Jan Tyson, Registrar for Presbytery of Western New York

Transcription

1 Presbyterian Youth Triennium 2013 is an event for high school youth (entering freshman through graduating seniors) from the Cumberland Presbyterian Churches and the Presbyterian Church (U.S.A.). Participants experience the event as a part of a presbytery or a church group. Currently seeking volunteer registrars for Presbyterian Church (U.S.A.) presbyteries and congregations. Contact Heather Leoncini for more information: heather.leoncini@pcusa.org Cumberland church registration information available from Susan Groce: scg@cumberland.org Cost: $ per person Full website launch in May! Website will include: Registration information, registration forms, promotional tools, videos and much more.

2 To: From: Re: Youth Ministry Contacts Jan Tyson, Registrar for Presbytery of Western New York 2013 Youth Triennium Date: February 15, 2013 Friends, I have been absorbing the information sent from Louisville about the 2013 Youth Triennium and have done some training on the registration process. I know you and your youth are excited for it, so let s get started! Registration: I am attaching the registration and medical forms to this letter. I will need the forms and a $100 deposit returned to be able to register participants. All registration with the denomination will be online and I will be sure that all participants will get a confirmation, either directly from PYT or from me. Payment: We can pay in installments but all registrations must be paid by May 17, That gives us a little time to meet the denomination deadline of May 31. If funds are not all paid by then there will be a late fee of $40 assessed. Please make checks payable to the Presbytery of Western New York and put Triennium in the memo line. The total price is $469 for registration, room, board and transportation. Adult Advisors: The Adult Advisor ratio requirement is 1 adult per 10 youth of the same gender. No exceptions to this rule. Adult Advisors will have to pay the full $469 registration fee. All adult advisors must have current background checks to be submitted to the national registrar. No exceptions. They will keep them on file. I am able to provide those from the Presbytery office please have the advisors contact me for the consent form required. Dates to watch: All payments must be to me by May 17. All registrations must be paid to the national triennium by May 28. There will be a $40 late fee assessed beyond May 28.

3 Transportation: Presbytery is providing the transportation we will let you know where and when the buses will be departing at a later date. -2- Orientation: There will be a mandatory orientation on Sunday, June 9, 2013, 2pm at Kenmore Presbyterian Church. Pizza and beverages will be provided. NOTE: This is a mandatory meeting. If your youth register they MUST be at this meeting. No exceptions. Triennium Community: Join the Presbyterian Youth Triennium Facebook group! ; if someone from your church is interested in starting a local page for our delegation please let me know so I can share that information. T-shirts & Trading Pins: Start coming up with ideas for t-shirts and/or trading pins! We have received a resource for producing pins; all we need are ideas of what it should look like! Rev. Bronwen Boswell is a co-registrar and will be attending Triennium as an Adult Advisor; I will not be able to attend this year. If you have more questions, please contact me at the Presbytery office. If I can t answer your question right away, I will find the answer and get back to you. Jan Tyson Presbytery of Western New York 2060 Union Road West Seneca, NY jant@pbywny.org (presbytery office) (fax)

4 PYT Participant Information Form (Registrars will need the following information on each participant in order to register each participant.) Check One: Youth Work Crew Adult Advisor (21 or older) Caregiver Name: (First) (Middle) (Last) (Not used on name badge) Name to Appear on Name Badge: Address: City/State: Zip: Home Phone: ( ) Cell Phone: ( ) Gender: F or M Are you on Facebook? Y or N Ethnicity (optional; for statistical purposes only): African American Asian Caucasian Hispanic Native American Other: For Youth Participants: Age as of July 16, 2013: Parent/Guardian Information: Name: Cell Phone: ( ) Work Phone: ( ) Home Phone: ( ) For Adult Participants: Would you like to participate in the Youth Worker Training instead of participating in a small group? Y or N Preferred Roommate: [For Registrar Use Only Assigned Roommate: ] Would you like to participate in the choir? Y or N If yes, which voice part do you sing? (Check One) Soprano Alto Tenor Bass Are you able to speak another language? Y or N If so, which language(s)? Are you able to translate another language? Y or N If so, which language(s)? T- Shirt Size (circle one): S M L XL XXL 3XL 4XL Special Needs: (Please Check All that Apply) Wheelchair or Motorized Chair Diabetic Celiac Disease Vegetarian/Vegan Asthmatic (serious consistent) Other Needs Not Listed? Please List Any Allergies: Please List Daily or Necessary Medications: Do You Need a Refrigerator? Y or N Do You Require a Caregiver? Y or N If yes, name of caregiver: Community Guidelines Acknowledgement: (presbyterianyouthtriennium.org/participants/guidelines) I have read the Presbyterian Youth Triennium Community Guidelines and understand what is expected of me, how my attitude, actions and participation affect the Triennium community and agree to abide by the community guidelines. I also understand that if it is articulated by the sponsoring delegation and/or the Triennium staff that I may be sent home from the event if it is determined that I am not able to abide by the guidelines. Participant Signature Date

5 Participant Medical and Event Release Form In order for your registration to be considered final a signed form must be on file with the PYT national registrar. Please review, sign, return to your registrar. *Youth participants must include parent/guardian signature. Participant s Full Name (Print) Emergency Contact Name (Please Print): Relation to participant: Phone Number of Emergency Contact: PYT Community Guidelines and Covenant I have read the guidelines, understand them and by signing this indicate that I will live, in community, with fellow PYT participants and staff by following the guidelines as they are presented. I understand that if I break the covenant or am unable to follow the guidelines I can be sent home, at my own expense. Signature of participant: *The Community Guidelines can be found online at Critical Medical / Health Information Allergies (please list): Physical Conditions affecting mobility/hearing/sight/etc.:

6 Medications requiring special dispensation or storage: Health issues pertinent for PYT volunteers, leaders, housing staff to be aware: Mental or Emotional issues for PYT volunteers, leaders, housing staff to be aware: Any other information regarding your health or your child s health that would be helpful for us as we care for you/them during PYT?

