student

Form A Getting Registered to provide training Form A Finished §Make sure it’s complete §And signed by üCourse Leader üBase Leader Then send it (with appropriate fees) to the International Registrar Office

Form B Student Registration Part A – Course Information COURSE INFORMATION Course Name DTS Course Code DSP 211 / 212 Location/ Country Surabaya, Indonesia Lecture Start Date School Leader Jeffrey Aghogo Signature 7 July 2012

Form B Student Registration Part B – Student Information STUDENT INFORMATION / STUDENT INFORMATION Students Legal Name Ms Title DTS Complete Yes Calo Barbie Last Name First Name No Maiden Name Location Date of Birth 21 Nov. 1972 Day/month/year Address: Telephone Middle Name Male Year Citizenship Philippines Female Jalan Pantai # 3 Jimbaran Bali Street City / Town State/Province 35549 Indonesia Postcode Country 0822734657 Email bscalo@simtel. com

Form B Student Registration Part C – $$$ Charges $$$ - page 3 Pay only for Lecture phase – no charges for Field Assignments! Payment Options $30 US per student or 1% of one student’s lecture fees

Form B Student Registration 1; Course – choose A or B = $30 a; US$30 per student = Number of Students or b; Total US$ 1% of one student’s school charges *. Calculate here: 15, 500 1% of 1 student’s fee’s in Indonesian Rupia x 10 Number of Students E. g. Lecture Fee’s: IRP 1, 550, 000/ student = 155, 000 Indonesian Rupia = 17. 00 Total US $

Form C 1 Lecture Evaluation & Report n What n NOT REALLY happened! a repeat of proposals used in FORM A

Form C 1 Lecture Evaluation & Report PART Course Information information Part AA: – Course COURSE INFORMATION Course Name DTS Location/Country Course Code DSP 211 Surabaya, Indo Lecture Start Date 7 July 2011 Lecture End Date School Leader Signature Jeffery Aghogo 30 Oct. 2011

Form C 1 Lecture Evaluation & Report PART B: Meeting Objectives ü Based on Form A proposals ……. (did you keep a copy? ? ? to look at) ü How did you meet your objectives? ü How could you do a better job next time? What improvements or changes do you think would be good for the future?

Form C 1 Lecture Evaluation & Report PART B: Student Evaluation Methods What did you use? n Ministry evaluations n Written reports & assignments? n One-on-one? ALL schools need to complete (including DTS)

Form C 1 Lecture Evaluation & Report Example: Written Assignments 20% Staff Interviews (One/Ones & Small Grps) 20% Personal Growth Observation 40% Student Ministry Involvement 20% Total 100%

Form C 1 Lecture Evaluation & Report PART C: What happened each week Each week please report what REALLY happened: q Objectives? q Topic(s)? q Teacher(s)? q Activities? q Resource Materials?

Form C 1 Lecture Evaluation & Report Example: Week 1 Topic Hearing Gods Voice Teacher Henk de Puit YWAM Yes No Genesis Video Person Male Female Age 60 Nationality Australia Learning the Five Steps of Intercession and learning Objective about all of the ways that the Lord can speak to us. Activity Classroom teaching, Intercession, Prayer, Processing, Small Grps Resource Materials Bible, Handouts, Power. Point, Processing Materials

Form C 1 Lecture Evaluation & Report PART D: Student Grade and Summary §Beginning date AND ending date of Lecture phase. §List students (or use printed class list). §Dates for each student. §Grades. §Weeks Completed = Week Credits.

Form C 1 Lecture Evaluation & Report Example: Student Legal Name Family Name Start Date End Date Letter Grade Number of Weeks First Name Fujisto Senta 7/7/11 30/9/11 S 12 Karr Daniela 7/7/11 30/9/11 S 12 Seah Andre 7/7/11 30/9/11 S 12 Lim Andrew 7/7/11 20/8/11 U 0 Mc. Elroy Ricky 7/7/11 30/9/11 S 12

Form C 2 Outreach Evaluation & Report n What n You REALLY happened! can keep record of each outreach team for your own records – but you only need to submit copy of one outreach.

Form C 2 Outreach Evaluation & Report PART Course Information information Part AA: – Course COURSE INFORMATION Course Name DTS Field Assignment Course Code Location/Country Surabaya, Indo Outreach Start Date 1 Nov 2011 Outreach End Date School Leader Jeffery Aghogo Signature DSP 212 21 Jan 2012

Form C 2 Outreach Evaluation & Report PART B: Meeting Objectives ü Based on Form A proposals ……. (did you keep a copy? ? ? to look at) ü How did you meet your objectives? ü How could you do a better outreach next time? What improvements or revisions do you think would be good for the future?

Form C 2 Outreach Evaluation & Report PART B: Student Evaluation Methods How did you evaluate your students? n Ministry evaluations n Written reports & assignments? n One-on-one? n Personal Growth?

Form C 2 Outreach Evaluation & Report PART C: What happened each week Each week please report what REALLY happened: q Objectives? q Primary Strategies and Activities? q Resource Materials?

Form C 2 Outreach Evaluation & Report Week 1 Objectives: Encourage the local believers; Support YWAM Nepal in pioneering a new base in Jiri, Nepal; Intercession for the lost in Nepal. Strategies / House to house fellowship with local believers. Activities: (testimonies, sharing); Sharing with students at a local Highschool; Ministering to school children ages 6 -7 years (private school) - storytelling, games, songs; Hiking/Prayer walk/Intercession; Prayer with YWAM Nepal Resource Materials Drama (Everything skit); Children story (Willy story); Games Gospel Tracts;

Form C 2 Outreach Evaluation & Report PART D: Student Grade and Summary §Beginning date AND ending date of Outreach phase. §List students (or use printed class list). §Dates for each student. §Grades. §Weeks / Week Credits.

Form C 2 Outreach Evaluation & Report Example: Student Legal Name Family Name Start Date End Date First Name Letter Grade Number of Weeks Fujisto Senta 1/11/11 27/2/12 S 12 Karr Daniela 1/11/11 27/2/12 Seah Andre 1/11/11 27/2/12 S 12 Lim Andrew W 0 Mc. Elroy Ricky S 12 1/11/11 27/2/12

Uof. N Records May I e-mail my forms to John? üForm B, C 1 and C 2 – Yes üSignature Page of FORM A must be scanned üThey MUST be complete üEither fill out by hand, scan and email OR üComplete as Secure Word Document and email.

Uof. N Records May I e-mail my forms to John? registrar. asia@uofn. edu

KEEPING U OF N COURSE DOCUMENTATION AT A YWAM / U OF N OPERATING LOCATION Form A – A copy is kept until it is time to re-register. After a school is reregistered – the old one can be thrown away.

KEEPING U OF N COURSE DOCUMENTATION AT A YWAM / U OF N OPERATING LOCATION Form B – A copy is kept until the International Registrar confirms in writing that the Form B information has been received an entered into the Uof. N International System. Confirm BEFORE DESTROYING ANY FORM B’s

KEEPING U OF N COURSE DOCUMENTATION AT A YWAM / U OF N OPERATING LOCATION Form C 1 & C 2 – Copies are to be kept at the YWAM location where the course is offered FOREVER Why? • have the beginning and ending dates • list of students who attended the course • the grade each student received

University of the Nations Uof. N International Registrar - Asia Representative: John Mraz PO Box 7, Mitchell ACT 2911 - Australia Email: registrar. asia@uofn. edu Created by: Sharon Carrington: registrar. ap@uofn. edu John Mraz: registrar. asia@uofn. edu Created 2008, 2009, Revised 2012