To:                   PYT Delegation Registrars
From:              Administration Team
Subject:          Important Information Regarding New Policies for Background Checks and Travel Pool Grant Requests
Date:              December 7, 2015

With hope and prayer that this season of Advent is enveloping you with hope and glimpses of the Holy One’s presence we want to give you our deepest admiration and appreciation for the work you’ve been doing to help young people GO to the 2016 Triennium! We are so excited about the event. The Production Team and leadership are working hard to produce the experience that will nudge your young people into their next exciting steps of discipleship! It’s been really fun to think about Triennium over the last couple of weeks as we moved into the Advent/Christmas season. The opening day/night of the 2016 Triennium will bring to life the experience often sung about and heard during this holiday – the story of the shepherds and the invitation to “Go and See!” We pray that God speaks and our young people hear an extra echo of this fantastic event in our faith history – so that when heard, yet again, in the heat of July, they might be transported back in time and spirit, to a hillside, surrounded by sheep, and held under the glittering light of a God given star!

There are several very important items we need to share with you as we all move closer to finalizing delegations and beginning registration. As the legal and financial agency supporting the Presbyterian Youth Triennium, the Presbyterian Church (U.S.A.), A Corporation, through the Presbyterian Mission Agency, has very recently approved new policies that affect two significant Triennium functions: Adult Background Screening and Travel Pool Grants. These new policies each have specific processes attached to them that you will need to follow.

Included in this e-packet are documents that outline the process and policies for obtaining background checks for your adult advisors, adult workcrew members (workcrew members who are 18 or older), and adult Global Partners. The end result of this new policy is that background checks will be run through Praesidium, Inc., professional abuse prevention and youth/child risk management corporation and will be managed by the PYT office. All of the details are included in the supporting documents found in this e-packet. These documents will also be added to the Triennium website.

In addition to the new background check process there is also a new grant policy being used by the Presbyterian Mission Agency. For Presbyterian Church (U.S.A.) presbytery based delegations who qualify for a travel pool award – this award is now considered a grant. A grant awarded by the Presbyterian Mission Agency has specific and required paperwork and compliance. All of the details are included in the supporting documents also found in this e-packet.

We appreciate your understanding, patience and support in these two critical “arms” of the Triennium administration. As happens in most institutional systems the wait from the time of early mentions to final policies has been … lengthy.

The policies communicated in this packet are required – meaning they are “no exception” policies. They are not difficult or lengthy – but they will require you, the registrar, to do some reading and be prepared. For the background check process – this will move one item off of your plate as we will be managing the report running and oversight.

One final bit of information – as you move into a time of celebration and holy observation in your church and presbytery – we are in the days when we will be taking some vacation and time away from the office. Because it is a Triennium season too we won’t be far away!

Molly will observe the following office hours in order to continue critical registration testing work and to be available for your questions and needs:

Monday- Wednesday 8:30-4:00pm EST

Evenings 4:00pm- 9:00pm EST (available by cell phone *see below)

Vacation- December 24, 25, 31, January 1

Molly is being set up with a phone that has more continued access. She will share that number with you via the private Facebook group and through email when she receives the number! You can leave messages and texts for Molly (related to Triennium) whenever you need. Molly will respond to your needs during her office hours!

In January we will continue testing the Triennium registration system. And pretty soon – we will be sending out word about the opening of registration. In the meantime – thank you for the great work you are doing. Every moment you spend chasing down a young person, a parent signature, a van, a bus, a payment – you are actively forming the faith of a young Presbyterian. And the church, the world – is in desperate need of excited, vibrant, faith motivated young people!

Memo December 2015 Registrar E-Packet