“I am the good shepherd; I know my sheep and my sheep know me— just as the Father knows me and I know the Father—and I lay down my life for the sheep.” -John 10:14-15
REGISTRAR & OTHER DEPT. INTERACTIONS
The Volunteer & Missionary Registrar and Ministry Leaders all work very closely together. It is a mutual effort to recruit, process applications, make phone calls, etc.
We try to have all formal communication come directly from the Registrar ( Arrival Details, etc) and more of a relational relationship being built between the Ministry Leaders and applicants.
EMAIL TEMPLATES
Located in the Staff & Volunteer Registrar Google Drive as well as the Email Templates Drop Down Bar is a folder called “Email Templates”. We have specific templates we use for the following:
- Enquiries (Volunteers / Staff / Kona / Panama / Haiti / Cambodia)
- Follow Up Email
- Acceptance Email (Volunteers / Staff / Kona / Panama / Haiti / Cambodia)
- Arrival Details
- Fundraising Ideas
- Vaccination Explained
Please select the appropriate email template to be inserted into the body of the email you are sending. The templates are meant to assist you and help you to work more efficiently as well as communicate clearly.
If an enquiry or applicant asks specific questions in their email feel free to add to the template. The template is not meant to limit your communication, but to assist you so you are not re-typing the same email over and over. Feel free to add in additional paragraphs where you answer individuals questions, get a specific word or verse for them, tell them a bit about your missions experience, etc.
You may also remove sections of the templates if they are not applicable to an applicant.
ATTACHMENTS
Located in the [email protected] Google Drive is a folder called “Pre-Arrival Attachments”. These attachments are for applicants or enquiries prior to them arriving.
- Health Forms
- Reference Forms
- Information Packets
Located in the Google Drive folder called “Accepted Arrived” are the following:
- Photo & Release Forms
- Staff Agreement Forms
- Supplemental Application Forms
- Orientation Booklets
- Exit Survey
- Absence Request
- Emergency Contact
- Weekly Schedule
ENQUIRY RECEIVED
When you receive a new enquiry please create a lead for them. Then send them the appropriate information template. Then create a follow up task for yourself to contact them again in 1 weeks time.
If the enquiry has provided their phone number please call them right away to answer their questions as well as to pray for them and encourage them.
If they have provided their address please have Sharon in reception send them a post card.
APPLICATIONS
Application Received
When you receive a new application please send them the “Application Received” email template. Please feel free to remove any portion of the email template that does not pertain to the applicant.
Add them to the “Tracker” and “Application Tracker” and “Housing Program”.
Please ensure housing is available, if not please contact them with alternate dates when housing is available.
Single Females: 319
Single Males: 221
Married Couples: 125, 209, 228
Please note only 2 applicants over the age of 35 can go into a room at a time, as we do not give top bunks to older applicants, unless the agree.
Create a follow up task for yourself to contact them again in a week or two.
Have Sharon in reception send them a post card.
Call the applicant and pray for them as well as answer any questions they may have.
Components of a complete Application
For an application to be considered complete it must have the following:
- Online Form: Please double check to ensure the online form is completely filled out and legible.
- References: one must be from a pastor or spiritual leader. Please email applicant online links. References should have know the applicant for at least 2 years and not be an immediate family member.
- Health Form: Vaccination portion must be completed, it does not need to be signed by a doctor.
Once an application is complete please change the application status to “Ready to be Reviewed”. This will send an automated notification to Jim Walker to read over the application.
Once he has accepted the application you will receive an automated notification to your inbox as well as your task list that the applicant has been processed.
Now you can go ahead and sent the applicant the appropriate acceptance email template.
At the same time you receive automated notification that the applicant has been processed, so does the visa desk. Once you see the applicants visa has been granted you can send them the “Arrival Details” email.
You can also set a “Follow Up” task for yourself to receive the applicants Passport, Health Insurance and Flight Info.
Please ensure the applicants ministry role and ministry leader and input into Salesforce.
Once an application is complete please change the application status to “Ready to be Reviewed”. This will send an automated notification to Jim Walker to read over the application.
Once he has accepted the application you will receive an automated notification to your inbox as well as your task list that the applicant has been processed.
Now you can go ahead and sent the applicant the appropriate acceptance email template.
At the same time you receive automated notification that the applicant has been processed, so does the visa desk. Once you see the applicants visa has been granted you can send them the “Arrival Details” email.
You can also set a “Follow Up” task for yourself to receive the applicants Passport, Health Insurance and Flight Info.
Please ensure the applicants ministry role and ministry leader and input into Salesforce.
Arrival Details
Once an applicant has been accepted you can now prepare for their arrival.
