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Ministry Accreditation
Consultant's Guide

Go over the plan for each of the three consultations. Then review them again before each meeting.

Consultation #1 (B)

The purpose of this consultation is to explain the New Ministry Accrediting process and hand out the Ministry Team Application Notebook. It is vital that we communicate our interest in their idea and that we are their advocates for the success of their application. The applicant has a vision for the role of their ministry in the body; learn about that vision and communicate your understanding.

Before Consultation

• Call the applicant the day before your scheduled consultation to confirm the appointment. Pray before the consultation.

During Consultation

• Review the Ministry Team Accrediting Application notebook. Make certain that they understand how to use the Worksheet side by side with the Application Guide.
• Review the New Ministry Qualification: Micro-process chart with the applicant.
• Explain the reasons for the detailed process. These reasons should include our desire that their ministry maintains a sound theological basis and to insure qualified leadership and ministry strategy. When they consider the resources Xenos will commit to NetWorked Ministry Teams, it will be easy to understand why the process must be thorough for accrediting these teams.

Senior Leader

• Please make certain that they designate the proposed leaders for the Ministry Team. It is appropriate to have either one leader or plural leadership. If they desire to have more than one leader, they must designate who that senior leader will be. All proposed Ministry Team leaders, even existing Home Church and Small Group leaders will be reviewed by the Elders who alone can appoint deacon-level positions.
• Explain to the applicant that the second consultation will not occur until the Elders have reviewed and agreed with the applicant's choices for leadership. So this decision must be made quickly.
• If the applicant does not desire to lead the ministry and does not have a proposal of anyone who does, then the application will not be able to go beyond this point.
• Please make certain that the applicant understands that the Elders' approval of their choice(s) for leadership does not mean that the Ministry Team is accredited. It only means that if accredited, these leaders are considered at a deacon-level position.
• Explain the need for the $50.00 Accrediting Application fee and that is due only if they wish to continue past the Consultation #2 (E).
• If the applicant claims financial hardship, please remember they can request assistance from the Ministry NetWorking Department.
• We should ask the applicant if they desire to continue with the accrediting process (some may be overwhelmed and have no further interest).
• Finish the session by providing the rationale for Consultation #2 (E).
• Fill out the Consultation #1 Summary check list, and make certain that both of you sign the summary sheet. Remind the Applicant that they must hand in their completed form to you or the Ministry NetWorking secretary at least 3 days prior to Consultation #2 (E).

After Consultation

• The Elders will notify the Ministry NetWorking Department of the results of their review of the proposed leader(s). The Ministry NetWorking Department will then contact the applicant regarding the results.
• If the proposal was accepted by the Elders, the application moves forward and Consultation #2 can be scheduled.
• If the proposal was not approved by the Elders, the applicant will need to submit a new proposal for Elder review.
• The Elders must agree with the proposed leader(s), including the senior leader before the application can be considered further by the Accrediting process.
• Please inform the Ministry NetWorking Secretary that the Consultation was completed and provide the proposal for leadership. The sooner this step is completed, the sooner the Elders can review the proposal and move the application forward in the process.

Consultation #2 (E)

The purpose of this consultation is to review the application looking for significant <169>gaps<170> in theology or strategy that would threaten the success of this ministry. If these gaps exist, you will need to express the concerns to the applicant. If the problems appear difficult to reconcile easily, you would probably recommend deferring their ministry at this time (H). If your recommendations are easy to correct, you would recommend continuing in the process to the Department Director that would oversee this ministry if accredited.

Before Consultation

• Review the worksheet before the consultation and feel free to make notes directly in the margins (initial your comments please).
• Make a copy of the worksheet with your recommendations in the margins for your own records. If other advisors call you to explain certain comments or to ask further questions, you will have this copy available for reference.
• Call the applicant the day before your appointment to confirm the date and time. Pray before the consultation.

During Consultation

• Engage in a small discussion on their experience of completing the worksheet. Try to discern if they are discouraged or still excited.
• Answer any questions that the applicant may have.
• Review your comments and recommendations with the applicant.

