Record Keeping Requirements. IS THIS YOUR IDEA OF RECORD KEEPING

Record Keeping Requirements

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 1:1-42Co 4:2b

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

Record Keeping

Quality ControlWhat 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 RecordsWhy 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 RecordsWhy do we need

Course Registration Forms?

U of N RecordsWhy 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 Keepingsome 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)

Keeping Accurate Records reflects

two sided coin:Logistical / Administrative

Equipping / Discipling

both are there to glorify God‘Psalm 102:18’

Record KeepingValue of Record keeping

Which Forms?

UofN Records

Form A – getting registered

Form B – student registration

Form C – evaluation & report

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 AGetting Registered to provide training

Paper Form A – download from

www.uofn.eduAcademics

UofN Documentation Forms

Send to UofN Registrar – Asia office in Australia WITH payment.

Form AGetting Registered to provide training

Electronic Form A

http://update.ywam.org/uofn/AF

Submit online Credit Card payment

Form AGetting 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 U of N catalogue

‘DTS’ - DSP211 ‘DTS Field Assignment’ DSP 212

NEW

CODES

Form AGetting Registered to provide training

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!

Location (page 1)

Form AGetting Registered to provide training

Two signatures are needed – that means they approve of the course!1. Course Leader2. Base Leader

Signatures (page 1)

Form AGetting Registered to provide training

Address & Location (page 2)

Address & locationMailing addressTelephone numberFax numberBase e-mailSchool e-mailProjected beginning & ending dates of course

Form AGetting 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 AGetting 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 AGetting Registered to provide training

Each week of Lecture (page 4-5)

TopicTeacher

In person or video?ObjectivesMethod of instructionResource materials

Form AGetting Registered to provide training

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 hrsTotal learning week – 50 hrs

Form AGetting Registered to provide training

Evaluation (page 6)

Student Evaluation?Written reportsOne-on-oneMinistry Evaluation

Course Evaluation?How will you evaluate

effectiveness of course and meeting objectives?

Form AGetting Registered to provide training

Field Assignment (page 6-7)

Projected place(s)Focus of geographical and/or

people groupsNumber of weeksObjectives – desired outcomes for

students & where you minister

Form AGetting Registered to provide training

Strategies for F.A. (page 7-8)How? Methods of meeting objectives

What do you plan to do?Outline for InternshipsResource materialsResource teachers and content

Form AGetting Registered to provide training

Typical Week Schedule (page 9)

Form AGetting Registered to provide training

Breakdown of typical weekly activities for Field Assignment

Ministry/Application – minimum 30 hrs. Intercession – minimum 3 hrsInclude One-on-One timesTotal learning week – 50 hrs

Evaluation (page 9)

Student Evaluation?Written reportsOne-on-oneMinistry Evaluation

Course Evaluation?How will you evaluate

effectiveness of course and meeting objectives?

Form AGetting Registered to provide training

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 AGetting Registered to provide training

Form A FinishedMake sure it’s complete

And signed by Course LeaderBase LeaderThen send it (with appropriate fees)

to the International Registrar Office

Form AGetting Registered to provide training

Part A – Course InformationCOURSE 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 BStudent Registration

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

MaleFema

le

Address: Jalan Pantai # 3 Jimbaran BaliStreet City / Town State/Province

35549 IndonesiaPostcode Country

Telephone

0822734657 Email bscalo@simtel.com

Part B – Student Information

Form BStudent Registration

Part C – $$$ Charges $$$ - page 3Pay only for Lecture phase –

no charges for Field Assignments!

Payment Options$30 US per student

or 1% of one student’s lecture

fees

Form BStudent Registration

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 BStudent Registration

What REALLY happened!

NOT a repeat of proposals used in FORM A

Form C1Lecture Evaluation & Report

Part A – Course InformationCOURSE 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 C1Lecture Evaluation & Report

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 C1Lecture Evaluation & Report

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 C1Lecture Evaluation & Report

Written Assignments 20% Staff Interviews (One/Ones & Small Grps)

20% Personal Growth Observation 40%Student Ministry Involvement 20%

Total 100%

Example:

Form C1Lecture Evaluation & Report

PART C: What happened each week

Each week please report what REALLY happened:

Objectives? Topic(s)? Teacher(s)? Activities? Resource Materials?

Form C1Lecture Evaluation & Report

Week 1

Topic Hearing Gods Voice

TeacherHenk de Puit Genesis Video Person

YWAM Yes No Male Femal

e Age60 Nationality Australia

Objective

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

ActivityClassroom teaching, Intercession, Prayer, Processing, Small Grps

Resource Materials

Bible, Handouts, PowerPoint, Processing Materials

Example:

Form C1Lecture Evaluation & Report

PART D: Student Grade and SummaryBeginning date AND ending date of Lecture phase.

List students (or use printed class list).

Dates for each student.Grades.Weeks Completed = Week Credits.

Form C1Lecture Evaluation & Report

Student Legal Name Start Date

End Date

Letter

Grade

Number of

WeeksFamily 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 C1Lecture Evaluation & Report

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 C2Outreach Evaluation & Report

Part A – Course InformationCOURSE INFORMATION

Course Name DTS Field Assignment Course Code DSP212

Location/Country Surabaya, Indo

Outreach Start Date

1 Nov 2011Outreach End Date

21 Jan 2012

School Leader Jeffery Aghogo Signature

PART A: Course information

Form C2Outreach Evaluation & Report

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 C2Outreach Evaluation & Report

PART B: Student Evaluation Methods

How did you evaluate your students? Ministry evaluations Written reports & assignments? One-on-one? Personal Growth?

Form C2Outreach Evaluation & Report

PART C: What happened each week

Each week please report what REALLY happened:

Objectives? Primary Strategies and

Activities? Resource Materials?

Form C2Outreach 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 / 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 C2Outreach 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 C2Outreach Evaluation & Report

Form C2Outreach Evaluation & Report

Student Legal Name Start Date

End Date

Letter

Grade

Number of

WeeksFamily 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:

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 Records

registrar.asia@uofn.edu

UofN Records

May I e-mail my forms to John?

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.

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’s

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

FOREVERWhy?

• have the beginning and ending dates• list of students who attended the course

• the grade each student received

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