Please email [email protected] to book their staff accommodation. Please note we do not have lots of married or family housing, so please do not confirm with applicants we can provide this until you hear back from housing. For volunteers simply add them to the housing tracker:
Single Females: 319
Single Males: 221
Married Couples: 125, 209, 228
Please create a staff email account for incoming staff via the “Admin” tab in your Google Drive.
Please add the applicant to the YWAM Ships Group Me.
Please email [email protected] and ask them to create ID numbers for the individuals. They will need:
Applicants Name
Applicants Birthday
Nationality
Gender
Email Address
Marial Status
Email [email protected], [email protected], [email protected] as well as the individual ministry leaders the applicants arrival details, name and role so airport pick up, bedrooms and ministry role can be organized.
Please continue to pursue the applicant until you have their:
Passport ID Page
Health Insurance
Flight Itinerary
Once all of the above info is entered into Salesforce and you have removed everything from “Their Court” then their application status will change to complete.
GENERAL INFORMATION
All applicants must be 18 if traveling alone to Kona.
If a family would like to volunteer with younger children they must be verbally process with Jim Walker prior to acceptance.
Accommodation for Families
Families with small children are housed in the same room. With a twin bed and a bunk bed.
Families with older children are housed in 2 separate rooms side by side.
All volunteers are housed in bunk dormitory style accommodation. There is one female room with 2 bunks, one single male room with 2 bunks. 3 couple rooms.
Fees can be paid online at www.ywamships.net/donate
Please refer to the fee chart to determine the exact cost of a volunteers stay.
| Cost for Volunteers |
Per Week |
| Volunteer |
$100 Week / $15 Night |
| Non Attending Spouse |
$220 Week / $30 Night |
| Child 0 -2 |
US$0.00 |
| Child 3-5 |
$70 Week / $10 Night |
| Child 6-11 |
$140 Week / $20 Night |
| Child 12-17 |
$220 Week / $30 Night |
| Cost for Guests |
Per Night |
| Bunk Room (per person) |
$30 Night |
| Guest Room (Single Occupancy / Double Occupancy) |
$50 / $70 Night |
| Cost for Teams |
Per Night |
| Bunk Room (per person) |
$40 Night |
| Kona Debrief Teams (per person) |
$30 Night |
| Staff |
Per Month |
| Adult |
US$400.00 |
| Child 0-2 |
US$0.00 |
| Child 3-5 |
US$100.00 |
| Child 6-11 |
US$200.00 |
| Child 12-17 |
US$300.00 |
| Chid 18 (pre High School Graduation) |
US$300.00 |
| Quarterly Staff Contribution |
$75 Single / $120 Family |
| A/C upcharge per unit (only in a/c rooms) |
US$50.00 |
DIFFICULT QUESTIONS
Please refer any difficult questions regarding tricky subjects such as homosexuality, medical marijuana, etc. to Gateway Ministry Leader.
VISAS
Once an applicant has been accepted the visa desk will receive an automated notification and send them the visa application. All of our international volunteers (excluding Canadians) come on wither the Visa Waiver program or a B/1 visa.
** Passports should not expire within 6 months of the end of the volunteer date.
VACCINATION POLICY
YWAM Ships requires all physically able incoming staff, volunteers and trainees to have up to date vaccinations. Our heart behind this policy is the belief that God has called us to reach the most isolated people in the South Pacific Islands, utilizing ships to bring much needed medical care and supplies.
In many rural areas of the globe certain diseases are still quite rampant. An example would be that every day world wide there are about 400 deaths just from Measles alone. One of the ministries we do when we go into rural areas is provide basic health care training, deliver medical supplies as well as administer vaccinations.
Pregnant women, new borns, those with compromised immune systems and the elderly are very at risk and highly susceptible to preventable diseases. These are quite often the individuals we are serving and ministering to. We believe as potential health care providers it is our calling to protect those who are unable to guard themselves against illness.
This is not a YWAM International policy, but a policy of YWAM Ships Kona.
Our list of the minimum vaccinations we require are:
Measles, Mumps, Rubella, Tetanus, Diphtheria, Pertussis, Hep A and Hep B and Polio
We highly encourage individuals to take Malaria medication for the duration of the outreach.
We do understand that there are varying beliefs regarding vaccinations, please feel free to encourage trainees to take some time and prayerfully consider joining with us. Alternatively if they feel called elsewhere we are able to transfer their application to a YWAM location of their choice that does not have this requirement.
All volunteers joining YWAM Ships, and family members accompanying them, are required to have health insurance for the duration of their stay. They are required to provide proof of insurance prior to arriving. If they arrive without insurance, they will be required to purchase some as part of the registration process.
