Volunteer & Missionary Registrar Manual

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Volunteer & Missionary Registrar Manual


“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.

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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
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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.

 

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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:

  1. Online Form: Please double check to ensure the online form is completely filled out and legible.
  2. 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.
  3. 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.

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GENERAL INFORMATION


DIFFICULT QUESTIONS

Please refer any difficult questions regarding tricky subjects such as homosexuality,  medical marijuana, etc. to Gateway Ministry Leader.

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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. 



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UNORDINARY APPLICATIONS

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HOW TO MAKE ID CARDS

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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.


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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


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