Pink Folder/Administration of Schools

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This is a useful tool for planning any school, especially the DTS. It lists essential things to consider before, during and after. Careful study of this article will reward school directors!

School Administration Checklist

Updated November 2006 and placed in YWAM England and Wales Pink Folder.

Original Author Jane Poyner.

Revised Steve Sullivan.

Steps Things to Consider Main Contact
Approximately 10 Months Prior to Start of Your School
Approval to run the school at the Base
  • Base Leadership Team is your first level of approval. They will discuss/negotiate with you.
  • The English/Welsh Leadership Team
  • Note: This entire approval process can take 2 to 3 months
Base Training Director or Base Leadership Team
Advertising and promotions
  • Develop tools such as a web sites and school brochure to help promote the school to potential students.
  • Design a school brochure yourself or get some help from your Graphics Department or the graphics dept. at Harpenden
  • Advertise it on the appropriate YWAM web site and the England and Wales Training Brochure
  • Note: Consider whether the brochure needs to be dated or general information with a separate page with dates each year.
Your Graphics Website person
Budget
  • Draw up a budget for your school expenditure and submit it for approval.
  • Once it is approved ' set the budget and the school fee.
Base/Training Director.
Account
  • Open an account for the school
  • (if it is the first time your school is running on the base) or check that your school account is still active.
  • Keep a cash book of money spent on behalf of the school or use a spreadsheet.
Accounts
Photocopy & telephone code
  • Arrange for a photocopy code card for your school *
  • Arrange for a telephone code for your school *
Base Administrator
Speaker's invitations
  • Begin approaching speakers, especially international speakers, for the school and staff training.
If the action is marked with an * it will probably only apply to a school being run on the base for the first time.
8 Months Prior to School
Registration of school with UofN
  • Plan what you are going to teach on your school and when you're going to teach it. *
  • Complete the Course Registration Form (Form A) to register the school with the UofN.
  • .The course may be completed online at https://update.ywam.org/uofn/af/
  • The most up to date version of the UofN \'FORMS A-D\' can by downloaded and/or printed from the UofN website http://www.uofn.edu (click on \'educational resources\', then click on \'staff\' and click on \'FORMS A-D\'). To open this file you will need Adobe Acrobat Reader software which can be download free at the following website address http://www.adobe.com
  • Make sure that you keep a copy of the Form A.
  • Transfer the registration fee to the UofN Reg. Account (UNR). First registration ' $35 or 10% of school fees ' whichever is less. Current schools ' $125 or 10% of school fees ' whichever is less.
  • Note: If it is not the first time that the school is running you only need to register the school every 3 years, just before the new UofN Catalogue is published
UofN Registrar Doreen Jenkins djenkins@oval.com
Application forms
  • Check the application form used by the base to see if it is relevant to your school. You might need to add an additional page with questions relevant to your school.
  • If it can be used update it for your school ' dates and costs
  • Prepare application packs ready to be sent out.
  • Make use of the web based application forms.
Base Registrar/School Secretary
RECRUIT
  • Begin to recruit staff team and have them work with you on planning the school so they understand all that God wants to do through the school. Remember that some or most of the staff should have recent, relevant, practical field experience.
  • RECRUIT STUDENTS. Students don't come simply because I've heard from God and planned a training program, it is a lot of work to find them.
6 Months Prior to School
Set limits
  • Set your maximum and minimum limit for accepting students ' total number / couples / families
Other current school leaders
Accommodation
  • Book rooms for your students and staff even if you are not sure of your numbers yet.
Facilities
  • Book facilities for: lecture room crèche facilities (not for children under 3 years) evening lectures workshop evenings small group locations
Outreach locations
  • Decide on possible main and midterm (if any) outreach locations.
  • Send out letters to them.
  • If any of these location are new i.e. they have not had teams from your base before consider sending out an 'Application to receive a DTS team'.
Books
  • Order any books required for the school ' you might want to send them to the staff and/or students when they are accepted. e.g. 'Is That Really You, God?' ' Loren Cunningham and 'Friend Raising' ' Betty Barnett
YWAM Bookstore ' Harpenden or King's Lodge or Seamill
2 Months Prior to School
Outreaches ' main & mid-term
  • Select final options for main and mid-term outreaches
  • Follow up with the locations ' letters, phone calls etc. start finalising locations
Informing students of outreach options
  • Write a letter to the students informing them of the main outreach options and ask them to start praying about where they feel God wants them to go.
Visa details for outreach locations
  • Obtain visa application details from the various embassies of the countries you will be visiting.
Staff training week
  • Decide on timetables for: staff training school weekly schedule mid-term outreach dates celebration meals (keep flexible)