Deferment

• If you still have significant reservations and are recommending (F) that they choose to defer at this time, explain your reasons thoroughly and sensitively.
• Remind them that the decision to defer at this time is theirs, not yours (G). You should also remind them that if they do defer at this time, they can still re-apply at a later date.
• Encourage them to think and pray about it.

Summary Sheet

• Fill out the Consultation #2 Summary sheet and make certain that both of you sign the summary sheet. If need be, remind them that their signature doesn't indicate they agree with your recommendation, only that they understand it.
• If they decide to defer at this time, the accrediting application process stops here (H).
• The applicant should notify you of this decision when they make it. Please call the Ministry NetWorking Department at this time.
• If you have heard not from the applicant within a week, please give them a follow-up call to see what they're thinking.
• If they would like to continue the process in spite of your recommendations, inform them that they need to schedule an appointment with the Ministry NetWorking Director (I)
• Forward a letter that summarizes your concerns to the Ministry NetWorking Department.
• Regardless of their decision at this point, if you recommend (F) deferment, please collect their Notebook and give it to the Ministry NetWorking department.

Move Forward

• If you recommend that they move forward in the process, check the appropriate comments on the check list and write in any recommendations that they should complete before their Department Director Conference (N).
• Please make certain that both you and the applicant sign the summary sheet.

After Consultation

• Summarize your impression of this application and suggestions in a letter to the Department Director before they meet with him/her.
• Keep a copy of this letter with your copy of the application worksheet.
• Regardless of your recommendation, if they decide to go on, collect $50 (non-refundable) from the applicant. If this is in the form of a check, please have them make it payable to Xenos Christian Fellowship. Turn this in to the Ministry NetWorking Department.
• If they claim they are unable to afford this, they can request from the Ministry NetWorking Director for a waiver of all or part of the fee.
• If you recommend them to go on, call the Ministry NetWorking secretary to inform them about the completion of the consultation.
• Call and get personal reference checks on the leadership team and fill out the reference forms.

Ministry NetWorking Director's Consultation (I)

The purpose of this consultation is to decide whether or not the Ministry NetWorking Director agrees with Advisor #2 (E). If the Ministry NetWorking Director reviews the worksheet and interviews the applicant and still recommends deferring at this time (J), the applicant has the choice (K) of deferring (L) or continuing (M). the Ministry NetWorking Director may also choose (I) to move the application forward in the process in spite of the previous Advisor's concerns, or with qualifications of his own. If this is the case, the Ministry NetWorking Director will recommend the Department Director (N) with whom they should meet.

Before Consultation

• The Ministry NetWorking Director should have the notebook for review at least three days before the consultation.
• The Ministry NetWorking Director will have a written summary from the previous advisor which will provide the Ministry NetWorking Director with enough background to understand why they have recommended deferring this ministry at this time.
• The previous consultation summary sheet must be signed by both the advisor and the applicant. If it is not, the Ministry NetWorking Director should stop the review and find out why it hasn't been signed.
• The Ministry NetWorking Director will review and comment on the concerns from the second consultation. The Ministry NetWorking Director can put comments in the margin or do this in letter form.

During Consultation

• The Ministry NetWorking Director will meet with the applicant and find out what they think about the recommendations of the advisor from Consultation #2 and make certain that they have plenty of opportunity to express their thoughts.
• If the NetWorking Director recommends deferring at this time he will review the reasons with the applicant and check the appropriate comments on the summary sheet.
• He will make certain that both of them sign the summary sheet. Remember, the applicant's signature does not indicate their agreement with your recommendation, only that they understand it.
• If the applicant is uncertain whether or not to continue, he will encourage them to go home to pray and think about it.
• He will inform them of the next step (calling the Ministry NetWorking Department) if they do decide to go on in the process.
• If the Ministry NetWorking Director haven't heard from the applicant within a week, call them to find out what they're thinking.
• If the Ministry NetWorking Director recommends that they should go forward in the accrediting process, check the appropriate comments on the summary sheet. He will suggest any revisions that you think they should make before the Department Director Conference (N).
• He will remind them to fill out an Appointment Card when they schedule with the Department Director. He will make certain that both of them sign the summary sheet before concluding.
• Make a copy of the application and your summary sheet.