7 Primary Care Physician s Name: Primary Care Physician is located in: (City and State) Medical / Health Insurance (Name of Insurer): Medical Insurance Policy#: Medical Insurance: The Triennium purchases a secondary medical insurance policy in order to cover any injuries or illnesses of participants/staff that occur while onsite at the event. This is a secondary policy only and is meant for medical issues which occur during the event and to assist with incidents where the participant is un- insured or underinsured. Media Waiver By signing below I understand that my photo, video interview, electronic image might be used for PYT promotion, national youth ministry promotion, education and future publication. Event Liability Waiver By signing below I acknowledge that I release the Presbyterian Youth Triennium event and the two sponsoring denominations, from liability and legal action stemming from my own actions, or my child s behavior, injury and/or activity during the event. Signature Intent I,, acknowledge that I have read, understand and have signed this form in preparation to attend and participate in the 2013 Presbyterian Youth Triennium. By signing I also give my permission for my child / minor charge to be given medical treatment, medical assistance, assessment and surgery or life saving measures if needed: Parent/Guardian Signature: *All youth participants must have a parent/guardian signature. For the Registrar: Please make sure this form has been signed by the participant and parent (if participant is a youth participant). Please make two copies for you. One for you, one for your lead traveling adult advisor. Please alphabetize your set of signed forms and, using the envelope in your Registrar Kit, return to the national PYT office by May 31, Registration not complete until medical forms have been returned to the PYT office.

8 Community Guidelines Please read the Guidelines for Community Life at the Presbyterian Youth Triennium. In order to attend the Triennium you must read, understand, and agree, by checking the I agree box on your participant information form. This week we will be living together, youth and adults, in Christian community. Christian community is based on love, respect, trust, and support. Each of us as a member of the community is important. By signing the Triennium Covenant, we promise to abide by the following guidelines for the life of this community. 1. Respect the rules and property of Purdue University. 2. Refrain from the use of alcohol and other illegal drugs during the Triennium. 3. Refrain from smoking in residence halls and prohibited areas of other campus buildings. 4. Refrain from sexual behavior including sexual intercourse or other inappropriate sexual activities (to the spirit of the Triennium) with a partner other than your spouse. 5. Participate in all scheduled Triennium activities and honor all meeting times. 6. Wear name badges and wristbands at all times. 7. Meet daily with my assigned residence hall group. 8. Follow the curfew rules as they are communicated in the schedule or by community announcements. 9. Sleep in my assigned room so that I may be reached in case of an emergency. 10. Play audio equipment with the consideration of others in mind. 11. Do not travel off the university campus unless accompanied by an adult and only during official free hours. 12. Understand that weapons of any type are prohibited on campus, at the airport, or in transit to and from the event. 13. Refrain from using cell phones and MP3players in any scheduled event (worship, small group, covenant group) and covenant to silence cell phones during scheduled events unless invited otherwise by the leader. 14. Covenant to FIRST contact assigned Adult Advisors or PYT Community life staff in the event of an illness or injury. 15. Covenant to demonstrate the depth and width of Christ s love and mercy to my fellow Triennium participants; listening with interest, behaving kindly toward others, casting aside judgment, sharing my thoughts and faith and working to be compassionate and full of grace. 16. Using downtime to sleep, rest, reflect on the day s events and my relationship with others, with the church and with God. 17. Worship with the posture of eagerness and readiness; listening for the Spirit s movement and seeking to understand how God s word as spoken and proclaimed at the Triennium might connect with me and my life. 18. Refrain from using hateful language, profanity, racial slurs, profane terms and words that hurt or emotionally injure another Triennium participant or Purdue staff person. In a community based on Christian love, respect, trust, and support, each Triennium participant is responsible for their own actions. However, if any member of the community continually demonstrates a lack of love, respect, trust, and support for themselves, others, or the property of the community, then they may be sent home at the sole discretion of the Triennium leadership and at their own expense or the expense of their parent or guardian if they are a minor.

9 PYT Participant Packing List Re- fillable water bottle Your Bible (put your name and address inside) 1-3 pairs of comfortable, casual walking shoes Clothing that will keep you cool A lightweight jacket or rain jacket Your personal prescriptions / medicines Sunscreen Toiletries (shampoo, soap, deodorant, razor, etc.) A robe or cover up (for going to and from the bathroom) Shower shoes A fan Pillow (for bus riders or car riders) A journal A pen or pencil $$ for the PYT Offering $$ for snacks and drinks during free time Your medical insurance card and/or Insurance ID # and name of your insurance company. Your cell phone Program your adult advisors into your phone Program your roommate into your phone A camera if you choose An instrument if you can tote it (guitar, harmonica, bagpipe, etc.) A copy of your signed Parental / Medical Release Form Your driver s license and/or student photo ID A picture ID for the airport Passport if you are a Global Partner