Speakers' booking
  • Block book a room in Hospitality for your speakers for the duration of the school ' you just need the dates of the school for now.
Hospitality person
Order items needed for the school
  • Order the following things for your school: folders for welcome packs receipt pads welcome baskets badges card for door names welcome cards
Stationery order form in Reception / accounts
Reminders to prospective students
  • If you are low on application, send out 'reminder' letters to those who inquired but have not followed through
Local schools
  • If there are any children on the school who would need to go to local schools, start making inquiries as to whether they have space, etc.
Audio & video taping
  • If you are wanting lectures taped (audio or video) find out if it is available and book times, if available
1 Month Prior to School
Preparation for school staff
  • Finalise the schedule
  • Finalise their social event
  • Make staff welcome packs, baskets, badges, door names
Invitations from Base Staff
  • Ask the Base Staff to invite the School Staff for meals during their first 2 weeks. This helps the School Staff to integrate with the Base before students arrive)
Timetables
  • Finalise the timetables and decide who will take responsibility for: small groups notices lectures who will be away/when worship staff meetings in schedule Bible study interviews
Accommodation / Room allocation
  • Check the student accommodation and household goods: beds/furniture heaters bedding keys household items crockery games cleaning items
  • Decide on room allocation for the students.
Work Duties
  • Liaise with Base Administration re work duties and expectations
Letter to students
  • You might want to send out a 'looking forward to seeing you' letter to your students as a means of keeping contact with them.
Or call/skype/email them
Registration location
  • If you are going to let the students register in a room which is not allocated to your school, you need to book that room.
2 Weeks Prior to School
Speakers' reminders
  • Send a letter to your speakers who are coming in the 1st month to remind them and include an arrival form.
School staff welcome meals
  • If you have not had a response regarding meals for the school staff, ask specific people to have staff for meals.
Items for lecture room
  • Order the things that are needed for the lecture room: flip chart paper pens acetates tissues coffee break items
Items for registration
  • Check and, if necessary, order items needed for the Registration: receipt pads refreshments, etc.
Newspapers
  • Order additional newspapers for your students Note: Remember to make sure that the invoice is addressed to your school.
1 Week Prior to School
Health & safety presentation
  • Make arrangements with the Base Administrator for a 20 minute slot on the first day of the school for a presentation on Health & Safety and HIV/Aids awareness
Base Administrator '
Child Protection presentation
  • Make arrangements for a 20 minute slot in the first week for a presentation on Child Protection. (This goes with the information sheet that goes into your students' welcome pack.)
Social event for Base to meet students
  • You might want to have a social event in the first week of the school at which base staff can meet the students.
  • If you are planning this, advertise it : date, time, place, etc.
Speakers' hospitality
  • Confirm with Hospitality regarding your speakers and any known gaps in your schedule where hospitality not needed.
Photo display
  • Make a photo display of your students and staff.
Speaker folder
  • Prepare a folder with photos, names and some information about each student for the speakers so that they can know something about the people they're speaking to.
Information to Reception
  • Give the arrival time and directions for Registration point to Reception and Hospitality in case people just turn up.
  • Give a weekly schedule and student list to Reception.
Collection of students from airport
  • Arrange who will collect the students arriving at the airport or station.
  • You may need to book out a base car for this.
Welcome packs for students
  • Prepare the welcome baskets and cards, door names, welcome packs for students and badges for students, staff and leadership.
Lecture room preparation
  • Prepare the lecture room and coffee break area: OHP flip chart pens acetates notice board tissues coffee break items chairs
Room preparation
  • Prepare the students rooms ' make sure that they're clean and tidy
  • Make the beds for the overseas students (sheets, duvet & duvet cover & pillowcase)
Preparation for registration
  • Prepare for the registration ' money float, receipt pads, refreshments, etc.
Preparation for social event
  • Prepare for the social event for the first week of the school (if you're planning to have one)
On Arrival
Welcome
  • Welcome students as they arrive, serve refreshments, show students to their rooms.
Registration
  • Note: If Registration is to take place when the students arrive, otherwise arrange for a suitable time in the first week.
  • Have students complete the registration slips, take in school fees, collect foreign students' passport, hand out UofN Catalogues to each student. (free of charge)
First Week of School
Work duties & cooking rotas
  • Arrange the work duties with the students
  • Arrange the weekend cooking rota and wash-up teams
Small groups
  • Allocate the students to small groups
Visa check
  • Check the overseas students' passport and visas.
  • If they need to report to the Police Station arrange for them to go to the nominated police station. They will need to pay '£38.00. (They could be deported if they don't report)