Department Director Conference
(N - if necessary O)

The purpose of this conference is for you, the Department Director, to review the Ministry Team application from the perspective of your expertise. This application is in your hands because earlier advisors believe that the ministry application form is filled out appropriately and that there are no glaring theological or strategic deficiencies. It is felt that this ministry would either fall into your department (or division) or your department will be needed for specific advice. As you review the application, keep in mind that if this ministry is accredited, your department might be responsible for the funding and supervision of this ministry. You can see this applicant as many times as you feel necessary to be satisfied with their application. Also feel free to send them to other departments who might benefit from this ministry or will be needed in the support of this ministry.

Before Consultation

• You will have the application notebook at least three days before your scheduled appointment.
• The previous advisor will also make certain you have a written summary of their consultation and recommendations.
• Review the application before you meet with the applicant. Write comments on the application in the margins, and initial them. View the application from the perspective that your department will be overseeing this ministry or contributing to it in some way.

During Consultation

• If you want to have them make modifications and return to you before moving them forward, that is your prerogative.
• If you believe that they need to see other departments that will be influencing their ministry, refer them in that direction.
  For example, the application may be for an Evangelism Ministry Team but there will be some start-up costs and building space required. They would be supervised by the Evangelism Division, but you should also refer them to the Operations Division for advice in the related areas.
• Check the appropriate comments on the Department Director Conference Summary sheet.
• Refer them to another department, back to yourself for a review of their revisions, or forward to Consultation #3.
• Please make certain that they understand the reason for the next step that you have proposed.
• Write in any recommendations you may have.
• Remind them to fill out an Appointment Card when they make that appointment. Also remind them to hand the application notebook to the next advisor at least three days before the appointment.

After Consultation

• Make a copy of the application and your summary sheet.
• Summarize your impression of this application and suggestions in a letter to the Ministry NetWorking Department before consultation #3..

Consultation #3 (P)

This consultation is a joint effort between the advisor for Consultation #1 and #2, and an advisor from the Ministry NetWorking Department. The purpose of this consultation is to review any changes and comments by the Department Director(s) (N &/or O). You will determine (Q) if in your opinion there is a sound theological and strategic basis. If so, forward this to a Division Coordinator, or if not, send it back in the process to the appropriate Department Director (N or O) for revisions.

Before Consultation

• You will receive the application notebook and a summary letter from the Department Director(s) at least three days in advance of the appointment.
• Review the application and comment on the worksheet as needed. Please initial your comments.
• Make certain that the advisor of Consultation #1 and #2 is aware of the Consultation date and will be there.

During Consultation

• Meet with the applicant and the advisor from Consultation #1 and #2.
• Ask any questions you may have.

Move Forward

• If you recommend that the applicant moves forward in the process, check the appropriate comments on the Summary Sheet and write in any recommendations for revision that you may have.
• Make certain that the Ministry NetWorking Advisor and the applicant both sign the summary sheet.
• Keep the notebook but give the applicant some appointment cards in case the Division Coordinator would like them to reschedule with an advisor for revisions.
• Explain the accrediting process to the applicant. The application notebook will move forward in the process unless the Division Coordinator (R) or the Management Team (T) would like them to reschedule for a particular consultation.

After Consultation

• Place the notebook on the appropriate Division Coordinator's desk for his review.
• The Ministry NetWorking Department will call the applicant weekly to let them know of the progress.

Revision

• If you believe there are significant aspects to the application that should be revised, advise them of the next step.
• The next step may require the applicant rescheduling with one or more department directors.
• Or the next step may require revisions being made and then rescheduling with you.
  Check the appropriate comments on the Summary Sheet check list.
• Please write in any revisions or comments that you believe would improve the ministry's chances of becoming accredited.
• Please make certain that both of you sign the summary sheet.
• Give them back the notebook to make the revisions.
• Regardless of the direction you believe this application should go you should make a copy of this application with your revisions and the summary sheet for your own records.

After Consultation

• If you are sending the applicant back to a department director or forward to a Division Coordinator, write a letter that summarizes your recommendations.
• Please give it to the person who will be reviewing the application next at least three days before their review.

Read on to the After Consultation page

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