Record Keeping Requirements - PowerPoint Presentation

Slide1

Record Keeping RequirementsSlide2

IS THIS YOUR

IDEA OF RECORD KEEPING

Record

KeepingSlide3

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 KeepingSlide4

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 KeepingSlide5

The importance of reliable record keeping

is established in the following scripture passages

:

Luke 1:1-4

2Co 4:2b

Key principles are order and truth

(FACTS THAT CAN BE VERIFIED)

Record KeepingSlide6

“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

Record KeepingSlide7

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?Slide8

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?Slide9

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 studentsSlide10

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

)Slide11

Keeping Accurate Records reflects

two sided coin:

Logistical / Administrative

Equipping

/

Discipling

both are there to glorify God

‘Psalm 102:18’

Record Keeping

Value of Record keepingSlide12

Which Forms?

UofN Records

Form A

– getting registered

Form B – student registration

Form C – evaluation & reportSlide13

When?

do I send a Form A

Registering course for 1st 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 trainingSlide14

Paper Form A – download fromwww.uofn.edu

Academics

UofN

Documentation Forms

Send to UofN Registrar – Asia

office in Australia WITH

payment.

Form A

Getting Registered to provide trainingSlide15

Electronic Form Ahttp://update.ywam.org/uofn/AF

Submit online

Credit Card payment

Form A

Getting Registered to provide trainingSlide16

Starting Out

… yes – this is a …

COURSE PROPOSAL

‘Name of course’

-

that’s simple enough…

DTS

‘Course Number’

-

…… mmm … maybe

look

in

the U of N catalogue

‘DTS’ - DSP211

‘DTS Field Assignment’ DSP 212

NEW CODE

S

Form A

Getting Registered to provide trainingSlide17

That

shouldn’t be too hard!

City,

Country

and

Base

nameLanguage

–

????

That’s

the language we use to teach the

course ….. sometimes

it’s translated too

!

Location

(page

1)

Form A

Getting Registered to provide trainingSlide18

Two signatures

are needed – that means they approve of the course!1. Course Leader

2.

Base

Leader

Signatures

(page 1)

Form A

Getting Registered to provide trainingSlide19

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 trainingSlide20

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 trainingSlide21

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 trainingSlide22

Each week of Lecture (page 4-5)

Topic

Teacher

In person or video?

Objectives

Method of instruction

Resource materials

Form A

Getting Registered to provide trainingSlide23

Typical Week Schedule (page 6)

Breakdown of typical weekly activities for lecture phase

Teaching – one language 12

hrs

/ bi-lingual – 16

hrs

minimum.

Intercession – minimum 3

hrs

Total learning week – 50

hrs

Form A

Getting Registered to provide trainingSlide24

Evaluation (page 6)

Student Evaluation?

Written reports

One-on-one

Ministry Evaluation

Course Evaluation?

How will you evaluate effectiveness of course and meeting objectives?

Form A

Getting Registered to provide trainingSlide25

Field Assignment (page 6-7)

Projected place(s)

Focus of geographical and/or people groups

Number of weeks

Objectives – desired outcomes for students & where you minister

Form A

Getting Registered to provide trainingSlide26

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 trainingSlide27

Typical Week Schedule (page 9)

Form A

Getting Registered to provide training

Breakdown of typical weekly activities for Field Assignment

Ministry/Application – minimum 30 hrs.

Intercession – minimum 3

hrs

Include One-on-One times

Total learning week – 50

hrsSlide28

Evaluation (page

9)

Student Evaluation?

Written reports

One-on-one

Ministry Evaluation

Course Evaluation?

How will you evaluate effectiveness of course and meeting objectives?

Form A

Getting Registered to provide trainingSlide29

Charges $$$$$ (page 10)

First Registration at location

US$35 US or

10% of amount charged to one student

Re-Registration

$125 US or

10

% of amount charged to one student

Form A

Getting Registered to provide trainingSlide30

Form A Finished

Make sure it’s complete

And signed by

Course Leader

Base Leader

Then send it (

with appropriate

fees

)

to the International Registrar Office

Form A

Getting Registered to provide trainingSlide31

Part A –

Course Information

COURSE INFORMATION

Course Name

DTS

Course Code

DSP 211 / 212

Location/

Country

Surabaya, Indonesia

Lecture Start Date

7 July 2012

School Leader

Jeffrey

Aghogo

Signature

Form B

Student RegistrationSlide32

STUDENT INFORMATION /

STUDENT INFORMATION

Students Legal Name

Ms

Calo

Barbie

Title

Last Name

First Name

Middle Name

DTS Complete Yes



No



Maiden Name

Location

Year

Date of Birth

21 Nov. 1972





Citizenship

Philippines

Day/month/year

Male

Female

Address:

Jalan

Pantai

# 3

Jimbaran

Bali

Street

City / Town

State/Province

35549

Indonesia

Postcode

Country

Telephone

0822734657

Email

bscalo@simtel.com

Part

B

–

Student

Information

Form B

Student RegistrationSlide33

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 RegistrationSlide34

1; Course – choose A or B

a;

US$30per student

= $30

=

Number of Students

Total US$

or

b;

1% of one student’s school charges *. Calculate here:

15,500

x

10

=

155,000

=

17.00

1% of 1 student’s fee’s in Indonesian

Rupia

Number of Students

Indonesian

Rupia

Total US $

E.g. Lecture Fee’s:

IRP 1,550,000/

student

Form B

Student RegistrationSlide35

What

REALLY happened!NOT

a repeat of proposals used in FORM A

Form C1

Lecture

Evaluation &

ReportSlide36

Part A –

Course Information

COURSE INFORMATION

Course Name

DTS

Course Code

DSP211

Location/Country

Surabaya, Indo

Lecture Start Date

7 July 2011

Lecture End Date

30 Oct. 2011

School Leader

Jeffery

Aghogo

Signature

PART

A: Course information

Form C1

Lecture

Evaluation &

ReportSlide37

PART B: Meeting

Objectives

Based on

Form A proposals

……. (did you keep a copy

??? to look at)

How did you meet your objectives?

How

could you do a better job next time? What improvements or

changes

do you think would be good for the future?

Form C1

Lecture

Evaluation &

ReportSlide38

PART B:

Student Evaluation Methods

What did you use?

Ministry evaluations

Written reports & assignments?

One-on-one?

ALL schools need to complete

(

including

DTS)

Form C1

Lecture

Evaluation &

ReportSlide39

Written

Assignments

20%

Staff

Interviews (One/Ones & Small

Grps) 20%

Personal Growth Observation 40%

Student

Ministry Involvement

20%

Total 100%

Example:

Form C1

Lecture

Evaluation &

ReportSlide40

PART C

: What happened each week

Each week please report

what

REALLY

happened:

Objectives?Topic(s)?

Teacher(s)?

Activities?

Resource Materials?

Form C1

Lecture

Evaluation &

ReportSlide41

Week 1

Topic

Hearing Gods Voice

Teacher

Henk de Puit

Genesis



Video



Person



YWAM Yes



No



Male



Female



Age

60

Nationality

Australia

Objective

Learning the Five Steps of Intercession and learning about all of the ways that the Lord can speak to us.

Activity

Classroom teaching, Intercession, Prayer, Processing, Small

Grps

Resource Materials

Bible, Handouts, PowerPoint, Processing Materials

Example:

Form C1

Lecture

Evaluation &

ReportSlide42

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 C1

Lecture

Evaluation &

ReportSlide43

Student Legal Name

Start Date

End Date

Letter Grade

Number of Weeks

Family Name

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

McElroy

Ricky

7/7/11

30/9/11

S

12

Example:

Form C1

Lecture

Evaluation &

ReportSlide44

What

REALLY happened!You can keep record of

each outreach team for your own records

– but you only need to submit copy of one outreach.

Form C2

Outreach Evaluation &

ReportSlide45

Part A –

Course Information

COURSE INFORMATION

Course Name

DTS Field Assignment

Course Code

DSP212

Location/Country

Surabaya, Indo

Outreach Start Date

1 Nov 2011

Outreach End Date

21 Jan 2012

School Leader

Jeffery

Aghogo

Signature

PART

A: Course information

Form C2

Outreach Evaluation &

ReportSlide46

PART B: Meeting

Objectives

Based on

Form A proposals

……. (did you keep a copy??? to look at

)How did you meet your objectives?

How

could you do a better

outreach

next time? What improvements or revisions do you think would be good for the future?

Form C2

Outreach Evaluation &

ReportSlide47

PART B:

Student Evaluation Methods

How did you evaluate your students?

Ministry evaluations

Written reports & assignments?

One-on-one

?Personal Growth?

Form C2

Outreach Evaluation &

ReportSlide48

PART C

: What happened each week

Each week please report

what

REALLY happened:

Objectives?Primary Strategies and Activities?Resource Materials?

Form C2

Outreach Evaluation &

ReportSlide49

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 / Activities:

House to house fellowship with local believers. (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 C2

Outreach Evaluation &

ReportSlide50

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 C2

Outreach Evaluation &

ReportSlide51

Form C2

Outreach Evaluation & Report

Student Legal Name

Start Date

End Date

Letter Grade

Number of Weeks

Family Name

First Name

Fujisto

Senta

1/11/11

27/2/12

S

12

Karr

Daniela

1/11/11

27/2/12

S

12

Seah

Andre

1/11/11

27/2/12

S

12

Lim

Andrew

W

0

McElroy

Ricky

1/11/11

27/2/12

S

12

Example:Slide52

Form B, C1 and C2 –

Yes

Signature

Page of FORM

A

must be scanned

They MUST be complete

Either fill out by hand, scan and email

OR

Complete as Secure Word Document and email.

May I e-mail my forms to

John?

UofN RecordsSlide53

registrar.asia@uofn.edu

UofN Records

May I e-mail my forms to

John?Slide54

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 re-registered – the old one can be thrown away.Slide55

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 UofN International System.

Confirm

BEFORE DESTROYING ANY FORM B’sSlide56

KEEPING

U

OF N COURSE DOCUMENTATION

AT

A

YWAM / U

OF N OPERATING LOCATION

Form C1 & C2

– 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

receivedSlide57

University of the Nations

UofN

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