Record Keeping
Requirements
IS THIS YOUR IDEA OF 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)
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...
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)

“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
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?
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.
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
• 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’
Which Forms?



Form A – getting registered
Form B – student registration
Form C – evaluation & report
Form A
Getting Registered to provide training
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 training
Paper Form A – download from
www.uofn.edu
Academics
UofN Documentation Forms
Send to UofN Registrar – Asia
office in Australia WITH payment.
Form A
Getting Registered to provide training
Electronic Form A
http://update.ywam.org/uofn/AF
Submit online
Credit Card payment
Form A
Getting 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
Form A
Getting 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!
Form A
Getting Registered to provide training
Signatures (page 1)
Two signatures are needed – that
means they approve of the course!
1. Course Leader
2. Base Leader
Form A
Getting Registered to provide training
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 training
• Totally new course?
• Existing but not at my
location?
• Major curriculum change
(over 25%)?
• Update & re-registration?
Form A
Getting Registered to provide training
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 training
Topic
Teacher
In person or video?
Objectives
Method of instruction
Resource materials
Form A
Getting Registered to provide training
 Breakdown of typical weekly activities
for lecture phase
 Teaching – one language 12 hrs / bilingual – 16 hrs minimum.
Intercession – minimum 3 hrs
Total learning week – 50 hrs
Form A
Getting Registered to provide training
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 training
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 training
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 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 hrs
Form A
Getting Registered to provide training
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 training
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 training
Make sure it’s complete
And signed by
Course Leader
Base Leader
Then send it (with appropriate fees) to the
International Registrar Office
Form B
Student Registration
Part A – Course Information
COURSE INFORMATION
Course Name DTS
Course Code
DSP 211 / 212
Location/
Country
Surabaya, Indonesia Lecture Start Date
School
Leader
Jeffrey Aghogo
Signature
7 July 2012
Form B
Student Registration
Part B – Student Information
STUDENT INFORMATION / STUDENT INFORMATION
Students Legal Name
Ms
Title
DTS Complete Yes 
Calo
Barbie
Last Name
First Name
No 
Maiden Name
Location
Date of
Birth
Address:
Telephone
Middle Name
21 Nov. 1972

Day/month/year
Male
Year

Citizenship
Philippines
Female
Jalan Pantai # 3
Jimbaran
Bali
Street
City / Town
State/Province
35549
Indonesia
Postcode
Country
0822734657 Email
bscalo@simtel.com
Form B
Student Registration
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 Registration
1; Course – choose A or B
= $30
a; US$30per student
=
Number of Students
or
b;
Total US$
1% of one student’s school charges *. Calculate here:
15,500
1% of 1 student’s fee’s in
Indonesian Rupia
x
10
Number of Students
E.g. Lecture Fee’s: IRP 1,550,000/ student
=
155,000
Indonesian Rupia
=
17.00
Total US $
Form C1
Lecture Evaluation & Report


What
REALLY happened!
NOT a repeat of proposals used
in FORM A
Form C1
Lecture Evaluation & Report
PART
Course Information
information
Part AA:
– Course
COURSE INFORMATION
Course Name DTS
Location/Country
Course Code
DSP211
Surabaya, Indo
Lecture Start Date 7 July 2011
Lecture End Date
School Leader
Signature
Jeffery Aghogo
30 Oct. 2011
Form C1
Lecture 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 C1
Lecture 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 C1
Lecture Evaluation & Report
Example:
Written Assignments
20%
Staff Interviews (One/Ones & Small Grps) 20%
Personal Growth Observation
40%
Student Ministry Involvement
20%
Total 100%
Form C1
Lecture Evaluation & Report
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 & Report
Example:
Week 1
Topic
Hearing Gods Voice
Teacher
Henk de Puit
YWAM Yes  No
Genesis  Video  Person
 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
Form C1
Lecture Evaluation & Report
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 & Report
Example:
Student Legal Name
Family Name
Start Date
End Date
Letter
Grade
Number
of Weeks
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
Form C2
Outreach 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 C2
Outreach Evaluation & Report
PART
Part AA:
– Course
Course information
Information
COURSE INFORMATION
Course Name DTS Field Assignment Course Code
Location/Country
Surabaya, Indo
Outreach Start
Date
1 Nov 2011
Outreach End
Date
School Leader
Jeffery Aghogo
Signature
DSP212
21 Jan 2012
Form C2
Outreach 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 C2
Outreach Evaluation & Report
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 & Report
PART C: What happened each week
Each week please report what REALLY
happened:
 Objectives?
 Primary Strategies and Activities?
 Resource Materials?
Form C2
Outreach 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 / House to house fellowship with local believers.
Activities: (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 & 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 C2
Outreach Evaluation & Report
Example:
Student Legal Name
Family Name
Start Date
End Date
First Name
Letter
Grade
Number
of Weeks
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
S
12
1/11/11 27/2/12
May I e-mail my forms to
John?
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?
registrar.asia@uofn.edu
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 reregistered – 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
FOREVER
Why?
• 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