Speakers
  • Update Hospitality as speakers return their arrival forms.
UofN Registration
  • Complete the Form B for the registration of your students with the UofN ' use the slips completed at registration. The most up to date version of the UofN 'FORMS A-D' can by downloaded and/or printed from the UofN website http://www.uofn.edu (click on 'educational resources', then click on 'staff' and click on 'FORMS A-D'). To open this file you will need Adobe Acrobat Reader software which can be download free at the following website address http://www.adobe.com .
  • Hand to UofN Records Office
  • Transfer the Registration fee to the UofN Regional Account (UNR) from your school account. (This is $25 or 1% of the school fee ' whichever is less)
  • Make sure you keep a copy!
Registrar will assist Records office Doreen Jenkins
Transfer of food and rent money
  • Transfer the rent and food money (including the debrief week) from your School account to the relevant Base account.
Accounts
Honorariums
  • Remember to arrange Honorariums for your speakers in good time.
Second Week of School
Speaker reminders
  • Send out reminders to your speakers for the last 2 months of the school.
Outreach packs
  • Prepare outreach information packs to present to the students for the main, mid-term and weekly outreaches.
During the School
Celebration meals
  • Arrange one or two Celebration Meals during the school.
Mid-term outreach
  • Prepare for mid-term outreach.
Minister's letter
  • During the mid-term outreach send the first letter to the student's minister/pastor.
Pastoral visits to outreach teams
  • Set the dates for the Pastoral visits to the teams on main outreach, decide who will be going and make sure that the staff person and students get to know each other.
Main outreach arrangements
  • Once the students have decided on their main outreach locations, start making arrangements regarding visas, tickets, insurance, vaccinations, etc.
End of the School
Cleaning of facilities
  • Make sure that the rooms used by your students are properly cleaned before leaving on outreach.
After Lecture Phase
UofN Report Forms
  • Complete the UofN Form C1 ' a weekly report of the school activities and the students grades.
  • Hand the forms to the UofN Records Office.
  • Make sure you keep a copy!
UofN Records Office Doreen Jenkins
Debriefing week preparation
  • Arrange for the speakers for the debriefing week.
  • If necessary, book accommodation for them at Hospitality.
Mid-term Outreach
Clear communication
  • Make sure there's plenty of clear communication between your office and the outreach location at to the expectation and what we can offer in the way of speakers, drama, dance, worship, etc.
  • Make sure if we need to bring P.A. systems, tract, etc.
Accommodation & food arrangements
  • Make sure that arrangements for accommodation and food are in place.
  • Agree on a cost per person per week.
  • If it's to be an overseas outreach, the students may have to pay a supplement and get a visa.
  • Check what bedding what bedding you need to take e.g. air mattress
Responsible person
  • Appoint a responsible person on the team ' not the leader ' to keep a record of accounts while on outreach.
  • Give them a folder with: account sheets, plastic money bag, mileage claim forms, petty cash slips, etc.
  • This person is also to keep the accommodation and emergency money.
Feedback
  • Remember to keep a slot for feedback free after the outreach ' eg. Monday evening after returning to the Base.
Main Outreach
Code of best practice for Short Term Missions And Short Term Missions Manual
  • You need to be aware that YWAM England and Wales has signed up to the Code of Best Practice for Short Term Mission which was put together by the Evangelical Missionary Alliance (EA/EMA).
  • This code is based on recommendations by a working group of Mission Agencies which include YWAM.
  • You should have a copy of YWAM's STORM
Steve Sullivan, Becky Mehaffey
Prior to the school starting
  • Send out outreach invitation letters and/or the Outreach Application Form to potential locations.
  • Keep track of these and chase up replies, if necessary.
  • Make decisions on which locations to pursue for outreaches.
  • Send a letter to the students about the possible outreaches asking them to pray about where they should go.
  • Request visa application forms from appropriate Embassies.
  • Prepare outreach packs with: projects, skills needed, what to take, vaccinations, culture, climate, etc.
Once the school has started
  • The Team Leader (not the School Leader) needs to be in contact with the outreach location.
  • Confirm with outreach location that we are sending a team:
    • how many in the team
    • who the team leaders are and the team members, if possible
    • team members skills
    • any detailed questions that you need to ask
  • Find out if you need letters of invitation and request them if necessary.
  • Arrange:
    • Vaccinations & Malaria prophylactics
    • Flights, airport tax, weight allowance
    • Visas
    • Inter-Health or Mission supply order
    • Insurance, at least 14 days prior
  • Excess baggage: If the teams are taking in medical supplies check to see if approval is required from the Embassy. Note: Flight Bureau/Key Travel may be able to arrange extra baggage or at least give you a person to contact.
  • Arrange with outreach location to collect the team from the airport ' send arrival details.
  • Before departure, team leaders should have:
    • Form C2 to complete while on outreach for credits with the UofN
    • Copy of Insurance Policy and SOS number