Volunteers will need to research health insurance / travel insurance companies and choose a plan that best fits their needs and budget.
YWAM Ships Kona does not recommend or endorse any one company, we recommend they do their own research and choose their own plan.
We ask that all volunteers & staff to arrive on the arrival day.
Once an applicant has sent you their flight itinerary please add their arrival details to the appropriate “Application Tracker” in your google drive as well as fill them in on Salesforce.
The “Preparing to Come Information” is essential for everyone to receive. It has all the pertinent information & details they need in order to plan their trip. Everyone should receive a copy of this PDF in the “Acceptance” and the “Arrival Details” emails.
Upon arrival all staff & volunteers to the following:
ID Cards
Photo Release Forms
Waiver Forms
Emergency Contact Form
Only staff need to also complete the:
Staff Agreement Form
Please also give each individual an Orientation Booklet, read through it with all volunteers as well as any staff who arrive significantly prior to the Staff Training Seminar.
If there is ever a medical emergency, incident or withdrawal of any kind the ministry leader or staff member present must complete an incident report.
Please upload the report to the individuals contact in Salesforce.
UNORDINARY APPLICATIONS
When a volunteer returns for a second or third outreach they do not have to re-do the application process. Simple change the dates on their previous application, and change their application status from “Accepted” to “Ready to be Processed”.
Once you have received notification their application has again been accepted by Jim Walker send them the “Acceptance” email. Confirm with the visa desk if they need to apply for a new visa, if they are international.
Please remember to add them to both the “Tracker” and “Application Tracker”.
Once their visa has been granted please send them the “Arrival Info” email and collect their itinerary and insurances.
When someone has completed a course at Port YWAM they can stay as a volunteer for a short time until their departure. As we already have their details on file they just need to complete the “Volunteer Supplemental Application”.
Add them to the housing and ministry tracker. Notify ministry leader.
HOW TO MAKE ID CARDS
- Open computer.
- Log into card scanner account with password scanscan.
- Connect card scanner machine to power and USB cable to laptop.
- Turn card machine on by holding the power button on the front for three seconds.
- Open program “CA3000 Launcher” on laptop.
- Log in using credentials. ?? Who’s credentials?
- On top bar, click Personnel and wait for new window to load. If window does not pop up, look for a maximize button on bottom of screen.
- In newly opened personnel window, enter last name of desired user in Last Name field and hit enter.
- Select the appropriate user from the resulting list and click edit on the top bar.
- In user profile General tab, enter Badge Number corresponding to the first five digit number on the right side of the blank card you wish to issue.
- Once badge number is filled out, enter today’s date in Activation Date, September 30 of this year in Expiration Date and select 2-SHIPS in the Group field. Make sure both Enabled and Tracked checkboxes are checked.
- In Access Groups tab, select FRONT GATE ONLY as Access Group 1.
- In Personal tab, select YWAM SHIPS as Company ID and YWAM Ships as Department.
- In the Photo tab, select Y – Ships STAFF ID as the Badge Type.
- If no photo is present, making sure webcam is plugged into laptop, select Capture Photo.
- In the new window that pops up, click Capture.
- In the new window that pops up, select appropriate webcam and hit okay.
- When the next window pops up, take the picture of the person’s face by hitting okay.
- When the next window pops up, resize the photo to the person’s face and click okay.
- In the next window that pops up, click save on the top bar.
- Back in the Personnel window, click save to save all the changes we’ve made in different tabs.
- Once saved, in the photo tab, click print. Ensure the XPS Card Printer is selected in the following window.
- Insert the card to the slot on the card machine, above the LCD, with the four grey dots on the card face up and pointed towards the machine.
- Click okay in the printer dialogue and if prompted, opt not to save changes to the layout
- Take the card out when finished and enjoy.
- Close the Personnel window, click Log Out in the top bar on the right side, click shutdown and enter your password to turn off the computer. Shut the card machine down by holding down the power button.
DEPARTURES
A week before an applicants departure date please do the following:
Collect their departure time & date and email them to [email protected] as well as [email protected] so they can organize airport drop off and room inspections.
Email the applicant and organize a time to do the “Exit Survey”. Once completed email to the eldership team: Brett & Karen Curtis, Jim & Nico Walker.
Email [email protected] to ensure all invoices are paid to date as well as re-occurring invoices are ceased.
Upon departure de-active the staff ID card as well as the staff email account.
Remove from Group Me.
LOGIN DETAILS
Placement Computer: portywam7
Website: https://login.salesforce.com
Login: [email protected]
Password: 5687portywam
Website: https://www.gmail.com
Login: [email protected]
Password: portywam123
Program: KW Hotel
Login: maryj
Password: smith225
Program: ID Cards
Password: scanscan