    • Letter to outreach location coordinator regarding the pastoral visit ' informing them of dates, arrival times, request for hospitality and for the 'visitors' to be met at the airport.
Pastoral Visit
Code of best practice for Short Term Missions And Short Term Missions Manual
  • You need to be aware that YWAM England and Wales has signed up to the Code of Best Practice for Short Term Mission which was put together by the Evangelical Missionary Alliance (EA/EMA).
  • This code is based on recommendations by a working group of Mission Agencies which include YWAM.
  • You should have a copy of YWAM's STORM
Steve Sullivan, Becky Mehaffey
Prior to the school starting
  • Send out outreach invitation letters and/or the Outreach Application Form to potential locations.
  • Keep track of these and chase up replies, if necessary.
  • Make decisions on which locations to pursue for outreaches.
  • Send a letter to the students about the possible outreaches asking them to pray about where they should go.
  • Request visa application forms from appropriate Embassies.
  • Prepare outreach packs with: projects, skills needed, what to take, vaccinations, culture, climate, etc.
Once the school has started
  • The Team Leader (not the School Leader) needs to be in contact with the outreach location.
  • Confirm with outreach location that we are sending a team:
    • how many in the team
    • who the team leaders are and the team members, if possible
    • team members skills
    • any detailed questions that you need to ask.
  • Find out if you need letters of invitation and request them if necessary.
  • Arrange:
    • Vaccinations & Malaria prophylactics
    • Flights, airport tax, weight allowance
    • Visas
    • Inter-Health or Mission supply order
    • Insurance, at least 14 days prior
  • Excess baggage: If the teams are taking in medical supplies check to see if approval is required from the Embassy. Note: Flight Bureau/Key Travel may be able to arrange extra baggage or at least give you a person to contact.
  • Arrange with outreach location to collect the team from the airport ' send arrival details.
  • Before departure, team leaders should have:
    • Form C2 to complete while on outreach for credits with the UofN
    • Copy of Insurance Policy and SOS number
    • Letter to outreach location coordinator regarding the pastoral visit ' informing them of dates, arrival times, request for hospitality and for the 'visitors' to be met at the airport.
Debrief Week
Accommodation & meals
  • Make sure accommodation is booked.
  • Arrange for high protein food, a variety of fresh vegetables and fruit and good quality food to be available.
Fetching teams
  • Book Base cars out (if necessary) to collect teams from the airport.
Welcome packs
  • Make sure that welcome baskets, welcome pack, schedule, work duties, etc. are all ready.
Minister's letter
  • Send out a report to the students' ministers.
UofN Registration
  • Hand the completed Form C2 from the outreach leaders to the UofN Regional Records Office. Transfer the Outreach Registration fee to the UofN Regional Account (UNR) from your school account. (This is $25 or 1% of the outreach fee ' whichever is less) Make sure you keep a copy!
Student Application Procedure
Steps
  • Things to Consider
Forms/Letters
1. Inquiry
  • When you get an enquiry about the school you might want to send just a brochure and information about the school together with a covering letter.
  • If you do this, it will be good to have a return slip in the brochure or letter which can be returned if they want an application form.
  • You might, however, want to send an application form with information after the initial enquiry.
  • school brochure / information
  • base information (maybe)
  • course contents & selection criteria (if applicable)
  • cover letter
  • application form (maybe)
Telephone, email, skype!!!!!!!!
2. Request for application form
  • If the request for an application comes from a response slip, just send the application with a covering letter.
  • If the request comes from a letter/email/telephone call send out an application with the brochure and a covering letter.
  • Application form 5 pages.
  • Confidential references ' mature Christian & employer.
  • medical report ' 3 pages with free post envelopes.
  • current financial policy
  • passport/visa information
  • course contents
  • selection criteria
  • cover letter
3. On receipt of application form
  • Complete 'Application Information' cover page & attach to application
  • Pay Administration Fee into Registrar's Account (if there's no Registrar ' into the school account)
  • Send out Church Leader's Reference and letter.
  • church leader's reference
  • school brochure and base brochure
  • cover letter
  • free post envelope
4. Follow up of students
  • After a few weeks if all the parts of the application do not come in, send out a letter to the students saying what we're waiting for.
  • follow-up letter
5. Completed application
  • When application is complete, inform the school leader so that they can pray about it.
6. First acceptance letter
  • School leader will indicate on cover page whether student is accepted or not
  • If accepted, Registrar to send out acceptance letter, with kit list & guide, green financial slip, request for room deposit.
  • first acceptance letter
  • kit list & guide
  • financial slip
7. Final acceptance letter
  • When Room Deposit is received, pay into School Account.
  • Send out final acceptance letter ( official letter for visa) with: arrival form, visa letter (if applicable), support starter pack, book ' 'Is that really you, God'.

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